HomeMy WebLinkAbout05-14-18 City Commission Packet Materials - C6. PSA with Steiner Thuesen for Bozeman Sports Park
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Carolyn Poissant – Manager of Trails, Open Space, and Parks
Design and Development
Mitch Overton – Director of Parks and Recreation
SUBJECT: Authorize City Manager to Sign Professional Services Agreement with
STEINER THUESEN, PLLC for Bozeman Sports Park Project – Task
Order Nos. 3.1 and 4.0
MEETING DATE: May 14, 2018
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager to sign Task Order No. 3.1 of the
Professional Services Agreement (Attachment A) with STEINER THUESEN, PLLC, hereinafter
referred to as, “Consultant” for design and construction administration services for the Bozeman
Sports Park Trails, Open Space and Parks Bond Project for an amount not to exceed $33,312.00
($20,330.00 for Task Order 3.1 and $12,982.00 for Task Order 4.0).
BACKGROUND: Resolution No. 4521 was unanimously approved by the Commission April 14,
2014 for the allocation of Trails, Open Space and Parks (TOP) bond funding in an amount not to
exceed $7,500,000 for the acquisition of park land and development of the Bozeman Sports Park
Project (“Park Project”), which requires the assistance of a professional design and engineering
team. The resolution allocated up to (i) $2,100,000 for the acquisition of approximately 80 acres of
park land; (ii) up to $1,788,000 for infrastructure improvements as stated in the Commission
motion adopted April 7, 2014; and (iii) the remainder of the $7,500,000 for park development and
construction of the approved Bozeman Sports Park Master Plan.
A consultant team led by DOWL, LLC, which included STEINER THEUSEN as landscape
architect, was selected and awarded the design services contract for the Sports Park. The
consultant’s Scope of Work for Task Order No. 1 ($253,480) was completed with Commission
approval of the Sports Park Master Plan on July 11, 2016. Task Order No. 2 ($179,460) included
preparation of the Phase I site plan and construction documents and close coordination with the
General Contractor Construction Manager. Task Order No. 3, which included value engineering,
bidding assistance, construction administration, and testing, on a time and materials basis for an
amount not to exceed $100,000, was partially completed. However, the lead engineer at DOWL
has left that company and will be working at a different local engineering firm. As such, it is
necessary to contract directly with the landscape architect at this time to complete construction
administration for Phase 1A and design and construction administration for Phase 1B synthetic turf
fields (#5 and #6) of the Bozeman Sports Park Master Plan.
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The Scope of Services for Task Order Nos. 3.1 and 4.0 is attached (Attachment A – Exhibit A
parts 1 and 2). The total amount budgeted for design, engineering, inspection, testing and
construction administration for the entire Sports Park project, including Phases 1A and 1B is
$650,000, which is approximately 7% of the total project construction budget. Approximately
$560,000 has been expended to date.
NEXT STEPS: A separate Professional Services Agreement will need to be executed with the
engineer of record.
UNRESOLVED ISSUES: City engineering, community development, and parks department
staff will continue to hold project status meetings to ensure that road and infrastructure design and
construction in the rights-of-way surrounding the park, as well as improvements on adjacent
properties being developed, are well coordinated.
ALTERNATIVES: Per Commission.
FISCAL EFFECTS: The Agreement will allow the project to proceed as previously approved.
Attachment: Professional Services Agreement with STEINER THUESEN, PLLC for Task Order
Nos. 3.1 and 4.0 for the Bozeman Sports Park Project
Report compiled on: April 30, 2018
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1925 GRAND AVE. SUITE 105 P.O. BOX 22943 BILLINGS, MT 59104 406/252-5545 FAX 245-9855
April 25, 2018
Ms. Carolyn Poissant, Manager
City of Bozeman Parks & Recreation
415 N. Bozeman Street
Bozeman MT 59715
RE: Bozeman Sports Park Task Order #3.1: Landscape and Irrigation Construction Administration
Services (Revision 1)
Dear Carolyn,
We appreciate the opportunity to provide this fee proposal for construction administration services of
the first phase of the Bozeman Sports Park Master Plan. This letter serves as an outline of our proposed
scope of services and fees to provide the assistance required for the initial phase of development. The
scope of work is based on our understanding of the project needs. Following are the key points in
addition to our understanding of the project:
•A portion of our original scope of work has been previously completed as a sub-consultant to
DOWL.
