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Agenda Item 8. d.

Skate Park Design and Construction Management Contract


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LETTER OF AGREEMENT
2.26.2015
Ryan Johnstone
Public Works Director
City of Yelm
105 Yelm Avenue West
Yelm, WA 98597

RE:

Yelm Skate Park


Project #: 14142

Ryan:
BCRA is pleased to present the following Scope of Services to provide professional design services to City of
Yelm for the Yelm Skate Park at 203 1st Street NE, Yelm WA.
Project Description
BCRA understands this project to be a community skate park of 3,000-5,000 SF, planting and pedestrian
improvements within the site boundaries. The anticipated duration of design is approximately 12 weeks
including the public process with construction expected to take approximately 15-weeks once notice to
proceed has been given.
SUMMARY BASIC SCOPE OF SERVICES
General
BCRA will provide the following services for this project:
1.

Coordinate work of other disciplines specifically identified

2.

Manage services of sub-consultants and plan meetings

3.

Coordinate with Owners consultants and BCRAs consultants

4.

Submit updated schedule / milestone dates

5.

Design to comply with codes and regulations specific to building type

6.

Design to meet requirement of functional program

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Phase 1 - Pre- Design


1.1
Review zoning and codes to associate with the project.
1.2
Develop Programming.
Phase 2 Schematic Design
2.1
Evaluate Owners Program, Schedule and Budget.
2.2
Develop preliminary design, scale and relationship of project components.
2.3
Consider alternative approaches to design, construction, materials, systems and equipment
2.4
Coordinate cost estimating.
2.5
Submit Schematic Design deliverables to Owner for review and approval.
2.6
Make minor refinements to the Schematic Design as requested by the Client.
2.7
Submit the Schematic Design for approval.
Phase 3 - Construction Documents
3.1
Prepare Construction Documents illustrate and describe project for purposes of
construction, using drawings and specifications.
3.2
Assist Owner in development of documents to procure bids.
3.3
Submit Construction Document deliverables to Owner for review and approval.
3.4
Make minor refinements to the Construction Documents as requested by the Client.
3.5
Submit the Construction Documents for approval.
Phase 4 - Construction Administration
4.1
Provide administration of General Conditions of the Contract on behalf of, or as modified by
the Owner.
Phase 5 Project Management
5.1
Project Schedule
5.2
Meeting notes and project updates.
5.3
Schedule.
Phase 6 - Contingent Additional Services
N/A.
Phase 7 - Additional Services
As may be required.

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Agenda Item 8. d. Skate Park Design and Construction Management Contract


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Summary Basic Scope Assumptions & Exclusions


Overall Project Assumptions
1.
Additional items not identified in the Basic Scope of Services herein, including but not limited to
additional submittals, deliverables or meetings will be billed as time and material or can be
renegotiated. Written notice will be provided for items that are out of scope.
2.
At the end of each project phase the client is to provide approval prior to BCRA beginning the next
phase.
3.
Submittals will comprise of the following:
50% Construction Documents: Two (2) half-size plan sets and Two (2) sets of Specifications
100% Construction Documents: Two (2) full-size plan sets; Two (2) half-size plan; Two (2) sets of
Specifications; CD with plans and specifications.
All other submittals will be electronic PDF copy. Additional hardcopy sets will be charged time and
material.
4.
Client will provide accurate survey, by licensed surveying professional, and coordination files in
AutoCAD format (.dwg).
5.
Client initiated change orders or significant additions after Permit Documents will be considered
Additional Services.
6.
The project will be completed in one construction phase with one set of bidding and review
documents.
7.
Coordination with the County regarding work in the County right-of-way for the Yelm-Tenino trail
will be completed by the City of Yelm.
8.
Underground Storage Tanks and related permitting will be addressed by others prior to
construction.
9.
Owner will determine specific site requirements after Schematic Design Set.
10.
Owner will provide review comments of 50% Construction Design Set.
11.
City of Yelm to review and approve with signature Divisions 0 and 1 of specifications prior to
issuing documents for bid.
Overall Project Exclusions
1.
Preparation of any state or federal permitting services beyond those described herein.
2.
New restroom building and associated utilities.
3.
Site lighting design, calculations or wiring diagrams beyond what is identified as safety lighting.
4.
New or additional parking.
5.
Right-of-Way or frontage improvements.
6.
LEED or Sustainable Sites Initiative documentation.
7.
Modifications, beyond minor adjustments, to drawings that have been previously approved or are
substantially finished. This includes, but is not limited to changes to the plans, elevations, sections
or details, as well as the selection of new color and materials or substitution for any material
previously approved.
8.
Preparation of any documents and presentations to any governmental agency including but not
limited to; landmarks commissions, zoning boards, boards of standards and appeals, local planning
boards not outlined above.
9.
As-built documents representing all revisions and field conditions, unless otherwise noted.
10.
Value engineering after Construction Documents Submitted for permit review.
11.
Development of a Pricing Set(s) and facilitation of a Pricing Exercise(s).

