PARKS AND TRAILS ADVISORY BOARD MEETING AGENDAPARKS AND TRAILS ADVISORY BOARD . MEETING AGENDA . Wednesday, March 4th, 2015 . MCRA Administration Office (Blue Building with “Office”

PARKS AND TRAILS ADVISORY BOARD

MEETING AGENDA

Wednesday, March 4th, 2015

MCRA Administration Office (Blue Building with “Office” Sign)

2100 East Johns Prairie Road

Shelton, WA 98584

5:00 p.m.

Call to order and attendance

AGENDA ITEMS:

1. Approve minutes from the February, 2015 Parks and Trails Advisory meetings.

2. Approve the agenda of the March, 2015 Parks and Trails Advisory Committee

meeting

3. Public comment: Up to five minutes available per person for citizens to address

the Parks and Trails Advisory Board.

4. Information Agenda:

None

5. Business Items:

Parks Marketing – Adopt a Park Update – RFP - Linda and John

Skatepark update - John

Conference call with Navy – John and Neal

MCRA donations and MCYBA, joint meeting with parks board members -

John

Camp Govey Trail Project – John

Camp Govey Trail Tour by Green Diamond- John

TPL Meeting April 13 or 14? - John

6. Correspondence / Good of the Order

None

7. Adjournment

NEXT MEETING: April 1st, 2015

If special accommodations are needed, please contact John Keates , 427-9670, Ext. 669.

From the Belfair area, please dial 275-4467; from the Elma area please dial 482-5269.

MASON COUNTY FACILITIES AND PARKS 411 North 5th Street Shelton, WA 98584

REQUEST FOR PROPOSAL Mason County Parks Marketing and Adopt a Park Outreach Project

I Purpose of Request

Mason County Facilities and Parks are requesting proposals for the furnishing of professional services to assist the County with the development of a marketing outreach program, which will include public outreach, development of an Adopt a Park Program, and additional parks and trails information being available to the public through electronic media. The project is slated to be funded through a "Crowdfunding" campaign. The successful respondent shall only be awarded a contract if the "Crowdfunding" Campaign is successful The County's needs are outlined in the following Request for Proposal (RFP). This project is a high priority and will be completed in 2015.

II Time Schedule

The County will adhere to the following timetable, which should result in selection of a contractor being chosen in April of 2015.

Issue RFP February 5thth, 2015 Deadline for Submittal of Proposal March 20th, 2015 (by 3:00 p.m.)

Proposers are invited to gain additional information by contacting Mason County Facilities and Parks at (360) 427-9670, ext. 669 and scheduling an appointment with John Keates.

III

•

•

All proposals should be sent to: John Keates, Facilities, Parks and Trails Director Mason County Facilities, Parks and Trails Department 411North5th Street Shelton, WA 98584 (360) 427-9670, ext. 669

All proposals must be in a sealed envelope and clearly marked in the lower left­hand comer: RFP-Mason County Marketing Outreach Project. All proposals must be received by Thursday, March 20, 3:00 p.m. Two (2) copies of the RFP must be presented. No faxed or telephone proposals will be accepted.

Proposals should be prepared simply and economically, providing a straightforward, concise description of provider capabilities to satisfy the requirements of the request. Special bindings, colored displays, promotional materials, etc. are not desired. Emphasis should be on completeness and clarity of content.

All proposals must include the fo llowing information.

• The names of individuals from the firm who will be working on the project and their areas of responsibility.

• A list of previous work that is similar to this proposed project.

• Proposed cost for the project services.

• A sample project timeline with a list of significant tasks.

• A short narrative of how the proposer intends to implement marketing project fo r the County.

• An explanation of needs or requirements the contractor would need from the County.

• Proposer to submit Attachment "A'' Acknowledgment with proposal.

IV Selection Criteria

The ultimate objective of this RFP is to provide quality and dependable services for the Mason County Facilities, Parks and Trails Department. Accordingly, the County will select the successful contractor after evaluation of the following RFP elements:

• Cost to the County 50% Competitiveness of the proposed cost for services of the same or superior quality as those offered by competing proposers.

