12 08 2015 Agenda PacketAGENDA
YELM CITY COUNCIL MEETING
TUESDAY, DECEMBER 8, 2015, 6:00 P.M.
Website Viewing: Clicking on agenda items will open associated documents including staff reports,
resolutions, ordinances, etc. Note: some agenda items may not have attachments.
1. Call to Order
2. Roll Call
3. Agenda Approval
4. Special Presentations -
Student of the Month -
5. Public Comment — Please complete a blue speaker's card and present it to
the meeting recorder. Comment topics should not appear elsewhere on the
agenda. Time (three minutes per speaker) and the number of speakers (five)
are limited and may be adjusted to meet agenda requirements.
ACTION
6. Consent Agenda ACTION
a. Minutes; Regular Meeting November 24, 2015
b. Payables; Checks #
7. Public Hearing -
Continued Public Hearing from November 24, 2015
Ordinance No. 1008 — 2016 City of Yelm Budget
8. New Business -
a. Ordinance No. 1008, 2016 City of Yelm Budget ACTION
10 min Presenter: Noah Crocker, Finance Director
Attachments: Staff Report, Ordinance No. 1008
b. Nisqually River Foundation — Intergovernmental Services Contract for ACTION
10 min Year 2016
Presenter: Noah Crocker, Finance Director
Attachments: Staff Report, Contract
C. Yelm Multipurpose Senior Center Contract ACTION
10 min Presenter: Noah Crocker, Finance Director
Attachments: Staff Report, Contract
d. Engineering and Construction Management Services, BHC — 2016 AC ACTION
10 min Water Line Replacement
Presenter: Ryan Johnstone, Public Works Director
Attachments: Staff Report
9. Old Business — none scheduled
10. Council and Mayor
Councilmember Foster represents Yelm on the following committees.
• Thurston County Solid Waste • Nisqually River Council
Advisory Committee (SWAC) • Yelm Finance Committee
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
Council
(TRPC)
Yelm Finance Committee
Yelm Economic Development
Committee
Councilmember Stillwell represents Yelm on the following committees.
• Thurston County HOME Yelm Finance Committee
Consortium
Councilmember Wood represents Yelm on the following committees.
• (TRPC) Transportation Policy • Yelm Transportation Committee
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
• Thurston County Mayor's Forum Yelm Economic Development
• (TRPC) Transportation Policy Committee
Board
11. Executive Session- none scheduled
12. Correspondence (Correspondence is available upon request)
13. Adjourn
Upcoming Meetings
Regular City Council Meeting, Tuesday, January 12, 2016, 6:00 pm, Public Safety Building
Regular City Council Meeting, Tuesday, January 26, 2016, 6:00 pm, Public Safety Building
Council Study Session, Wednesday, January 27, 2016, 5:00 pm, Public Safety Building
CITY OF YELM
MEETING INFORMATION
All regular Yelm City Council meetings are audio recorded. A $5.00 per CD (prepaid) fee is required. For information
about obtaining a copy of the proceedings, please call 360.458.8402.
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 limited to five. Comments during the public comment
portion of the meeting should not be associated with measures or topics appearing elsewhere on the agenda and
should not address topics for which public hearings have been conducted or are anticipated.
It is the City of Yelm's policy to provide reasonable accommodations for people with disabilities. If you are a person
with a disability and in need of reasonable accommodations to conduct business or participate 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 City of Yelm is an equal opportunity provider and employer.
The Preliminary Agenda and Approved Council Minutes are available at
w_ww_.ci.yelrr7.wa.us
Agenda Item 6. a. Minutes
Page 1 of 6
YELM CITY COUNCIL REGULAR MEETING
TUESDAY, NOVEMBER 24, 2015 MINUTES
Mayor Harding administered the Oath of Office to Tad Stillwell for Yelm City Council Position
4 replacing Jennifer Littlefield.
1. Mayor Harding called the meeting to order at 6:00 pm.
2. Roll Call Present: JW Foster, Joe Baker, Tad Stillwell, Tracey Wood, Ken Garmann
and Russ Hendrickson.
15 -096 MOTION BY TRACEY WOOD EXCUSING COUNCILMEMBER BOB ISOM FROM
THE MEETING. CARRIED.
Agenda Approval
15 -097 MOTION BY RUSS HENDRICKSON APPROVING THE AGENDA AS
PRESENTED. CARRIED.
4. Special Presentations - none scheduled
5. Public Comment -
Steve Klein, Thurston County resident thanked all outgoing and current
Councilmembers for their public service and welcomed new Councilmembers to be
sworn in at the first meeting January.
6. Consent Agenda
Minutes - Regular Meeting November 10, 2015
Payables - Checks #65731 - #65822 Totaling $671,797.01.
15 -098 MOTION BY TRACEY WOOD APPROVING THE CONSENT AGENDA AS
PRESENTED. CARRIED.
7. Public Hearings -
a. Ad Valorem Tax Rate Budget Year 2016
Mayor Harding opened the Public Hearing at 6:08 pm. City of Yelm Finance
Director Noah Crocker presented the staff report. Mayor Harding closed the Public
Hearing at 6:11 pm.
b. 2016 Preliminary Budget
Mayor Harding opened the Public Hearing at 6:12 pm. Noah Crocker gave a power
point presentation of each fund. Public Hearing continued to the December 8,
2015 meeting.
8. New Business -
a. Ordinance No. 1006, Setting Ad Valorem Tax for 2016 (7.a.)
Noah Crocker, Finance Director explained the phrase ad valorem is Latin for
"according to value ". In the case of municipal property taxes, property owners
have their property assessed on a periodic basis by a public tax assessor. The
assessed value of the property is then used to compute an annual tax, which is
levied on the owner by his or her municipality. The legislative body holds a public
hearing and discusses any increases in property tax revenues that are being
considered. An Ordinance is adopted by both the dollar and percentage increase
amounts and certified with the county by a November 30 deadline. Cities with a
population off less than 10,000 can increase their levy amount by one percent
11/24/15
Agenda Item 6. a. Minutes
Page 2 of 6
without a vote (highest lawful levy calculation). Normally, taxes on new
construction are exempt from the lid /limit factor and may be added to the tax
levy that is being requested only if the statutory maximum levy rate times the
assessed value of the city exceeds the highest lawful maximum. The assessed
valuation of the City increased approximately $2,968,302 over the previous year,
therefore increasing the factor in the formula. The new levy rate will be
$21.70911 per $1,000 of assessed valuation. This levy rate includes a
councilmanic reduction of 1% to City of Yelm property owners. Mayor Harding
added that this is the fifth year that the Council has chosen to reduce the levy
rate by 1 %. If Ordinance No. 1006 passes tonight, Noah will file with Thurston
County in the morning before the November 30, 2015 deadline.
15 -099 MOTION BY 7W FOSTER ADOPTING ORDINANCE NO. 1006, SETTING THE
AMOUNT FIXED AS AD VALOREM FOR THE REGULAR LEVY OF PROPERTY
TAX NECESSARY TO RAISE REVENUES FOR ESSENTIAL EXPENDITURES
FOR THE CITY OF YELM FOR THE FISCAL YEAR 2016. CARRIED.
b. Ordinance No. 1008, 2016 Preliminary Budget (7.b.)
Noah Crocker, Finance Director gave an overview of the preliminary budget. The
6.633 million dollar general budget reflects a conservative approach to revenue
projections (5.076 million), as well as a thorough analysis of planned
expenditures. It maintains current programs, contracts and levels of service
provided to the community. Some of the highlights of the 2016 Budget include:
SW Yelm Well 1A- construction of water treatment system, booster station, well
house, and reservoir; water rights mitigation projects associated with Deschutes
River Farm; AC water line replacement projects; Cochrane Park wetland
rehabilitation; Sewer Capital Facilities Plan, and the Water Comprehensive Plan
Update. There was no public comment.