•A master plan has been developed for the 80 acre Bozeman Sports Park. The following
improvements from the master plan will be built during the initial phase of development:
o Four sports fields for soccer, lacrosse, rugby, and other recreational uses.
o Concessions and restroom building.
o Accessible paved and/or gravel fines walkways and inter-connecting trails.
o Native grass and landscaped areas.
o Parking to accommodate vehicles for the first phase of construction.
o Storm water detention basin and site utilities.
•Our office will be responsible for landscape improvements off the sports fields and irrigation
for the entire development. The City is responsible for all inspections related to seeding and
planting.
•The City has reviewed and approved the plans for construction. The DRC has also reviewed and
approved the plans. Plan adjustments, etc. associated with any changes instigated by the City
will be considered additional services. Compensation for work associated with these changes
will be on a time & materials basis.
•The project will follow a GCCM model. The general contractor will be responsible for all
coordination between Contractors on the project.
•The General Contractor will provide pricing for any changes in work. Cost estimating for change
orders, etc. is not anticipated.
•We anticipate a fairly high level of involvement during construction to ensure our portions of the
project are properly constructed.
•Layout of the irrigation system and plantings will be the Contractor’s responsibility.
•Our fees are based on a single landscape/irrigation Contractor performing the work that we have
designed. If our packages are separated and different Contractors are performing the work, we
may need to adjust our fees to account for additional project administration and site visits, etc.
Please let me know if I have misunderstood your needs or have incorrectly scoped any portions of the
work. Any needed changes will be made accordingly.
P L L C
GOLF COURSE ARCHITECTURE
S T E I N E R
T H U E S E N
LANDSCAPE ARCHITECTUREIRRIGATION DESIGN••
EXHIBIT A - part 1
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Ms. Carolyn Poissant, Manager April 25, 2018
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CONSTRUCTION PERIOD SERVICES:
This effort will be comprised of several tasks to assist in Contractor selection, monitor the progress of
construction, interpret the documents with respect to conditions discovered during the course of
construction, and to assure completion of the project as we have envisioned. Our involvement provides
you with the expertise needed to build the project correctly initially, eliminating potential major
maintenance difficulties later. The following tasks are suggested.
Pre-Construction Meeting: Provided under Task Order #2.
Shop Drawings and Submittals (Approximately 50% Complete):
1.Review all shop drawings and product submittals required by the specifications to determine
compliance with the drawings and specifications.
2.Submit written response to the Contractor.
Project Administration (Approximately 10% Complete):
1.Assist with administration of the contract by providing guidance and review of issues pertaining
to technical design and system component issues.
2.Assist your office with review of pay requests. The Contractor will submit pay requests to our
office. We will review them to assure the requested amount is justifiable, fair and warranted.
3.Process RFI’s.
4.Work with Contractor to determine costs for change orders during construction.
Construction Progress Meetings:
1.Participate in weekly or bi-weekly progress meetings via teleconference during active
construction (up to 16 meetings).
Control System Programming (Approximately 10% Complete):
1.Following award of the project, our office will provide basic programming of the central irrigation
control system.
2.Programming will be based on the design that is released for bidding and construction.
3.Changes during construction that necessitate adjustment to the programming will be the
responsibility of the Contractor.
4.The control system will be ready for use by the Contractor as each major area is brought on-line.
5.The Contractor will be responsible for final station assignments and run times.
Periodic Construction Observation:
1.Site visits will be conducted on the job during the construction period to check on installation
methods, make any judgments necessary for field adjustments, and to monitor work progress.
2.A written report will be filed following each vest, with copies to you and the Contractor.
3.Observation reports are supplemented with graphic materials as necessary for clarity.
4.The following number of site visits are anticipated:
a.Irrigation: 4
b.Pump Station: 1
c.Planting: (Conducted by City of Bozeman)
d.Dryland Seeding: (Conducted by City of Bozeman)
The actual number of visits for each item may be adjusted to accommodate project scheduling,
etc.