• Outline of similar work the proposer has completed in the past - references 25%

• Experience of contractor in working with public outreach I marketing 25%

Total Criteria Weight 100%

Each proposal will be independently evaluated on factors 1-3

V. Terms and Conditions

• The County reserves the right to reject any and all proposals and to waive minor irregularities in any proposal.

• The County reserves the right to request clarification of infom1ation submitted and to request additional information from any proposer.

• The County reserves the right to award any contract to the next most qualified contractor if

the successful contractor does not execute a contract within thirty (30) days after the award of the proposal.

• Any proposal may be withdrawn, up until the date and time set for opening of the RFP's. Any RFP not so timely withdrawn, shall constitute an irrevocable offer for a period of ninety (90) days, to sell to the County the services described in the attached specification, or until one or more of the proposals have been approved by the County Commissioners, whichever occurs first.

• The contract resulting from acceptance of a RFP by the County, shall be in a form supplied or approved by the County and shall reflect the specifications in this RFP. The County reserves the right to reject any proposed agreement or contract that does not confonn to the specifications contained in this RFP and which is not approved by Mason County.

• The County shall not be responsible for any costs incurred by the firm in preparing, submitting or presenting its response to the RFP.

• Failure to submit all required items in response to this RFP shall result in rejection of any proposal not so complying.

VI Scope of Services

The proposer shall provide services of the highest quality and dependability, during the days and hours listed below:

Mason County Parks Marketing and Public Outreach Project: Work to be completed at discretion of the contractor

Specific deliverables. Working with Mason County staff and the Parks Advisory Board, the contractor would be expected to complete the following work.

• Help initiative a Crowdfunding Program to fund the project with expectation to raise a minimum level of funding to be determined by project cost of services.

• Produce a video to help promote the Crowdfunding Campaign and Adopt a Park Program

• Work with Mason County Staff to input GIS Data to create Mobile App. • Utilize the new mapping standard for National and County Parks

developed by Trailhead Labs. • Develop written marketing and public outreach program to increase

awareness of Mason County Parks, Programs, and needs. • Create Placemat inclusive of the 21 County Parks for restaurants to help

market and build awareness of Mason County Parks system. • Create an Adopt a Park logo to be used with program marketing and

promotion

• Create a Park Department Web Site and provide parks staff with sufficient training to manage the web site.

• Create a mobile App to help the County infonn residents and visitors about the County Parks

• Inclusive in the mobile App should be an Adopt a Park Program to inform the public of needs for park maintenance and operations needs.

Beginning in April of2015

VII Compensation

A. Please present detailed information on the firm's proposed fee schedule for the specifications proposed and for any variation for non-routine services, inclusive of any other applicable governmental charges.

B. In the event of a contract award, proposers shall be required to submit an itemized statement in the fom1 specified by the County and approved by the appropriate County representative, which shall specifically set forth the services performed and the applicable fee charged by the contractor.

VIII Publication

Name of Publication Dates

Attachments: Acknowledgment

Attachment A

ACKNOWLEDGMENT OF CERTAIN CONDITIONS OF MASON COUNTY MARKETING AND PUBLIC OUTREACH

PROJECT

In the event of a successful award of contract, proposer acknowledges that:

• He/She will be able to comply with the insurance provisions of the project and to provide in a timely manner, a certificate of insurance.

• He/She will have in their possession, or will obtain prior to contract commencement, a valid business registration, as well as all other required permits or licenses required by the State of Washington, Mason County or any other lawful authority.

Proposer:

Signature Date

Name (please print)

Company Name

REQUEST FOR PROPOSAL MASON COUNTY PARKS MARKETING AND PUBLIC

OUTREACH PROJECT

Mason County Facilities, Parks and Trails Department 411 North 5th Street Shelton, WA 98584

(360) 427-9670, ext. 669

I Purpose of Request

Mason County Facilities and Parks are requesting proposals for the furnishing of professional services to assist the County with the development of a marketing outreach program, which will include public outreach, development of an Adopt a Park Program, and additional parks and trails information being available to the public through electronic media. The project is slated to be funded through a "Crowdfunding" campaign. The successful respondent shall only be awarded a contract if the Crowdfunding Campaign is successful. The County's needs are outlined in the following Request for Proposal (RFP). This project is a high priority and will be completed in 2015.