15 -100 MOTION BY TRACEY WOOD TO CONTINUE THE PUBLIC HEARING TO THE
DECEMBER 8, 2015 CITY COUNCIL MEETING. AT THIS MEETING,
ADDITIONAL PUBLIC COMMENT WILL BE HEARD AND THE BUDGET WILL
BE SCHEDULED FOR ADOPTION. CARRIED.
c. Resolution No. 562, Interfund Loan 001 to 316 Roads /Streets
Noah Crocker, Finance Director explained the following grant revenues were
budgeted during the 2015 year- Mosman Avenue Improvements project
($184,000), Cullens /Solberg Sidewalk Project (163,000) for a total grant funding
of $347,000. Transportation Improvement Board (TIB) grant proceeds were
awarded to fund the design and construction of the Mosman Avenue
Improvements Project and the Cullens /Solberg Sidewalk project with the
construction portion of each project occurring in 2015. $97,418 in grant revenues
are anticipated to be received for the Mosman Avenue Improvement Project and
$174,000 for the Cullens /Solberg Sidewalk Project for a total of $271,418. Due to
the nature of reimbursement grants, the City of Yelm has not yet received the full
reimbursement from TIB. Year to date a total of $26,417 has been received from
the Mosman Avenue Improvement TIB grant and nothing for the Cullens /Solberg
Sidewalk TIB grant. Additional interim funding is needed to cover costs
associated with the Mosman Avenue Improvements and Cullens /Solberg Sidewalk
projects paid for out of Fund 316. This funding is needed only until the grant
monies are received. An Interfund Loan in the amount of $245,000 is necessary
to provide cash to Fund 316 to close out the projects and end the 2015 calendar
year in a positive cash position. We anticipate receiving the grant funding in early
2016. We expect to receive $71,000 in remaining grant proceeds for the Mosman
Avenue Improvements Project and $174,000 for the Cullens /Solberg Sidewalk
11/24/15
Agenda Item 6. a. Minutes
Page 3 of 6
Project. Once the grants are received, Fund 316 will repay the Interfund loan to
the General Fund 001 as defined by Resolution No. 562.
15 -101 MOTION BY TRACEY WOOD APPROVING RESOLUTION NO. 562
ESTABLISHING AN INTERFUND LOAN BETWEEN THE GENERAL FUNDS 001
TO THE ROADS /STREET CONSTRUCTION FUND 316. CARRIED.
d. Resolution No. 563, Interfund Loan 401 to 400 Stormwater Utility
Noah Crocker, Finance Director stated the following Department of Ecology (DOE)
funds were budgeted in 2015 — DOE Grant ($75,000) and DOE Loan ($25,000)
for a total of $100,000. The DOE grant proceeds were awarded to fund the
Stormwater Comprehensive plan during 2015. During 2015, The Stormwater
Comprehensive Plan was budgeted at a cost of $118,750. By the end of 2015,
$50,000 is projected to have been spent. There is a timing issue for the
reimbursement based grants so additional interim funding is needed to cover
costs associated with the Stormwater Comprehensive Plan for Fund 400 until the
grant and loan monies are received. It has been determined that $25,000 is
necessary to provide cash to Fund 400 to end the 2015 calendar year in a
positive cash position. We anticipate receiving the grant reimbursement and loan
proceeds in early 2016. Once the monies are received, Fund 400 will repay the
Interfund loan to the Water Utility Fund 401 plus interest as defined in Resolution
No. 563. Councilmember Wood asked if we were charging, ourselves interest on
the money. Noah stated that interest must be paid on the transfer according to
state law but it would not amount to much since the money will be borrowed for
short term.
15 -102 MOTION BY TRACEY WOOD APPROVING RESOLUTION NO. 563,
ESTABLISHING AN INTERFUND LOAN BETWEEN THE WATER UTILITY
FUND 401 AND THE STORMWATER UTILITY FUND 400. CARRIED.
e. Ordinance No. 1007, 2015 Year -End Budget Amendment
Noah Crocker, Finance Director stated that variations in both revenue and
expenditure appropriations occurs throughout the budget year, creating the need
for amendments. The City of Yelm adopts the annual budget by department level
for the Current /General Fund and by fund level for all other funds. It is important
to note that many revenues line items (and ending cash) are anticipated to end
the year well above the original budgeted amounts, this amendment addresses
expenditures only except where there are transfers or Interfund loans in to
balance the fund. Expense appropriations are amended to the extent needed to
'rebalance' the department /fund. This 2015 Amendment in total is
$2,362,726.36. Appropriation changes include adjustments to balance the
departments /funds. The Amendment total would not have been so large if an
Amendment had been done mid -year as it had been done in the past. There has
been a change in staff and so it was not done this year. Noah Crocker went over
some of the funds that had the largest changes from one year to the next. The
net effect to ending cash was 691,058.36 but the majority of this total was due
to Interfund transfers, which will be paid back in 2016.
15 -103 MOTION BY TRACEY WOOD ADOPTING ORDINANCE NO. 1007, AMENDING
THE 2015 BUDGET BY APPROPRIATING FUNDS FOR 2015 CONTRACT
OBLIGIATIONS, TRANSFERS, AND OTHER EXPENDITURE RELATED
BUDGET ADJUSTMENTS. CARRIED.
11/24/15
Agenda Item 6. a. Minutes
Page 4 of 6
f. Release of Retainage to Nova Construction, Mosman Improvement
Project
Ryan Johnstone, Public Works Director stated that on November 18, 2011, the
City of Yelm was notified from the Transportation Improvement Board (TIB) of its
successful application for grant funds in the amount of $990,501. This was to
complete the realignment of the intersection of Mosman Avenue with SR507 and
roadway improvements between 2nd St. SE and SW Railroad St. Design of the
project was awarded to Gray and Osborne for a total cost of $231,572 and was
completed in March 2014. The project construction was awarded to Nova
Contracting, Inc. on May 13, 2014 City Council meeting. The contract award was
in the amount of $1,492,125.13. Final construction cost was $1,477,515.12. Staff
recommends acceptance of the project and release of the project Retainage bond
to Nova Contracting, Inc. once all proper documentation has been received from
the Department of Revenue, Labor and Industries, and Employment Services and
there are no liens against the project. Councilmember Wood stated it was
unfortunate that the project took so long but it is beautiful. Mayor Harding stated
it was a lengthy project because it is a State Highway and the City went back and
forth with the State on different aspects of the project. Ryan Johnstone stated
the amount had been reduced by about $34,500 in negotiations with Nova
Contracting, Inc. due to the project being completed late.
15 -104 MOTION BY TRACEY WOOD TO ACCEPT AND AUTHORIZE THE RELEASE OF
THE RETAINAGE BOND IN THE AMOUNT OF $74,014.70 TO NOVA
CONTRACTING, INC. FOR CONSTRUCTION ACTIVITIES RELATED TO THE
CITY'S MOSMAN AVE IMPROVEMENTS PROJECT. CARRIED.
g. TIB Supplement with Gray & Osborne, Additional Construction
Management Services, Mosman Improvement Project
Ryan Johnstone, Public Works Director reported that the Mosman Avenue
Improvements Project was advertised and awarded to Nova Contracting, Inc. at
the May 13, 2014 City Council meeting. Additionally, Gray & Osborne was
awarded a contract for construction management services for the project in the
amount of $191,123. Supplement #5 is for additional services performed by Gray
and Osborne due to the project exceeding the contract time. During this time
additional coordination with the various project stakeholders, plan review, and
general project management tasks were required. The extra time and effort
incurred by Gray & Osborne is reflected in the attached supplement in the
amount of $13,292 and would be paid out of fund 316.