5.Depending on Contactor performance, the number of inspection trips can be increased.
Additional trips will not be made without prior approval.
6.These observations are not intended to be exhaustive inspections of the work of the Contractor
or Owner’s staff, but are instead to allow us to determine whether the work generally conforms
to the design concept.
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Ms. Carolyn Poissant, Manager April 25, 2018
3
7.We do not have control over nor are we responsible for the Contractor’s work. We do not have
control over nor are we responsible for the construction means, methods, techniques, or
procedures employed by the Contractor or any subcontractor.
8.If for some reason our services are limited during construction, the City assumes all
responsibility for the application and interpretation of Landscape Architect's drawings,
specifications and other instruments of service; the observation and evaluation of Contractor's
work and the performance of any other necessary construction phase landscape architectural or
professional services; and City waives any claims against Landscape Architect that may be
connected in any way thereto.
Substantial Completion:
1.Conduct a single substantial completion inspection on the job site to determine if the project is
ready for occupancy by the Owner following notification by the Contractor.
2.Prepare a "Punch List" of deficiencies in the work and submit to the Owner and Contractor for
completion.
3.A Certificate of Substantial Completion will be prepared to legally transfer ownership of this
portion of the project from the Contractor to the Owner.
Final Inspection:
1.After the Contractor feels all "Punch List" items have been satisfactorily addressed, a final
completion inspection will be conducted to be sure the job is 100% complete as specified.
2.If all Punch List items have been satisfactorily address, recommendation of final payment to the
Contractor will be made.
Record Drawings and Operations and Maintenance Manuals:
1.During construction, the Contractor will be required to maintain field "as-built" drawings for all
underground installations, noting all changes in the work.
2.The Contractors' drawings will be submitted at substantial completion. We will draft the record
drawings from the Contractors' field drawings using CAD methods.
3.You will receive one set of the drawings on waterproof paper for field use by the Owner.
4.Digital copies of the record drawings will be provided.
5.Contractor prepared Operations & Maintenance Manuals will be reviewed by our office. Any
deficiencies will be noted and the manuals will be returned to the Contractor for correction.
FEE PROPOSAL
Recommended budgetary fees associated with Task Order #3 are proposed on a time and materials basis.
As you know, level of effort can vary significantly from job to job and be dependent on Contractor
performance. We feel this is fair to the Owner and our firm as they will only be charged for services
actually provided, which may be less or more than a budget figure provided in this arrangement. Our
scope of work for Task Order #3 is very specific. Any efforts required outside of our scope of work will
be treated as additional services and will not be performed without prior approval.
The following fee structure and project budget is proposed for the scope of work outlined above. These
fees will be honored for a period of 60 calendar days following the date of this proposal. After that
period, we reserve the right to renegotiate fees and schedules.
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Ms. Carolyn Poissant, Manager April 25, 2018
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TASK FEE HOURS
Shop Drawings and Submittals $ 388.00 4
Project Administration $ 1,552.00 16
Construction Progress Meetings $ 1,455.00 15
Control System Programming $ 1,943.00 31
Periodic Construction Inspection (5 Trips) $ 7,850.00 60
Substantial Completion (1 Trip) $ 2,676.00 23
Final Inspection (1 Trip) $ 1,979.00 16
Record Drawings and Operations & Maintenance Manuals $ 2,487.00 25
Total $ 20,330.00
Thank you for consideration of our scope of work and proposal. I am confident that you will find our
work creative, thorough and professional in every respect. We look forward to continuing our efforts
on this project as part of the design team.
Sincerely,
Nathan G. Steiner, ASLA|CLARB|CGIA
Landscape Architect
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1925 GRAND AVE. SUITE 105 P.O. BOX 22943 BILLINGS, MT 59104 406/252-5545 FAX 245-9855
April 25, 2018
Ms. Carolyn Poissant, Manager
City of Bozeman Parks & Recreation
415 N. Bozeman Street
Bozeman MT 59715
RE: Bozeman Sports Park Task Order #4.0: Landscape Architecture, Irrigation Design, &
Construction Period Services for Fields 5 & 6
Dear Carolyn,
We appreciate the opportunity to provide this fee proposal for the implementation of the second phase
of the Bozeman Sports Park Master Plan. This letter serves as an outline of our proposed scope of
services and fees to provide the assistance required for the development associated with two synthetic
turf sports fields. The scope of work is based on our understanding of the project needs. Following
are the key points in addition to our understanding of the project:
•A master plan has been developed for the Bozeman Sports Park. The following improvements
are proposed for the 80-acre park:
o Approximately 14 sports fields for soccer, lacrosse, rugby, and other recreational uses.