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Agenda Item 8. d. Skate Park Design and Construction Management Contract


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EXHIBIT A
LANDSCAPE ARCHITECTURE SCOPE OF SERVICES

1.0

Pre-Design:
1.1

1.2

Project start up
1.1.1
Kickoff meeting to review budget and goals prior to commencing any design work.
1.1.2
Prepare base files for project use and distribution to design team.
1.1.3
Identify and verify existing site conditions and features such as topography, drainage
patterns, water elements, structures, views and known off-site considerations
relevant to the Project Program.
1.1.4
Review applicable governmental requirements, including zoning, ordinances and
permit requirements, known special restrictions and zoning conditions and develop a
strategy to meet the requirements.
Meetings:
1.2.1
Attend one (1) client kick off meeting.
1.2.2
Attend two (2) internal team meetings.
Submittals:
Memorandum

2.0

Schematic Design Phase:


2.1
2.2
2.3
2.4

2.5

Coordinate, attend, and document stakeholder meetings.


Based on stakeholder meetings prepare schematic design sketches for park options.
Submit the plan, details, and other deliverables in support of Final Schematic Design submittal
to the Client for review and approval.
Meetings Schematic Design Phase:
2.4.1
Attend one (1) client review meeting.
2.4.2
Attend two (2) internal team meetings.
2.4.3
Attend two (2) stakeholder meetings.
Deliverables:
2.5.1
Update 11x17 Sketches for concepts with reference images
2.5.2
Working Drawings:
2.5.2.1 Site layout and callout plan
2.5.2.2 Grading and drainage plan (conceptual only to assist in civil coordination)
2.5.2.3 Planting plan
Submittals:
Design Review Booklet
Schematic Design Drawings

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3.0

Construction Documents:
Based on the Client approved Schematic Design Drawings, the Landscape Architect shall
prepare Construction Documents suitable for bidding or contract negotiations and for
construction of the Project. The Landscape Architect shall:
3.1
3.2
3.3
3.4
3.5

3.6

Prepare construction drawings as required to illustrate the design intent.


Prepare construction details to describe the materials, spatial relationships,
connections and finishes suitable for constructing the proposed improvements.
Specifications (CSI format).
Prepare documents suitable for review for compliance with applicable governmental
agencies.
Meetings :
3.5.1
Attend one (1) client review meeting.
3.5.2
Attend one (1) internal team meetings.
Deliverables:
3.6.1
Callout plan - Materials, finishes callout and site furnishings
3.6.2
Layout Plan - Horizontal control of pedestrian hardscape surfaces and
proposed site amenities.
3.6.3
Irrigation Plan (owner to provide irrigation connection, g.p.m. and p.s.i.).
Does NOT include backflow preventer, deduct meter, or new point of
connection if required.
3.6.3.1 Pipe layout and sizing
3.6.3.2 Valve layout and sizing
3.6.3.3 Head to head layout
3.6.3.4 Irrigation details
3.6.3.5 Irrigation notes
3.6.3.6 Irrigation zones
3.6.3.7 Critical analysis
3.6.3.8 Watering schedule
3.6.4
Planting plan - Planting plan identifying species and quantities.
3.6.5
Construction Details
Submittals:
50% Construction Documents
100% Construction Documents

4.0

Construction Contract Administration


The Landscape Architect shall provide the following administration services associated with the
construction of the Project:
4.1
4.2

Conduct pre-construction conference.


Periodic observation of the work in progress for general conformance with
Construction Documents and specifications. Maximum of five (5) site visits.
Approximately every three weeks of an expected 15-week construction period.