15 -105 MOTION BY TRACEY WOOD AUTHORIZING MAYOR HARDING TO SIGN TIB
SUPPLEMENT #5 WITH GRAY & OSBORNE, INC. IN THE AMOUNT OF
$13,292 FOR ADDITIONAL CONSTRUCTION MANAGEMENT SERVICES
RELATED TO THE MOSMAN AVENUE IMPROVEMENTS PROJECT. CARRIED.
h. Release of Retainage to Iversen & Sons, Yelm Avenue Sidewalk Project
Ryan Johnstone, Public Works Director reported that on November 25, 2013, City
staff received notification from the Transportation Improvement Board (TIB) of
its successful application for sidewalk replacement money in the amount of
$184,184. The project was located at Yelm Ave. W. between Cullens St. NW and
Solberg St. NW and included the construction of 820 feet of concrete curb,
gutter, and sidewalk. In January 2014, the design of the project was awarded to
Gray & Osborne and was completed in April 2015. Total design fee was $59,969.
The sidewalk project was advertised for construction in April 2015 and was
awarded to Iversen and Sons, Inc. on May 26, 2015 at the City Council meeting.
The contract award was $200,185.00 and the project was completed on October
11/24/15
Agenda Item 6. a. Minutes
Page 5 of 6
9, 2015. The final construction cost was $200,212.00. Staff recommends
acceptance of the project and release of the project retainage to Iversen and
Sons, Inc. once all proper documentation has been received from the Department
of Revenue, Labor and Industries, and Employment Services.
15 -106 MOTION BY TRACEY WOOD TO AUTHORIZE RELEASE OF RETAINAGE IN
THE AMOUNT OF $10,010.62 TO IVERSEN AND SONS, INC. FOR
CONSTRUCTION ACTIVITIES RELATED TO THE CITY'S YELM AVENUE
SIDEWALK IMPROVEMENTS PROJECT. CARRIED.
9. Old Business -none scheduled
10. Mayor and Council Initiatives
Councilmember Foster attended the Thurston County Solid Waste Advisory
Committee meeting where they discussed the Talking Trash updates from the
survey. 158,000 tons of garbage is trucked 240 miles away which becomes very
expensive. They are trying to come up with an alternative plan to reduce the
amount of garbage in the landfills. It is estimated that 17% of the 158,000 tons is
actual food or food products. Councilmember Foster also attended the Nisqually
River Council meeting and the Medic One meeting on behalf of Councilmember
Hendrickson.
Councilmember Baker attended the Intercity Transit Board meeting and
reported they will be appointing interested people to the Citizens Advisory
Committee.
Councilmember Stillwell stated he had spent several hours with Mayor Harding
today to see what projects were happening and looks forward to spending time as
a Councilmember in the future.
Councilmember Garmann attended the Thurston County Law and Justice
meeting. Councilmember Garmann had received a rather large water bill from the
City so he replaced a part in his leaky toilet and his consumption was greatly
reduced.
Councilmember Hendrickson thanked Councilmember Foster for attending the
Medic One meeting on his behalf.
Mayor Harding attended the Thurston County Economic Development Council
where they modified the Strategic Plan. Mayor Harding has served as a board
member on the EDC for 11 years. The EDC has administered 50 million dollars in
contracts over the past 15 years.
Mayor Harding spent the afternoon bringing Tad Stillwell up to speed on the
different projects happening in the City.
11. Executive Session - none scheduled
12. Correspondence included -
Nisqually Land Trust Newsletter, Winter 2015
Early Learning Celebration Friday, November 20, 2015 10am -12 Lacey Community
Center
Thurston Regional Planning Council, Pre - Agenda Friday, December 4, 2015 8:30 -
11am
11/24/15
Agenda Item 6. a. Minutes
Page 6 of 6
Councilmember Foster stated he was happy with the Military Banner Project and
thought the banners looked great.
Mayor Harding stated a few more banners applications had been received so there
would be more going up in the future. Mayor Harding also announced the City of
Yelm had received a TIB Grant for sidewalks along Mosman Avenue to Washington
Street on both sides.
13. Adjourned at 7:05 pm.
Attest:
Ron Harding, Mayor
11/24/15
Lori Mossman, Deputy City Clerk
Agenda Item 7. Public Hearing Notice - 2016 City of Yelm Budget
CITY OF YELM
PUBLIC HEARING CONTINUED
FINAL 2016 BUDGET
The Yelm City Council will continue the Public Hearing to consider the Final 2016
Budget on Tuesday, December 8, 2015 at 6:00 p.m., in Council Chambers at Yelm
Public Safety Building, 206 McKenzie Ave.
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 -8402 at least 5 working days prior to the
scheduled event.
Janine Schnepf, City Clerk
Published: Nisqually Valley News, November 27, 2015 and December 4, 2015
PLEASE DO NOT PUBLISH BELOW THIS LINE
Distribution:
City Council Packets:
Mayor:
Councilmembers
Newspaper of Record
Posted
Ron Harding
JW Foster
Joe Baker
Robert Isom
Tad Stillwell
Tracey Wood
Ken Garmann
Russ Hendrickson
Nisqually Valley News
Yelm City Hall
Yelm Timberland Library
To: Mayor Ron Harding
Yelm City Council
Agenda Item 8. b. Nisqually River Found. - Intergovernmental Servs. Contract for 2016
Page 1 of 4
City of Yelm
STAFF REPORT
Date: December 4, 2015 (for 12/08/15 City Council Meeting)
Subj: Nisqually River Foundation (Education Project) — Intergovernmental Services
Contract for Year 2016.
Recommendation
To approve and authorize Mayor Harding to sign the attached Intergovernmental Services
Contract for the period January 1, 2016 — December 31, 2016 in the amount of $3,500.00,
between the City of Yelm and the "Nisqually River Foundation — NRF ".
Background
The Nisqually River Foundation, (formerly known as the "Yelm Community Schools - Nisqually
River Education Project', now recognized as a 501 C3 not - for - profit organization associated with
the Nisqually River Council), seeks to create a new generation of Yelm citizens who are aware
of and care for Yelm Creek, the Nisqually River and the City of Yelm's water resources,
including groundwater, surface water, wastewater and reclaimed water. If approved, this will be
the City of Yelm's 13th year supporting this cause. Through this support, the City of Yelm will
join other local governments in supporting this outstanding watershed education program and
will be recognized as a Nisqually River Foundation and Congress sponsor.
Current Situation
A request for continued support of the Nisqually River Foundation was received on November
16, 2015. The proposal requests financial support from the City in the amount of $3,500.00.
This funding would be used as follows:
• Support for Yelm Community Schools students to participate in the activities
of the Nisqually River Education Project including, but not limited to: Water
quality testing, the annual GREEN Congress held in March, habitat
improvement projects and salmon carcass tossing.
• Project funds will be used for water quality testing kits, chemical reagents,
bus transportation, substitute teacher coverage, facilities fees and
coordinator costs.
• Data collected as a part of this contract will be provided to the City's Water
and Reclaimed Water departments.
Page 1 of 1
Agenda Item 8. b. Nisqually River Found. - Intergovernmental Servs. Contract for 2016
Page 2 of 4
INTERGOVERNMENTAL SERVICES CONTRACT
BETWEEN THE NISQUALLY RIVER FOUNDATION
AND THE CITY OF YELM
THIS CONTRACT is made and entered into, in duplicate originals, this
Ist day of January, 2016, by and between the NISQUALLY RIVER FOUNDATION,
hereinafter "Foundation ", and the CITY OF YELM, hereinafter "City ".
WHEREAS, the City has an interest in providing water resource and watershed
education to teachers, students and community members of Yelm; and
WHEREAS, the Yelm School District (YSD) has an excellent watershed
education program in the Nisqually River Foundation (NRF) — (formerly known as the
"Yelm Community Schools- Nisqually River Education Project -NREP" —now recognized
as a 5010 not - for - profit organization associated with the Nisqually River Council); and
WHEREAS, the City Council of the City has agreed through the authority
invested in them to authorize this contract to perform the activities described below;
NOW, THEREFORE, in consideration of the mutual agreements herein
contained, the parties agree as follows:
SCOPE OF WORK
The Foundation, shall provide the following services:
Support for Yelm Community Schools students to participate in the activities of the
Nisqually River Education Project including, but not limited to, water quality testing, the
annual GREEN congress held in March, habitat improvement projects, and salmon
carcass tossing
Project funds will be used for water quality testing kits, chemical reagents, bus
transportation, substitute teacher coverage, facilities fees, and coordinator costs.