o Concessions, restroom, and maintenance building(s).
o A roughly 3-acre, fenced-in dog park with shade structures and other amenities.
o Picnic shelter pavilion(s) and dispersed picnicking facilities.
o Several dispersed play features, shade structures, and spectator areas.
o An all-accessible play area of approximately 4000 SF.
o Accessible paved and gravel fines walkways and inter-connecting trails.
o Native grass and landscaped areas incorporating green infrastructure.
o Parking to accommodate approximately 200 vehicles (8 barrier-free / van accessible).
o Storm water detention basin and site utilities.
•Our office will be responsible for landscape improvements off the sports fields and irrigation
for the lawn areas as well as the irrigation for washing of the two synthetic turf fields.
•The majority of the plants that will be used on this phase of this development will come from the
plant palette that was developed in coordination with the Parks department during the initial
phase of design. We will coordinate with the City Parks Department to make the final plant
selection. Based on the approved site plan, plants will be limited to a few trees around the
perimeter of the fields and street trees along Flanders Mill Road.
•The existing topsoil is of good quality. The City’s soil amendment requirements that are located
in their design guidelines will not be used. The custom fertilizer and amendment program
developed previously for this site will be used to promote healthy plants and lawn areas.
•Water for the irrigation system will be provided by the irrigation system that is currently under
contract for construction.
•The irrigation system in the lawn and landscape areas will incorporate the same equipment that
was used in the initial phase. Quick couplers will be strategically located along the mainline to
allow maintenance personnel the ability to connect to a traveling sprinkler in order to wash the
field removing contaminants and bodily floods. Cooling of the turf if needing may also be
possible with the traveling sprinkler. It simply won’t be as efficient and fast as using specialized
P L L C
GOLF COURSE ARCHITECTURE
S T E I N E R
T H U E S E N
LANDSCAPE ARCHITECTUREIRRIGATION DESIGN••
P L L C
GOLF COURSE ARCHITECTURE
S T E I N E R
T H U E S E N
LANDSCAPE ARCHITECTUREIRRIGATION DESIGN••
EXHIBIT A - part 2
147
Ms. Carolyn Poissant, Manager April 25, 2018
2
system would be. The inlet pressure requirement for the traveling sprinkler ranges from 35 – 150
PSI. There is still a good chance that a booster pump will be required to provide the necessary
pressure for the traveling sprinkler to work efficiently. There is also an option to add a gas
powered booster pump on the traveling sprinkler that can be explored.
• The pump station designed for the initial phase will provide mainline pressures in the 85 PSI
range at fields 5 & 6. A 35 – 50 PSI boost in mainline pressure may be needed to properly operate
the traveling sprinkler. If needed, a small, fully automated booster pump station can be designed
to provide the necessary pressure and flow as an additional service. The station will be VFD
controlled.
• The current irrigation design provides liquid fertilizer for the 4 natural turf fields. Consideration
will need to be given to controlling this to prevent or minimize the amount of liquid fertilizer that
is applied to the synthetic turf fields. This can be accomplished with the control system or by
relocating the current injection point.
• The project will continue to follow a GCCM model. The GCCM will provide input and
suggestions but will not have a primary role in the design of the improvements.
• The GCCM will coordinate advertisement, plan distribution and maintenance of the plan holders
list for the individual bid packages.
• Your office will handle any necessary approvals by local building authorities. We will provide
data, reports, drawings, etc. as needed to support you in these efforts.
• All base map information will be provided by Stahley Engineering for our use at no cost.
• All submittals will be provided in a digital format.
• No cost estimating will be provided. This will be the responsibility of the GCCM.
Please let me know if I have misunderstood your needs or have incorrectly scoped any portions of the
work. Any needed changes will be made accordingly.