The County's needs are outlined in a Request for Proposal (RFP), available upon request, beginning immediately. Deadline for submittal of RFP's, 3:00 p.m., Thursday, March 20th. Requests for a copy of the RFP should be made to:

John Keates, Director Mason County Facilities, Parks and Trails Department 411 North 5th Street Shelton, WA 98584 (360) 427-9670 j [email protected]. wa. us

NA VF AC NW - NAVAL BASE KITSAP NA VY RAILROAD Easement Request Guidelines November 2014

This guidance is provided to assist requests for easements on the Navy-owned Shelton­Bangor-Bremerton Railroad. Each request will have its own specific details, but the information requested here is necessary for the Navy to start a review. Our objective is to protect the overall safety, security, and structural integrity of the Navy Railroad. Application for an easement does not guarantee approval. Please note that easement renewals require the same amount of documentation even though there may be no changes to the facility in the field. Do not submit applications through Puget Sound and Pacific Railroad (PSAP) or Genesee & Wyoming Railroad (GWRR).

1. Written request for easement, addressed to the NA VF AC NW Railroad Engineer at 467 W Street, Bremerton, WA 98314-5240, Code PRB211 Y. Describe what you need and why, and why you can't utilize a similar nearby easement. The justification must be more than "because it's the cheapest", you should describe why this is the only viable option. Identify the actual easement holder, point of contact, and address even if we are to work with an engineering firm for the documentation. We must be able to verify if you are financially able to comply with the terms of the agreement. Any communication or revisions after the initial letter may be by Email to simplify and speed up the process, so please provide a telephone number and Email address for your point of contact.

2. Site map showing the general railroad area, specific railroad location and right-of­way, plan and profile of the proposed usage, proposed easement width and area, railroad centerline stationing, roadway material and design, overhead clearances, pipe casing information (diameter, thickness, material, depth), ditch and culvert locations, necessary grading and earthwork, and existing and proposed utility information. Ideally, these should be similar to construction plans.

a. Public road crossings must also meet requirements of the Washington Utilities and Transportation Commission (WUTC). Signals or crossing gates may be required for public crossings, and will probably require a traffic study. The requester is responsible for all approvals.

b. All designs must meet requirements of the American Railway Engineering & Maintenance-of-Way Association (AREMA) and GWRR for utilities, road crossings, signals, etc. There are specific additional requirements for use of fiber optics. See www.gwrr.com/realestate for guidance.

c. Power and communication lines must meet the latest version of the National Electric Code (NEC).

3. Depending on the size of the easement and the proposed use an environmental assessment or other document may be required. We must make a statement regarding enviromnental, archeological, and historical suitability in our recommendation, and may need to address land use changes that are driving the

need for an easement. Simple crossings such as utility extensions or connections are usually fairly easy and require a minimum of additional documentation. We will notify you if we need any additional information.

4. To cover our administrative, assessment, and review expenses the Navy charges from $8000-$10,000 for each easement, but may be more for larger easements. The cost of the easement title itself is in addition to that cost, based on the appraised fair market value of the encumbrance, and is usually granted for 20 to 50 years. Therefore, it is advantageous for both of us to consolidate easements at a particular location, such as road and utility crossings. You will be notified of the amount and where to send it when we begin our initial review.

5. A metes and bounds survey by a licensed land surveyor will be necessary to complete the easement, but do not submit it until requested. That will normally be after the general approval is received when we start preparation of the easement documents. The survey must meet Washington State recording requirements, and must be tied to the Railroad centerline and right-of-way.

6. Please be aware that processing of a typical easement document may take about a year after we have agreed on the technical requirements. The technical portion includes all of the information necessary in Paragraphs 1, 2, and 3.

7. If the proposed use of Navy property is oflimited time or activity then a license (or revocable permit) may be issued. These can be approved locally and require less documentation and expense. Generally, these are for temporary use of the property for less than 5 years, and may require restoration of the site (removal of any improvements, re-grading, erosion control, hydroseeding, reforestation, etc.).