Data collected as a part of this contract will be provided to the City's Water Resources
Department.
2. CONSIDERATION
a. In consideration for the services described, the City shall provide
payments to the Foundation in the following amount: $3,500.00.
b. Payment to the Foundation shall be made on a reimbursement basis
following receipt by the City of an invoice summarizing the services
rendered, according to this contract.
3. DURATION OF CONTRACT
The terms of this contract shall be completed, and the City will receive the
invoice for services rendered no later than November 30, 2016.
Agenda Item 8. b. Nisqually River Found. - Intergovernmental Servs. Contract for 2016
Page 3 of 4
4. HOLD HARMLESS AND INDEMNIFICATION
The Foundation agrees to indemnify, defend, and hold harmless the City,
its elected officials, employees, and agents from and against any and all
liability, loss, damage, expense, action, claims, including reasonable
attorney's fees incurred by the Foundation, its elected officials,
employees, and agents in defense thereof, on account of or arising out of
the performance of this Contract except for any damages arising out of
bodily injury to persons or damage to property arising from the sole
negligence of the City, its agents or employees.
In the event of claims or actions arising out of the concurrent negligence
of the parties, the above indemnification provision shall be valid and
enforceable only to the extent of the negligence of the Foundation, its
elected officials, employees and agents.
For purposes of this section, the Foundation expressly waives its immunity
under industrial insurance, Title 51 RCW.
5. CONTACTS:
NISQUALLY RIVER FOUNDATION (NRF)
Justin Hall, Nisqually River Foundation Coordinator
12501 Yelm Hwy SE
Olympia WA 98513
Phone: 360- 438 -8715
Email: Justin ,nisquallyriver.org
CITY OF YELM
Ron Harding, Mayor
Yelm City Hall
105 Yelm Avenue W.
Yelm WA 98597
Phone: 360- 458 -8401
Fax: 360- 458 -4348
Email: ronha,ci.yelm.wa.us
Agenda Item 8. b. Nisqually River Found. - Intergovernmental Servs. Contract for 2016
Page 4 of 4
6. TERMINATION
Participation in this contract may be terminated by either party giving
written notice of intent to terminate to the other party, providing that the
City shall be obligated to pay for services already rendered under this
contract.
IN WITNESS WHEREOF, the parties hereto have executed this contract in
duplicate originals to take effect on the date first above written.
NISQUALLY RIVER FOUNDATION CITY OF YELM
Justin Hall, Coordinator Ron Harding, Mayor
ATTEST:
Janine Schnepf, City Clerk
APPROVED AS TO FORM:
Brent F. Dille, Attorney
Bean Gentry Wheeler Peternell, PLLC
C
Brent F. Dille, Attorney
To: Mayor Ron Harding
Yelm City Council
Agenda Item 8. c. Yelm Multipurpose Senior Center Contract
Page 1 of 5
City of Yelm
STAFF REPORT
From: Noah Crocker, Yelm Finance Director
Date: December 4, 2015 (for December 8t" City Council meeting)
Attach: Funding Agreement with Yelm Adult Community Center
Agreement between City and Yelm Senior Multipurpose Center (6- 26 -03)
Recommendation
Approve the Funding Agreement extension with Yelm Adult Community Center for the
period May 2015 — December 2016.
Background
The Washington State Constitution allows the city to provide funding to non - profit
organizations for the necessary support of the poor and infirm. Historically, the City of
Yelm has contributed monthly funding to the Yelm Adult Community Center (Senior
Center) to aid in their mission of providing services to the senior community. The
current contribution approved by the Council in the 2014 Budget is $1,000.00 per
month.
Current Situation
The Funding Agreement for Council consideration memorializes the city's authority to
contribute funding to the Senior Center and increases the amount to $1,000 per month
effective May 2014- May 2015. The City Council approved a budget amendment
allowing the continuation of funding through the end of this year, However the
agreement was not updated through the end of the Year. The City Council has indicated
they would like to continue to provide these services finds to the Yelm senior multi-
purpose center. In order to provide consistency with our contract agreement and the
approved budget staff would recommend approval of a contract extension from May
2015 - December 2016.
Staff recommends that Council approve the Funding Agreement extension with Yelm
Adult Community Center for the period May 2015 — December 2016.
December 8, 2015
Agenda Item 8. c. Yelm Multipurpose Senior Center Contract
Page 2 of 5
CITY OF YELM
FUNDING AGREEMENT
with
YELM ADULT COMMUNITY CENTER
This Funding Agreement ( "Agreement ") is dated effective this 27th day of May, 2015.
The parties ( "Parties ") to this Agreement are the City of Yelm, a Washington Municipal
Corporation ( "City "), and the Yelm Adult Community Center, a Washington Non -Profit
Organization ( "Senior Center").
BACKGROUND
A. The Washington State Constitution, Article VIII, Section 7 provides:
"No county, city, town or other municipal corporation shall hereafter give any
money, or property, or loan its money, or credit to or in aid of any individual,
association, company or corporation, except for the necessary support of the poor
and infirm, or become directly or indirectly the owner of any stock in or bonds of
any association, company or corporation."
B. The Senior Center's mission is:
"...to enhance the health and dignity of seniors and people with disabilities, to
support their independence, to provide access to vital services, nutrition, and
social situations, to provide a focal point for people to come together for service
and activities that reflect their experience and skills, to respond to their diverse
needs and interests, and encourage involvement in, with, and for our community."
C. A principal purpose of the Senior Center is to serve the poor and infirm.
D. Providing funding for the necessary support of the poor and infirm is a legitimate public
purpose for which government funds can legitimately be expended.
E. The City provides monthly funding to the Senior Center to further the Senior Center's
purpose and work to serve the poor and infirm.
F. The Parties have agreed to execute this Funding Agreement to document the monthly
funding amount and to document the purpose for which the funding is provided.
AGREEMENT
Funding Agreement — Senior Center - 1
Agenda Item 8. c. Yelm Multipurpose Senior Center Contract
Page 3 of 5
NOW, THEREFORE, the Parties agree as follows:
1. The City agrees to provide monthly funding to the Senior Center in order to further the
Senior Center's work for the necessary support of the poor and infirm without
discrimination, and so long as the Senior Center is in compliance with the terms of this
Agreement, and the terms of the Agreement between the City of Yelm and Yelm Senior
Multipurpose Center dated June 26, 2003.
2. Services. The Senior Center shall provide services for the necessary support of the poor
and infirm, as provided in the Senior Center's mission statement (the "Services ").
Specific services shall be provided per the Agreement between the City and Yelm Senior
Center dated June 26, 2003 including continuance of the food service program via a
contract with Senior Services for South Sound.
3. Reporting Requirement: The Senior Center shall submit to the City a monthly report
outlining the services provided (in accordance with Section 2), their frequency and the
numbers of clients benefitted. This report shall be due the last day of each month
beginning June 30, 2014.
4. Term. The term of this Agreement shall commence upon the execution of this
Agreement by the Parties and shall continue for twelve (18) consecutive months, through
December 31, 2016 (the "Term "). This Agreement may be renewed annually at the
discretion of the City. Any proposed changes to the Agreement for a subsequent term
shall be submitted in writing to the other party by September 1st each year.
5. Automatic Termination. This Agreement shall automatically terminate if the Senior
Center fails to maintain its 501(c)(3) status or fails to fulfill its purpose and mission to
support the poor and infirm or fails to comply with Section 2 related to the provision of
services.
6. Funding. Beginning with the month of May 2015, the City shall pay the Senior Center
One Thousand and 00 /100 Dollars ($1,000.00) per month. Payment shall be made by
check and mailed to the Senior Center by the last day of each month.