DESIGN PROCESS
Our suggested scope of services includes several tasks to aid in the detailed design of the landscape
and irrigation portions of the project. The approved master plan will be the basis of design with the
Phase 2 Site Plan being created and refined to prepare bid ready plans and specifications. The same
verbiage has been used to streamline the proposal process even though there most likely won’t be a
need for additional permitting requirements. Following is our suggested outline scope of services for
the initial task order.
Task Order #4: Phase 2 Site Plan and Construction Documents
A. Phase 2 Final Scoping
1. Prepare conceptual plan set to approximately 30% complete.
B. Phase 2 Site Plan 60%: Develop plans for the 2 synthetic turf fields.
1. Develop preliminary plans and specifications (60%) for the Phase 2 improvements. Our
portion of this effort will include the following:
a. Landscape improvements for areas outside of the two developed playfields.
b. Overall site revegetation for areas disturbed during construction.
c. Irrigation system and controls for lawn and landscape areas off of the two
developed fields.
d. Irrigation system and traveling sprinkler selection for the synthetic turf fields.
e. Gravel trail detail. Alignment of trail will be as previously established or
updated by Stahley Engineering.
2. Anticipated Plan Sheets
a. Planting Plan (4 sheets)
b. Planting Details (1 sheet)
c. Revegetation Plan – overall site (1 sheet)
d. Irrigation Plan (8 sheets)
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Ms. Carolyn Poissant, Manager April 25, 2018
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e. Irrigation Details (3 sheets)
C. Phase 2 Site Plan 95%:
1. Work with City, BSPF and GCCM to finalize plans and specifications to maximize
project cost savings.
2. Prepare any necessary reports, etc. for the City.
3. Bring design to 95% complete and submit plans and technical specifications.
4. Assist with permitting as necessary. Provide necessary data, etc.
D. Bidding Period
1. Incorporate review comments.
2. Finalize construction drawings and specifications and provide 100% CD Package
3. Participate in one Pre-Construction Meeting in Bozeman.
4. Review Contractor questions, draft addenda as necessary for distribution.
Meeting Summary
• We will participate in multiple teleconference coordination meetings with the design
team, City, and GCCM.
• We will participate in one Pre-Construction meeting in Bozeman.
CONSTRUCTION PERIOD SERVICES:
This effort will be comprised of several tasks to assist in Contractor selection, monitor the progress of
construction, interpret the documents with respect to conditions discovered during the course of
construction, and to assure completion of the project as we have envisioned. Our involvement provides
you with the expertise needed to build the project correctly initially, eliminating potential major
maintenance difficulties later. The following tasks are suggested.
A. Shop Drawings and Submittals:
1. Review all shop drawings and product submittals required by the specifications to determine
compliance with the drawings and specifications.
2. Submit written response to the Contractor.
B. Project Administration:
1. Assist with administration of the contract by providing guidance and review of issues pertaining
to technical design and system component issues.
2. Assist your office with review of pay requests. The Contractor will submit pay requests to our
office. We will review them to assure the requested amount is justifiable, fair and warranted.
3. Process RFI’s.
4. Work with Contractor to determine costs for change orders during construction.
C. Construction Progress Meetings:
1. Participate in weekly or bi-weekly progress meetings via teleconference during active
construction (up to 4 meetings).
D. Control System Programming:
1. Following award of the project, our office will provide basic programming of the central irrigation
control system.
2. Programming will be based on the design that is released for bidding and construction.
3. Changes during construction that necessitate adjustment to the programming will be the
responsibility of the Contractor.
4. The control system will be ready for use by the Contractor as each major area is brought on-line.
5. The Contractor will be responsible for final station assignments and run times.
E. Periodic Construction Observation:
1. Site visits will be conducted on the job during the construction period to check on installation
methods, make any judgments necessary for field adjustments, and to monitor work progress.
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Ms. Carolyn Poissant, Manager April 25, 2018
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2. A written report will be filed following each visit, with copies to you and the Contractor.
3. Observation reports are supplemented with graphic materials as necessary for clarity.
4. The following number of site visits are anticipated:
a. Irrigation: 3
b. Dryland Seeding: 1
The actual number of visits for each item may be adjusted to accommodate project scheduling,
etc.