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4.3
4.4
4.5
4.6
4.7
4.8

4.2.1
Site visit to review grading.
4.2.2
Site visit to review flatwork.
4.2.3
Site visit to review irrigation layout.
4.2.4
Site visit to review planting layout.
4.2.5
Site visit to prepare punch list.
Review and take appropriate action on shop drawings submitted for approval, as
required.
Landscape Architect to review and take appropriate action on up to four (4) requests
for information (RFIs).
Review and take appropriate action on up to four (4) materials and equipment
submitted by the Contractor for approval (Submittals).
Evaluate the completed work to determine acceptance or non-acceptance based on
conformity with the design intent expressed in the Construction Documents.
Conduct observations to determine final completion and acceptance of the work.
Meetings Construction Contract Administration:
4.8.1
Additional meetings and public presentations not listed above will be billed as
time and material.
Submittals:
Site observation reports; one (1) per visit
Reviewed shop drawings with comments as required
RFI responses (4)
Punch list

5.0

Project Management:
5.1

Contract Management
5.1.1
Monitor project scope, budget, and schedule.
5.1.2
Prepare monthly invoices and progress reports.
5.1.3
Manage sub-consultants.
Submittals:
Progress reports
Meeting notes
Monthly invoices

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EXHIBIT B
CIVIL ENGINEERING SCOPE OF SERVICES

1.0

Pre-Design:
1.1

2.0

Review survey information by others and prepare drawings files.

Schematic Design:
2.1

Coordinate and provide storm design input for schematic design.

Meetings:
Attend One (1) internal team meeting

3.0

Construction Documents:
3.1

3.2

3.3

Prepare Construction Documents.


3.1.1
Temporary Erosion and Sediment Control (TESC)
3.1.2
Grading and Storm Drainage
3.1.3
Construction Details
Prepare specifications applicable to civil engineering:
3.2.1
Site Clearing
3.2.2
Earthwork
3.2.3
Utility Trenching and Backfill
3.2.4
Erosion and Sediment Control
3.2.5
Storm Drainage System
Prepare Reports applicable to civil engineering:
3.3.1
Storm Drainage Report
3.3.2
Stormwater Pollution Prevention Plan (SWPPP)
3.3.3
Assist with SEPA Checklist

Meetings:
Attend One (1) internal team meeting
Submittals:
50% Construction Documents
100% Construction Documents

4.0

Construction Administration

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4.1
4.2
4.3

Review and take appropriate action on requests for information (RFIs up to a


maximum of 4).
Review and take appropriate action on complete materials submitted by the
Contractor (Submittals up to a maximum of 2).
Prepare as-built drawings based on a survey provided by the Contractor if required.
Submittals:
Submittal Responses (2)
RFI responses (4)

Civil Engineering Assumptions


1.
The storm system will utilize 100% infiltration.
2.
No offsite utility extensions or connections will be required.
3.
Gas, phone, cable, will not be required for the project.
Civil Engineering Exclusions
1.
Construction observation site visits and reports.

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EXHIBIT C
SKATEPARK DESIGN SCOPE OF SERVICES
1.0

Pre-Design:
1.1

2.0

Prepare drawings files.

Schematic Design
2.1

2.3

Community Outreach Meetings


2.1.1
Stakeholder Meeting #1: The first stakeholder meetings is largely about introducing the
project to the community, and brainstorming design ideas. We do not approach the first
meeting with any pre-conceived ideas for the design direction. Rather, we utilize our
'Skateparks 101' visual presentation, 'Feedback Forms' and an interactive 'Terrain
Prioritization' exercise to gather empirical data, and help achieve a group consensus
regarding priorities for terrain feature elements, and overall style of park (i.e.
street/plaza vs. bowl/transition).
2.1.2
Stakeholder Meeting #2: During the second stakeholder meeting we gain critical
feedback from the user group on the first draft concept design(s) which we then take
into account in finalizing a Final Concept Design.
Complete schematic design drawings for skatepark (2D renders, final 3D renders). New Line to
collaborate on extended site design with BCRA.

Meetings:
Attend Two (2) stakeholder meetings
Attend One (1) internal team meeting
Submittals:
Schematic Design Drawings
Preliminary Construction Cost Estimate

3.0

Construction Documents
2.1
2.2

Production of skatepark technical drawings and specifications.


Final Construction Cost Estimate

Meetings:
Attend One (1) internal team meeting
Submittals:
50% Construction Documents
100% Construction Documents

6.0

Construction Administration
3.1

One (1) Construction observation site visits.