7. Compliance with Laws. The Senior Center shall comply with and perform the Services
in accordance with all applicable federal, state, and City laws including, without
limitation, all City codes, ordinances, resolutions, standards and policies, as now existing
or hereafter adopted or amended.
8. Indemnification. The Senior Center agrees to indemnify and hold the City, its elected
officials, officers, employees, agents and volunteers harmless from any and all claims,
demands, losses, actions, and liabilities (including costs and all attorney fees) to or by
any and all persons or entities, including, without limitation, their respective agents,
Funding Agreement — Senior Center -2
Agenda Item 8. c. Yelm Multipurpose Senior Center Contract
Page 4 of 5
licensees, or representatives, arising from, resulting from, or connected with this
Agreement to the extent caused by the negligent acts, errors or omissions of the Senior
Center, its partners, shareholders, agents employees, or by the Senior Center's breach of
this Agreement.
9. Equal Opportunity Employer. In all the Senior Center's services, programs or activities,
and all Senior Center hiring and employment made possible by or resulting from this
Agreement, there shall be no discrimination by the Senior Center or by the Senior
Center's employees, agents, subcontractors or representatives against any person because
of sex, age, (except minimum age and retirement provisions), race, color, creed, national
origin, marital status or the presence of any disability, including sensory, mental or
physical handicaps, unless based upon a bona fide occupational qualification in
relationship to hiring and employment. This requirement shall apply, but not be limited to
the following: employment, advertising, layoff or termination, rates of pay or other forms
of compensation, and selection for training, including apprenticeship. The Senior Center
shall not violate any of the terms of Chapter 49.60 RCW, Title VII of the Civil Rights
Act of 1964, the Americans with Disabilities Act, Section 504 of the Rehabilitation Act
of 1973 or any other applicable federal, state or local law or regulation regarding non-
discrimination. Any material violation of this provision shall be grounds for termination
of this Agreement by the City and, in the case of the Senior Center's breach, may result
in ineligibility for further City agreements.
10. General Provisions.
a. This Agreement, together with attachments or addenda, represents the entire and
integrated Agreement between the Parties hereto and supersedes all prior
negotiations, representations or agreements, either written or oral. This
Agreement shall be binding upon and insure to the benefit of the Parties'
successors in interest, heirs and assigns. This Agreement may be amended,
modified or added to only by written instrument properly signed by both parties.
b. The Senior Center shall not assign, transfer, subcontract or encumber any rights,
duties, or interests accruing from this Agreement without the express prior written
consent of the City, which consent may be withheld at the sole discretion of the
City.
c. Any action for claims arising out of or relating to this Agreement shall be
governed by the laws of the state of Washington. Venue shall be in Thurston
County Superior Court.
d. In any suit or action instituted to enforce any right granted in this Agreement, the
substantially prevailing party shall be entitled to recover its costs, disbursements,
and reasonable attorney's fees from the other party.
Funding Agreement — Senior Center -3
Agenda Item 8. c. Yelm Multipurpose Senior Center Contract
Page 5 of 5
e. Any notices required to be given by the City to the Senior Center or by the Senior
Center to the City shall be in writing and delivered to the parties at the following
addresses:
Yelm Adult Community Center
Attn:
City of Yelm
Attn: City Administrator
105 Yelm Ave W.
Yelm, WA 98597
f. A waiver or failure to enforce any provision of this Agreement, or breach thereof,
shall not be construed as a continuing waiver of such provision or breach, nor
shall the same constitute a waiver of any other provision or any subsequent breach
of the same or any other provision.
g. The article and paragraph headings contained in this Agreement have been
included solely for reference purposes and shall not affect, or be used in
connection with, the construction or interpretation of this Agreement. Each
separate paragraph shall be treated as severable to the end that if one or more of
such paragraphs shall be judged or declared illegal, invalid, or unenforceable, this
Agreement shall be interpreted and shall remain in full force and effect, as if such
paragraphs had never been contained in this Agreement.
h. This Agreement is intended to solely benefit the parties and shall not be construed
or interpreted to create any rights or benefits to any third parties.
CITY OF YELM
YELM ADULT COMMUNITY
CENTER
LO-A
Name: Ron Harding Name:
Title: Mayor
Date:
Funding Agreement — Senior Center -4
Title:
Date:
Agenda Item 8. d. Engineering and Construction Managment Services, BHC - 2016 AC Water Line Replacement
Page 1 of 11
To: Mayor Ron Harding
Yelm City Council
City of Yelm
STAFF REPORT
From: Ryan Johnstone, Public Works Director
Date: November 25, 2015 (for December 8, 2015 City Council Meeting)
Subj: Design Contract Amendment-
2014 Water Main Replacement Project Construction Support Services
Attach: Project Amendment Scope, Budget, and Map
Recommendation
Authorize Mayor Harding to sign a contract amendment in the amount of $30,924.00
with BHC Consultants for additional design services for asbestos cement (AC) water
main replacement.
Background
The Capital Improvement Program (CIP) approved as part of the current water system
plan contains water main replacement projects necessary to increase the reliability and
efficiency of the potable water distribution system (see attached). One of the primary
means of increasing reliability and efficiency of the distribution system is to replace old,
AC water main with new PVC or ductile iron, and to address deficiencies in capacity (i.e.
undersized pipe).
Several pipe segments were included in the 2014 Water Main Replacement Project.
Those projects were approved by Council on July 22, 2014 for design by BHC, LLC.
The contract was approved in the amount of $84,369 at that time and added to on
October 14, 2014 for a total design approval of $132,710.
The project was broken up into three separate bid schedules A, B, and C to allow for
reduction in the construction contract should bid results exceed the budgeted amount.
The schedule broke down as follows:
Schedule A Capital Project ID No. D -4: replacement of approximately 800 LF of 4 -in
diameter AC water main (abandon in place) with new 8 -in diameter
ductile iron or PVC water pipe on 3rd St SE between Washington Ave Se
and Yelm Ave E (SR507) and on Washington Ave SE between 2nd St SE
and 3rd St SE.
December 8, 2015 Page 1 of 2
Agenda Item 8. d. Engineering and Construction Managment Services, BHC - 2016 AC Water Line Replacement
Page 2 of 11
Schedule B Capital Project ID No. D -5: replacement and addition of approximately
850 LF of 4 -in and 6 -in diameter AC water main (abandon in place) with
new 8 -inch diameter ductile iron or PVC water pipe on Algiers Dr and
Yelm View Ct NE.
Schedule C Capital Project ID No. D -6: replacement of approximately 650 LF of 4 -in
diameter AC water main (abandon in place) with new 8 -in diameter
ductile iron or PVC water pipe on Tranquility Ln from 103rd Ave. SE to
cul -de -sac in Tranquility Ln.
Schedule A was not constructed with the 2014 water main replacement project due to
budget constraints identified prior to final design completion. The project was awarded
for only bid schedule B and C pipe and appurtenances.
Current Situation
The AC pipe segments identified in Schedule A still remain to be replaced in
accordance with the 2010 Water System Plan CIP and are identified in red and blue on
the attached map. The one exception being Yelm Ave E (in Red) which was added to
the CIP because it was AC pipe, undersized (6 ") for the system needs of potable water
circulation, needed upgrade for fire flow, and was logical to replace while replacing the
two adjoining pipe segments. It also helped with overall construction and mobilization
costs.
A solid effort was put forth by staff to attempt to replace the Yelm Ave E main prior to
the WSDOT overlay completed earlier this year, but was unsuccessful due to planning
and scheduling challenges with WSDOT. This will impact the construction costs
associated with this pipe segment, but could remain nominal as a full Asphalt depth
overlay will not be required.
Design of the Schedule A water main sections is currently at close to 80% complete. If
the request for additional scope of services is approved, design will resume upon
adoption of the 2016 budget (early January). It is anticipated that design will be
completed and out for bid in March 2016, with construction completion near June 2016.
Approval to complete the design, bid, and construction management support of the
Schedule A pipe segments will increase the design contract by $30,924.