Standard Easement Provisions 8. Construction, installation, maintenance or use of any easement must not interfere

with train traffic.

9. The operating railroad is Puget Sound & Pacific (PSAP). They must be notified in advance of any construction or maintenance for an approved easement and will require a Right of Entry permit. For any work within 25 feet of the tracks they will require a flagman, to be paid by the easement holder. Construction of road crossing surface at the track is normally done by your contractor with railroad oversight and approval by PSAP.

10. Maintenance and repair of easement improvements are the responsibility of the easement holder, and must be coordinated with PSAP. This includes signal maintenance, track crossing repairs, and utility replacement. The easement holder is responsible for the cost ofrepair or maintenance of Navy property and structures disturbed or damaged due to the installation or construction.

11. Damage, clearing or removal of any timber or forest products from Navy property must be reviewed and approved by the Navy Forester. The Navy will require reimbursement for the value of any merchantable timber that is removed. If logging of adjacent property is to be performed we encourage working with the Forester for additional cutting of Navy timber in order to avoid windfall loss due to storms. If merchantable timber is removed without prior permission from the Navy then it will be treated as theft and we may charge up to triple the value of the timber.

2/4/2015 0:\2013\13056 MCRA Syn Infields 6 & 7\Cost\02-04-2015 Materials List.xis

MCRA Field 6 & 7 Synthetic Turf Infield Conversion Mason County Parks and Trails Department

P tMt 'IEf ro.1ec a ena s s 1mate

Line # Item I Material Description unit quantity

I MISCELLANEOUS

linear feet + ---

2 Orange Plastic Fencing (4 ft . tall w/ 6 ft. steel posts @ 8 ft . o.c.) 360

3 Demolish Existing Concrete (dugouts, concrete curb at backstops) square feet 950 - -

4 Demo Existing Asphalt Paving (excavate to 6 inch depth. prep to install new paving) cubic yard 230 -- -5 Sod square feet 9500

- 6 l HDPE DRAIN PIPE AND FITTINGS I

7 Infield Lateral Subdrainage Lines (4 inch dia. Slotted HDPE w/o sock) linear feet L 2800 --8 Infield Collector Subdrainage Lines (6J nch dia. Slotted HOPE w/o sock) linear feet 320

---

1 9 HDP Solid Collector to Drywell (6 inch Solid HDPE) linear feet 100 -- - - ---

10 Subdrain HDPE Drain Connectors (I -tap tee, l-4x4 tee, l-4x6 reducer per connection)_ connections 44

11 CONCRETE DRAINAGE STRUCTURES -- --

l ~ -- 1

__ 12_~)pe I WSDOT Drywell each l -- --- - ·-

1030 I 13 RECYCLED 2 X 4 LUMBER

tlinear feet 14 Recycled 2 x 4 for Nailing Curb --I 15 CONCRETE -- ---;

16 Concrete (nailing curbs, bleacher pads. dugouts. and edge curbs) cubic yard 75 --17 AGGREGATES --18 Crushed Rock Base Course For Synthetic Turf cubic yard 425 - --

19 Crushed Roch. Top Course for Synthetic Turf cubic yard 230

_1Q__ Crushed Roch. Base (CSBC) for Concrete Work +!bicyard 50 --21 Crushed Rock Base for Asphalt Paving bic yar~ . 130 - . 22 HOT MIX ASPHALT PAVING

23 Porous Asphalt Paving (new paved area between fields) I tons I 75 - - I 24 Class 1/2 in. Asphalt Paving (surface repair for entrance road) tons I 25 --

Robert W. Droll, Landscape Architect, PS 360.456.3813

Camp Govey Backcountry Trail System

Area reserved for future parking and access

Fir Creek Trailhead 50 25 0 ~o 100 1tio j, f-u.t N

Parking Barrier (rocks, logs or landscaping)

Feasibility and Design Study --., Camp Govey Backcountry Trail I Vance Creek View Pa.rk ~.~l

Mason County Parks and Trails ·~ Mo;.. Oy ~ kocku:nf-cail Ct'n5:...'i'fl9- 7124.08

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