Submittals:
Observation Reports (1)

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EXHIBIT D
GEOTECHNICAL SCOPE OF SERVICES

1.0

Pre-Design:
1.1

1.2

Geotechnical Engineering Study


1.1.1
Subsurface exploration for the project would be conducted using a rubber-tired
backhoe to excavate a series of exploration pits across the parcel. Subsurface
conditions encountered in the explorations would be observed and logged by an
engineering geologist or geotechnical engineer from our firm.
Infiltration Rate Assessment
1.2.1
Where soils are known to exhibit high infiltration rates similar to the sites
recessional outwash soils, it is possible to correlate infiltration rates from grain size
(sieve) data using the Massman equation per the 2012 Washington State
Department of Ecology (Ecology) Stormwater Management Manual for Western
Washington. Therefore, we propose to develop preliminary infiltration design rates
based on grain size distribution data from 6 soil samples. To estimate depth to
seasonal high ground water, we will utilize local Ecology water well logs. We have
also included in our scope of work organic content and cation exchange capacity
testing, and to assist the project civil engineer evaluation of the water quality
treatment characteristics of the soil in the proposed infiltration area.
Submittals:
Our findings and recommendations would be presented in a written geologic hazards
and geotechnical engineering report to include the following minimum information:
a. A description of surface and subsurface conditions on the site;
b. Site preparation recommendations;
c. Recommendations for structural fill placement;
d. Geologic hazards (including landslide hazards) and recommended mitigation;
e. Erosion hazards and mitigation;
f. Type(s) of suitable foundation(s);
g. Depth to foundation bearing sediments;
h. Allowable foundation soil bearing pressures;
i. Temporary cut slope recommendations;
j. Drainage and erosion considerations;
k. Seismic considerations;
l. Preliminary design infiltration rate recommendations;
m. Recommendations for further studies, if warranted.

2.0

Schematic Design:
N/A

3.0

Design Development:
N/A

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
Yelm Economic Development
Council
Committee
(TRPC)
Yelm Finance Committee

Councilmember Littlefield represents Yelm on the following committees.


Thurston County HOME
Yelm Finance Committee
Consortium

Councilmember Wood represents Yelm on the following committees.

Yelm Transportation Committee


(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
Thurston County Mayors Forum Yelm Economic Development
Committee
(TRPC) Transportation Policy
Board
11.

Executive Session- none scheduled

12.

Correspondence (Correspondence is available upon request)


Thurston County Chamber Foundation Invitation for A Night on the Town,
Friday, April 3, 2015 6:00 pm at the Red Lion Hotel Olympia
Senator Beckers Capitol Bulletin-March 6, 2015

Adjourn
13.
Upcoming Meetings
Regular City Council Meeting, Tuesday, March 25, 2015 6:00 pm, Public Safety Building
Council Study Session, Wednesday, April 14, 2015, 5:00 pm, Public Safety Building
Regular City Council Meeting, Tuesday, April 28, 2015, 6:00 pm, Public Safety Building

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4.0

Construction Documents:
N/A

5.0

Permit:
N/A

6.0

Construction Administration
N/A

Geotechnical Assumptions
1.1

1.2
1.3

1.4

If unusual or unanticipated conditions are encountered that would involve additional costs, we would
immediately notify you to discuss modification of the study. Additional authorized services would be
provided as outlined on the Schedule of Charges.
We have not included pavement design in our scope of work, but could add this service at the request
of the Client. The pavement design would be based on traffic count data provided by others.
Prior to our exploration, AESI will notify the one-call utility locating service to locate buried public
underground utilities at the site. Locates conducted through the one-call locate service typically do
not cover water or sewer pipes on private property, or other privately owned utilities. For this reason,
we have included a private utility locate in our cost estimate below. Buried utilities locatable through
a private locate are typically limited to those constructed of a conductible metal or buried with a
conductible tracer wire. Non-conductible utilities, such as those constructed of plastic or concrete, or
those containing non-continuous conductible segments, are typically not locatable. The only way to
locate non-conductive privately owned utilities is by the use of accurate and complete as-built
drawings. Depending upon depth and location, not all metallic utilities may be locatable. If available,
we request that we be provided with as-built plans of known existing utilities prior to commencement
of our exploration work. AESI will not be responsible for damage to buried utilities that are not
marked on the ground prior to our work, or shown on as-built plans that are provided to us.
The exploration pits will be backfilled using the same material originally excavated from each pit. The
pit backfill will be loosely tamped into place by the backhoe, but some settlement of the backfill and
disturbance to the site should be expected.

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EXHIBIT E
ELECTRICAL DESIGN SCOPE OF SERVICES
1.0

Pre-Design:
1.1

2.0

Prepare drawings files.