Project funding for the remaining design and construction will be from the 404 Water
Capital Improvement Fund and is included in the 2016 Proposed Budget.
December 8, 2015 Page 2 of 2
Agenda Item 8. d. Engineering and Construction Managment Services, BHC - 2016 AC Water Line Replacement
Page 3 of 11
Bid Schedule A
Agenda Item 8. d. Engineering and Construction Managment Services, BHC - 2016 AC Water Line Replacement
Page 4 of 11
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50I'adfleAvenue, Suile 710
Laconia, VVA 98402
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Engineers Planners
December 1, 2015
Chad A. Bedlington, Public Works Manager
City of Yelm
901 Rhoton Road SE
Yelm, WA 98597
Subject: Authorization for Additional Scope of Work
2014 Water Main Replacement Project Construction Support Services
Dear Mr. Bedlington:
253 .344.5084
253 .244.7165 (fax)
www.bhcconsultants.com
Per City request, BHC is pleased to offer additional design, bid period and construction support services for
the subject project authorized by the City on June 23, 2015 for an original not -to- exceed value of $35,720.
The supplemental Scope of Services and Budget for these tasks, involving the completion of the Schedule
C water main replacement work, are detailed in Exhibits A -1 and B -1, attached. These exhibits are
intended to be supplemental to Exhibits A and B of the original Agreement, and subject to the same terms
and conditions.
Signature of the Authorization below will constitute City approval of the desired additional Scope of
Services and Notice -to- Proceed with new task items.
Respectfully submitted,
BHC Consultants, LLC
6-1h �) U. 'W66
Christopher W. Kelsey, PE
Project Manager
Authorization:
I approve this amendment to the June 23, 2015 Agreement between the City of Yelm and BHC
Consultants, LLC for the completion of the Schedule C design, bidding, and construction support phases,
resulting in a revised not -to- exceed project Budget of $66,644.
Signature
Title (print)
Date (print)
Agenda Item 8. d. Engineering and Construction Managment Services, BHC - 2016 AC Water Line Replacement
Page 5 of 11
EXHIBIT A -1
Scope of Services Amendment
CITY OF YELM
2014 Water Main Replacement Project
Construction Support Services
December 1, 2015
Project Background and Understanding
The proposed scope of supplemental engineering services presented below details a work program to provide
continuing engineering support to the City of Yelm (City) for the completion of the 2014 Water Main Replacement
Project Schedule C design, as well as bid and construction phase support. This scope of services is intended as an
amendment to the original contract executed on June 23, 2015, and subject to the same terms and conditions.
Under a separate previous work authorization, BHC took the Schedule C design to the 100 percent complete phase,
but concurrent Washington State Department of Transportation ( WSDOT) resurfacing construction work in the same
project area, as well as City budgetary constraints, caused the project to be deferred to the upcoming 2016
construction season. The design completed was detailed under the premise that the work would be completed in
front of the WSDOT resurfacing project. As the water main replacement will now partially occur within a newly paved
section of SR 507 (Yelm Ave.), modifications to the design will need to be made to accommodate anticipated
changes to WSDOT requirements.
Project Approach and Scope
BHC proposes the following additional task elements to the contract under this amended Scope of Services:
TASK 4 — SCHEDULE C DESIGN COMPLETION AND WSDOT APPROVAL
To complete the design phase of this schedule of work, BHC anticipates performing the following series of tasks:
• Meet or teleconference with WSDOT to review and discuss modifications needed to current 100 percent
complete design.
• Incorporate necessary changes to plans, specifications, and opinion of probable cost.
• Prepare and submit application and justification forms to WSDOT with revised contract documents.
• Address questions and comments as necessary to receive permit approval.
• Forward materials to the City for final signature and submission to WSDOT.
TASK 5 — SERVICES DURING BIDDING
Under this task BHC will assist the City during the bidding period by preparing a bid advertisement with project
description, coordinating and offering technical assistance on contractor correspondence, issuing
addenda /clarifications as necessary, and participating in the bid opening and review of bidder proposals. Subtasks
include the following:
City of Yelm 1 2014 Water Main Replacement Project
Scope of Services Amendment — Construction Support
Agenda Item 8. d. Engineering and Construction Managment Services, BHC - 2016 AC Water Line Replacement
Page 6 of 11
5.1 Advertisement/Solicitation — Prepare an advertisement and arrange for publication. Distribute the contract
documents to the appropriate plan centers and to prospective bidders, subcontractors, equipment suppliers and other
vendors upon request. Maintain a list of planholders for distribution upon request and make list available to the City.
5.2 Bidder Inquiries, Bidder Notices and Award and Contract Preparation Assistance — Respond to questions
from bidders, subcontractors, equipment suppliers and other vendors regarding the project and plans and
specifications. Maintain a written record of communications during bidding process. As part of this subtask, addenda
and clarifications will be prepared as necessary to append to the contract documents. Assist the City as necessary
following the bid opening meeting in developing project bid tabulation, review contractor references, and issue a letter
of recommendation for award of the contract to the City.
TASK 6 — OFFICE ENGINEERING SUPPORT DURING CONSTRUCTION
The following subtasks are estimated office -based activities that will be conducted from project initiation through
completion of construction, commissioning of facilities, and acceptance of the work by the City.
6.1 Project Management/Contract Administration - BHC will assist the City to administer the construction contract
by providing technical support to the City's decisions and other requested administrative, technical, and information
needs over the estimated 3 month duration.
• Written and verbal communications with the City's Public Works Manager and project field representative to
support progress and execution of the work by the contractor.
• Coordination of office design team and subconsultant to support progress and execution of the work by the
contractor.
• QA/QC of construction documentation, including Project Manager review of responses to RFIs, submittals,
interpretations, Requests for Quotation (RFQs), and other construction documentation. The Principal -In-
Charge will provide review of all Change Orders drafted by the Project Manager.
• Assisting the City with review of contractor pay requests.
• Project status reports and invoicing.
6.2 RFIs, Shop Drawings and Submittals - BHC will respond to Contractor's RFIs and will review and return shop
drawings and submittals to the Contractor. BHC will generate and maintain logs of RFIs and shop
drawings /submittals using appropriate numbering systems, such as the Contractor's submittal number and the
specification section. The logs will track the number of days taken to review or respond to each shop
drawing /submittal and RFI and the action that was taken. Estimated effort to respond to RFIs is based on an
assumption of 2 per civil discipline plan sheet and 1 hour to respond to each. Estimated effort to review and return
shop drawings /submittals is based on an assumption of 3 general requirement (Division 1) submittals or resubmittals,
6 technical (Divisions 2 through 9) submittals or resubmittals, and 2 hours to respond to each. The estimated level of
effort for this subtask is summarized in the table below.
Discipline
No. of RFIs
No. of Shop
Total Level of
Drawings/
Effort
Submittals
(hours)
General
-
3
6
Civil
22
6
34
City of Yelm 2 2014 Water Main Replacement Project
Scope of Services Amendment — Construction Support
Agenda Item 8. d. Engineering and Construction Managment Services, BHC - 2016 AC Water Line Replacement
Page 7 of 11
6.3 RFQs, Interpretations and Minor Changes, and Change Orders - BHC will prepare RFQs in accordance with
the construction contract documents when changes to the work are being considered. BHC will issue interpretations
and minor changes for items having no impact on the contract price; the contract time; the means, method,
techniques, or sequence of work; or safety with respect to the contractor's operations. When changes in the price or
time for the work are agreed upon between the Contractor and City, BHC will prepare change orders. Logs of RFQs,
interpretations, and change orders will be generated and maintained by BHC, including the number of days since
action has been taken. Effort to issue individual RFQs, interpretations and minor changes, and change orders is
estimated at 2, 1, and 6 hours, respectively. The estimated level of effort for this subtask, including assumed
quantities for each form of construction communication, is summarized in the table below.