5. Depending on Contactor performance, the number of inspection trips can be increased.
Additional trips will not be made without prior approval.
6. These observations are not intended to be exhaustive inspections of the work of the Contractor
or Owner’s staff, but are instead to allow us to determine whether the work generally conforms
to the design concept.
7. We do not have control over nor are we responsible for the Contractor’s work. We do not have
control over nor are we responsible for the construction means, methods, techniques, or
procedures employed by the Contractor or any subcontractor.
8. If for some reason our services are limited during construction, the City assumes all
responsibility for the application and interpretation of Landscape Architect's drawings,
specifications and other instruments of service; the observation and evaluation of Contractor's
work and the performance of any other necessary construction phase landscape architectural or
professional services; and City waives any claims against Landscape Architect that may be
connected in any way thereto.
F. Substantial Completion:
1. Conduct a single substantial completion inspection on the job site to determine if the project is
ready for occupancy by the Owner following notification by the Contractor.
2. Prepare a "Punch List" of deficiencies in the work and submit to the Owner and Contractor for
completion.
3. A Certificate of Substantial Completion will be prepared to legally transfer ownership of this
portion of the project from the Contractor to the Owner.
G. Final Inspection:
1. After the Contractor feels all "Punch List" items have been satisfactorily addressed, a final
completion inspection will be conducted to be sure the job is 100% complete as specified.
2. If all Punch List items have been satisfactorily address, recommendation of final payment to the
Contractor will be made.
H. Record Drawings and Operations and Maintenance Manuals:
1. During construction, the Contractor will be required to maintain field "as-built" drawings for all
underground installations, noting all changes in the work.
2. The Contractors' drawings will be submitted at substantial completion. We will draft the record
drawings from the Contractors' field drawings using CAD methods.
3. You will receive one set of the drawings on waterproof paper for field use by the Owner.
4. Digital copies of the record drawings will be provided.
5. Contractor prepared Operations & Maintenance Manuals will be reviewed by our office. Any
deficiencies will be noted and the manuals will be returned to the Contractor for correction.
FEE PROPOSAL
We propose that the design process by conducted on a lump sum fee basis. However, we recommend
that construction period services be conducted on a time and materials basis. As you know, level of
effort can vary significantly from job to job and be dependent on Contractor performance. We feel this
is fair to the Owner and our firm as they will only be charged for services actually provided, which may
be less or more than a budget figure provided in this arrangement. Our scope of work for Task Order
#4 is very specific. Any efforts required outside of our scope of work will be treated as additional services
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Ms. Carolyn Poissant, Manager April 25, 2018
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and will not be performed without prior approval. Following is our proposed fee for Task Order #4. A
“per trip” cost is also included in the design process portion should we need to travel to Bozeman for
additional meetings, etc. beyond those included in the proposal.
DESIGN PROCESS FEE HOURS
A. Phase 1 Final Scoping $ 905.00 11
B. Phase 2 Site Plan 60% $ 2,795.00 39
C. Phase 2 Site Plan 95% $ 4,099.00 30
D. Bidding $ 2,171.00 24
Total $ 9,970.00
Cost Per Trip (single day trip, no overnight stay) $ 1,290.00
CONSTRUCTION PERIOD SERVICES (Budget) FEE HOURS
A. Shop Drawings and Submittals $485.00 5
B. Project Administration $776.00 8
C. Construction Progress Meetings $776.00 8
D. Control System Programming $784.00 12
E. Periodic Construction Inspection (3 Trips)$4,419.00 11
F. Substantial Completion (1 Trip)$1,900.00 15
G. Final Inspection (1 Trip)$1,688.00 13
H. Record Drawings and Operations & Maintenance Manuals $2,154.00 20
Total $ 12,982.00
We anticipate designing approximately $200,000 – $225,000 worth of landscape and irrigation
improvements. Thank you for consideration of our scope of work and proposal. We look forward to
continuing to work with you on this exciting project. I am confident that you will find our work
creative, thorough and professional in every respect.
Sincerely,
Nathan G. Steiner, ASLA|CLARB|CGIA
Landscape Architect
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