Schematic Design
2.1

Schematic electrical design


2.1.1
One (1) site visit to review existing

Meetings:
Attend One (1) internal team meeting
Submittals:
Schematic Design Drawings

3.0

Construction Documents
2.1
2.2

Electrical design documents


CSI Specifications

Meetings:
Attend One (1) internal team meeting
Submittals:
100% Construction Documents

6.0

Construction Administration
3.1
3.2
3.3

One (1) Construction observation site visits.


Review and take appropriate action on up to two (2) requests for information (RFIs).
Review and take appropriate action on up to two (2) materials and equipment submitted
by the Contractor for approval (Submittals).

Submittals:
Observation Reports (1)
RFI responses (2)
Submittal Responses (2)

Electrical Engineering Exclusions


1.
Power and systems design.

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EXHIBIT F
PROFESSIONAL SERVICES
Owners Responsibilities
1.

2.
3.
4.

Provide complete and accurate information in a timely manner in accordance with the approved
project schedule, including a program, setting forth its design objectives, constraints and criteria,
dimensioned drawings describing all existing improvements, and hazardous materials surveyors,
as may be required. The services, information, surveys and required reports shall be furnished at
the Owners expense, and the Designer shall be entitled to rely upon the accuracy and
completeness thereof.
Provide a project budget, cost estimates and periodic updates to ensure the project is within the
Owners Financial Pro-forma.
Render decisions promptly to avoid unreasonable delay in the progress of the services or project
schedule.
Owner shall require all consultants retained directly by the Owner or by Owners agent to
coordinate their services, documents, and scheduling with BCRA and BCRAs Consultants.

Compensation
1.

2.
3.
4.

Additional Services will be billed to the Owner separately, either in a lump sum, or on an hourly basis,
in accordance with the applicable hourly rate schedule, whichever form of fee is defined in the
contract change amendment.
Fees for the services of BCRAs Consultants shall be marked-up by ten percent (10%) for the
administrative cost of carrying and processing said Consultants.
Reimbursable expenses are expenditures for the Project made by BCRA, its employees and
consultants in the interest of the Project plus an administrative fee of 10%.
BCRAs current hourly rate schedule is as follows:
Hourly Rates:
Staff 14
Staff 13
Staff 12
Staff 11
Staff 10
Staff 9
Staff 8

$250
$220
$200
$180
$160
$150
$140

Staff 7
Staff 6
Staff 5
Staff 4
Staff 3
Staff 2
Staff 1

$130
$120
$110
$100
$90
$80
$70

Method of Payment:
1.
2.

Invoices will be submitted monthly, in accordance with the work completed.


The Owner may not deduct or withhold from amounts invoiced by BCRA, to offset sums requested
by or paid to contractors for the cost of changes in the Work, or for damages due to errors or
omissions of any consultant contracted by, or at the request of, the Owner.

Terms of Agreement
The enclosed Terms of Agreement for Design Services is, by reference, included as part of this Agreement and
further details the responsibilities of BCRA and Owner related to the project.

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Compensation
Compensation for Basic Services identified in Scope of Basic Services and Exhibits A-D shall be a LUMP SUM of
$106,615.00 (One Hundred Six Thousand, Six Hundred Fifteen US Dollars and Zero Cents) plus reimbursable
expenses and will be billed monthly as services are completed.
Scope of Services
1. Pre-Design

BCRA
LA
$3,700

BCRA
Civil
$600

New Line
Skate Parks
-

BCE

Phase
Totals
$12,015

$7,715

2. Schematic Design

$9,700

$1,200

$12,000

NIC

$800

$23,700

3. Construction
Documents
4. Construction
Administration
5. Project
Management
SUB-TOTAL

$12,700

$11,000

$15,800

NIC

$2,200

$41,700

$6,000

$2,400

$2,000

NIC

$800

$11,200

$9,500

NIC

$41,600

$15,200

$29,800

$7,715

Basic Scope of Services Sub-Total


City of Yelm Management Reserve (10%)
TOTAL

AESI

$9,500
$3,800

$98,115

$98,115
$9,800
$107,915

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Summary
We are excited to be working with you on this project. Please sign both copies where indicated below and
return one copy for our files. If you have any questions please do not hesitate to call. Services will not
commence until receipt of the retainer and the signed LOA.

Owner:

City of Yelm

By:
Name/Title:
Date:

Landscape
Architect

BCRA

By:

Ron
RyanHarding
Johnstone
City
of Yelm
- Mayor
Director
of Public
Works

Name/Title:

Alan McWain
Director of Landscape Architecture

Date:

3.11.15

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