No. of
No. of Interpretations /
No. of Change
Total Level of
RFQs
Minor Changes
Orders
Effort
(hours)
2
4
2
20
6.4 Progress Meetings (Remote Attendance) — Contract provisions call for weekly progress meetings to occur
during the 75 working day (15 week) duration stated by the contract time. 7 total progress meetings are assumed;
with the BHC design engineer attending 4 of the meetings remotely through teleconferencing. An estimated 1 hour
for each remotely attended meeting is assumed. The City will develop and furnish the meeting agenda and minutes
for these meetings. Agenda items will include those outlined in Section 1 -08.3 of the Special Provisions.
TASK 7 — FIELD ENGINEERING SUPPORT DURING CONSTRUCTION
The following subtasks are estimated onsite field activities that will be conducted from project initiation through
substantial completion of construction.
7.1 Pre - Construction Conference - BHC will participate remotely via teleconference in a City -led pre - construction
conference at the City Public Works Building prior to contractor mobilization. It is intended that this meeting will serve
to review project scope, schedule, communication protocols, safety and Owner expectations during construction.
Contractor representatives in attendance will be encouraged to provide feedback on each, as well as discuss specific
topics such as mobilization, staging and storage areas, provision of temporary utilities, and onsite safety and
erosion /sedimentation control protocols. Attendees are anticipated to include City Public Works Manager and field
representative, BHC Project Manager and Design Engineer, contractor's project manager and superintendent, major
subcontractors, major suppliers, and other parties, as appropriate. The City will prepare an agenda and meeting
minutes, and BHC will produce and distribute hardcopy plans and contract provisions to the contractor, as obligated
under Section 1 -02.2 of the Special Provisions. A 1 -hour meeting is assumed, with 2 persons from BHC attending.
7.2 Progress Meetings and Site Visits —As stated in Subtask 6.4, weekly progress meetings are assumed. In
addition to those attended remotely, BHC will attend 3 of the progress meetings onsite and combine the meetings
with a field walkthrough of the construction sites. The BHC Project Manager will attend 1 meeting /site visit, the
Design Engineer will attend all 3. A 4 -hour duration, including travel time, is assumed per BHC attendee at each of
these events. A provision for attendance and /or a site visit by the geotechnical subconsultant at one of these
meetings is also made.
TASK 8 — PROJECT CLOSEOUT
The following subtasks are estimated engineering support services that will be performed from the time that the
contractor issues a notice of substantial completion to the closeout of the contract.
City of Yelm 3 2014 Water Main Replacement Project
Scope of Services Amendment — Construction Support
Agenda Item 8. d. Engineering and Construction Managment Services, BHC - 2016 AC Water Line Replacement
Page 8 of 11
8.1 Substantial and Physical Completion — Following the contractor's issuing notice of substantial completion,
BHC will perform the following series of activities:
• Schedule and participate in a field walkthrough with the contractor to review project completion status and
identify any remaining items that are felt to be necessary for the declaration of substantial completion.
• Provide written notice to the City of project completion status.
• Develop and distribute an initial project punch list to the contractor.
• When notified by the contractor, perform a field walkthrough and final inspection to confirm punch list items
have been satisfactorily completed, proper pressure and disinfection testing performed, service connections
made, and that the facilities constructed are satisfactory for their intended use.
• Provide written notice to the City of the physical completion date.
8.2 Record Drawings — Once received from the contractor, BHC will use the official plan set redlines maintained by
the contractor through physical completion to prepare final project record drawings. It is assumed that 2 hours of
CAD /engineering time will be required for each of the civil discipline sheets. BHC will then produce and deliver one
reproducible full size set, 3 half -size sets, and electronic files to the City.
8.3 Final Acceptance — Following physical completion, BHC will assist the City in completing required state agency
forms for release of construction contract retainage. BHC will assist the City in executing final payment to the
contractor and the BHC Project Manager will provide a written recommendation of acceptance of the project work as
complete. BHC will organize and provide the City with final electronic files of all construction correspondence.
8.4 DOH Construction Completion Report — Following final completion and City acceptance of the project, the
BHC Project Manager will complete a DOH Construction Completion Report using the DOH form template. The
report will be submitted to the City for record keeping, should it be requested in the future by DOH representatives.
Assumptions and Exclusions
The proposed scope of engineering services is subject to the following general assumptions:
• City will pay any permit fees directly outside of this contract.
• A stormwater pollution prevention plan (SWPPP) will not be necessary.
• Estimated level of effort to obtain WSDOT approval is based solely on submittal of a completed application
and supporting construction contract documents. Development of other support materials, or iterative
coordination required for approval, might necessitate additional effort not accounted for within this scope.
• City will pay any fees for bid advertisement in publications.
• One (1) bid period addendum is assumed.
• City personnel will be available for onsite meetings.
• The City will be responsible for coordination with the Contractor and the utilities for utility disconnects and
connections, and is responsible for payment of all connection fees.
• Levels of effort are based on assumed estimates detailed within the Scope of Services. Because this
project is budgeted on a time and materials basis, it is possible that the level of effort expended could be
less than or greater than budgeted. This is particularly true if the contractor does not complete construction
on time. It is understood that augmentation or modification of the scope, budget, and schedule for any of the
work proposed in this contract will require notification, discussion, and approval by both parties.
• The contractor will provide field survey services for construction staking and locations of structures.
• City will perform construction project final acceptance activities, including retainage release, final payment
authorization, a written recommendation of acceptance of the project work as complete, and cataloging of
construction correspondence electronic files.
• City will complete and provide engineering seal to a DOH construction completion report as part of retained
project records. City will provide BHC with an electronic copy of the completed form.
City of Yelm 4 2014 Water Main Replacement Project
Scope of Services Amendment — Construction Support
Agenda Item 8. d. Engineering and Construction Managment Services, BHC - 2016 AC Water Line Replacement
Page 9 of 11
The proposed scope of engineering services is subject to the following exclusions:
• Meetings and site visits beyond the budgeted amount.
• Review and processing of submittals, RFls, change orders, RFQs, and clarifications beyond the budgeted
amount.
• Locating /potholing /mapping existing utilities.
• Submittal of permit applications, including fees.
• Environmental mitigation monitoring.
• Construction scheduling.
• Field verification of constructed conditions for preparation of the Record Drawings.
• Field and laboratory testing services such as testing of soil compaction, concrete slump, concrete
compressive strength, concrete air entrainment, etc.
• Processing and review of claims beyond the total effort budgeted for Subtask 1.3.
• Expert witness and depositions.
• Processing of prevailing wage certificates.
Deliverables
• Draft and final WSDOT Application for Utility Permit or Franchise, with supporting materials, in PDF format.
• Final bid ready plans; up to three (3) half size (11 "x17 ") hard copies, one (1) full size (22 "x34 ") hard copy,
and a copy in full size in PDF format.
• Final bid ready specifications and front end bidding documents; up to three (3) double sided, hard copies
(8.5 "x11 ") and a copy in PDF format of the specifications and front end bidding documents.
• Final engineer's opinion of probable construction cost.
• Addenda in PDF format.
• Letter of recommendation for award of contract in PDF format.
• Monthly project status reports and invoicing.
• RFI responses, shop drawings and submittal review comments, RFQs, interpretations and minor changes,
change orders, construction communications logs, and other project records.
• Meeting agenda and minutes.
• Punch list.
• Written correspondence to the City pertaining to project completion status.
• Record drawings.
• DOH Construction Completion Report.
• Final project records.
Estimated Schedule
BHC's services described in this scope of work will occur over the following estimated schedule for the project.
• Advertisement to Bid March 2016
• Anticipated Completion of Construction June 2016
Fee Estimate
The budget for this amended Scope of Services is attached as Exhibit B and stated to be $30,924. Adding to the
original executed contract value of $35,720, this amendment establishes a new budget of $66,644. The budget is
based on BHC's 2015 Schedule of Charges, also included with Exhibit B.
City of Yelm 5 2014 Water Main Replacement Project
Scope of Services Amendment — Construction Support
Agenda Item 8. d. Engineering and Construction Managment Services, BHC - 2016 AC Water Line Replacement
Page 10 of 11
EXHIBIT B -1
BUDGET SPREADSHEET
City of Yelm 2014 Water Main Replacement Project - Supplemental Construction Support Services
QA /QC
PM
Project Eng.
Staff Eng.
CAD Drafter
Proj Admin
Clerical/WP'
Task No.
Task Description
Dorn
Kelsey
Whitehouse
Love
Caldwell
Pierson
Sifferman
BHC Total Labor
Expenses
TOTAL COST
Hourly Billing Rate:
$225'
$185
$130
$96
$99
$101
$76
Hours
Cost
4
SCHEDULE C DESIGN COMPLETION
Meet with WSDOTto Discuss Design Modifications
4
4
8
$1,260
$44
$1,304
Finalize Permit Application Materials, Including Contract Documents
2
16
12
6
36
$4,094
$110
$4,204
Submit Application, Respond to Questions, and Obtain Permit from WSDOT
1
4
4
2
11
$1,253
$0
$1,253
TASK SUBTOTAL, HOURS
0
7
24
0
16
0
8
55
TASK SUBTOTAL, LABOR COST
$0
$1,295
$3,120
$0
$1,584
$0
$608
$6,607
$154
$6,761
5
SERVICES DURING BIDDING
5.1
Advertisement /Solicitation
4
4
2
10
$1,412
$11
$1,423
5.2
Bidder Inquiries, Notice of Award and Contract Preparation Assistance
6
10
2
18
1 $2,562
$11
$2,573
TASK SUBTOTAL, HOURS
0
10
14
0
0
0
4
28
TASK SUBTOTAL, LABOR COST
$0
$1,850
$1,820
$0
$0
$0
$304
$3,974
$22
$3,996
6 OFFICE ENGINEERING SUPPORT DURING CONSTRUCTION
6.1 Project Management /Contract Administration
3
18
6
4
31
$4,915
$0
$4,915
6.2 RFIs, Shop Drawings and Submittals
4
28
8
40
$5,148
$0
$5,148
6.3 RFQs, Interpretations and Minor Changes, Change Orders
6
14
20
$2,930
$0
$2,930
6.4 Progress Meetings (Remote Attendance)
4
4
$520
$0
$520
TASK SUBTOTAL, HOURS
3
28
46
8
0
6
4
95
TASK SUBTOTAL, LABOR COST
$675
$5,180
$5,980
$768
$0
$606
$304
E$1 513
$0
$13,513
7
FIELD ENGINEERING SUPPORT DURING CONSTRUCTION
7.1
Pre - Construction Conference
1
1
2
$315
$0
$315
7.2
Progress Meetings and Site Visits
4
12
16
1 $2,300
$127
$2,427
TASK SUBTOTAL, HOURS
0
5
13
0
0
0
0
18
TASK SUBTOTAL, LABOR COST
$0
$925
$1,690
$0
$0
$0
$0
$2,615
$127
$2,742
8
PROJECT CLOSEOUT
8.1
Substantial and Physical Completion
2
12
1
15
$2,006
$88
$2,094
8.2
Record Drawings
4
12
16
1 $1,708
$110
$1,818
TASK SUBTOTAL, HOURS
0
2
16
0
12
0
1
31
TASK SUBTOTAL, LABOR COST
$0
$370
$2,080
$0
$1,188
$0
$76
$3,714
$198
$3,912
TOTAL DIRECT LABOR AND OVERALL COST
3
52
113
8
28
6
17
227
$30,423
$501
$30,924
City of Yelm Water Systern Plan
Agenda Item 8. d. Engineering and Construction Managment Services, BHC - 2016 AC Water Line Replacement
Page 11 of 11
Chapter 8
'A budget of $100, 000 per year, or $200,000 every 2 years, is allocated to the distribution system projects. Scope of individual projects maybe adjusted during planning and design to match construction costs to funds available
8 -9
Use of contents on Ihis sheet is subject to the limitations specified at Iha end of this document
0:t134902 -City of Yelm UdSP UpdatelWater System Plan`.R4lVSP June 2010 Chap 8T Chapter 6 docx
Existing
New Pipe
Length
Year
Estimated
Cap. Project ID No.
On Street
From Street
To Street
Pipe
Size
(feet)
Unit Cost
Constructed
Project Cost'
3" to 4"
D -1
Railroad St. SW
�Ave. �. ....��-
Yelm City Hall
..Railroad ..St. ..�SW - .. ......................._Edwards
Mosman
AC
10
1,210
$200
2010
$242,000
D -1
SW Washington
St. NW
4" AC
�.. 10
360...
_.�.�.�.�.�.�..� $200,-
�- ��.... �....
...-- .......................$72 ,000
.... . .....
_. ................. _.._m ....... __. ......
_
w �
Total
,.,.,��- - _...
1,570
-_ _._... -..�
..
Project D -1
�.... .�. ..-
$314,000
�_.__ -. -., _w ...........
D -2
SW Washington Ave.
�
Edwards St. NW
Rice St. SW _
4" AC
10
450
$212
2012
$95,400
D -2
Rice St. SW
SW Washington Ave.
g
Ye
Yelm Ave. W
4" AC
10
280
$212
.�� .........
$59,360
Total
730
Project D -2
$154,760
D -3
Van Trump Ave. NE
2nd St. NE
3rd St. NE
4" AC
10 _
360
....... -. ....__....www
$225
. ._ .....
2014
.................. ...... ... . . ..
$81,000
w, wwww
D-3
2nd St. NE
NE Stevens Ave.
Van Trump Ave. NE
4' AC
10
320
$225
$72,000
.....................
�ww
�-
Total
__.- - ._ - - -..
680
- -. - -- - -
----- ......._---- ..........
Project D-3
_- _...._�......._._ -_.
$153,000
- - - - - -- ._- ._-- .--- ...___
D -4
3rd St. SE
Washington Ave. SE
-
Yelm Ave. E
4" AC
� -�
8
325
$239
2016
$77,675
D -4
Washington Ave. SE
g
76th Ave.
cul-de-sac
W�c
4" AC
8
475
$239
$113,525
_... -_._
Total
800
Project D -4
$191,200
D -5
Algiers Ct. NE
Algiers Dr,
170' north
4" AC
8
170
1 $228
2018
$38,760
D-5
Algiers Ct. NE
North End
130' east to connect
...._...
NIA
_ 8
� 130
$228 .............. .
._.........
__. .....µµµµWW $29,640
D-5
Algiers Dr,
Algiers Ct. NE
Yelm View Ct NE
6" AC
8
200
...._...
$228
$45,600
D -5
Yelm View Ct. NE
Algiers Dr,
350' south
4" AC
8
350
$228
$79,800
Total
850
Project D -5
$193,800
D -6
Tranquility Ln.
103rd Ave. SE
650' south to cul -de -sac
4" AC
8
650
$255
2020
--
$165,750
�
D -7
Sprague St.
Mountain View Rd. SE
Killion Rd. SE
- �- WW-- w�w��.�
N/A
10
1,240
$316
2022
1
$391,,840 840
D -8
SR 507
Mill Rd. SE
9--
10' southwest
N/A mwµµµµ
10
.............� ..
910
...
$285
. _..........
.
2024
$259,350
... ......_.._
D-9
Wilkensen Rd. SE
Ordway Dr,
1,210' south to connect
NIA
B
1,210
$255
2028
$308,550
'A budget of $100, 000 per year, or $200,000 every 2 years, is allocated to the distribution system projects. Scope of individual projects maybe adjusted during planning and design to match construction costs to funds available
8 -9
Use of contents on Ihis sheet is subject to the limitations specified at Iha end of this document
0:t134902 -City of Yelm UdSP UpdatelWater System Plan`.R4lVSP June 2010 Chap 8T Chapter 6 docx