Headquarters North Bay Office East Bay Office South Bay Office 150 Executive Park Blvd, Ste 4200 505 San Marin Dr, Ste A220 1101 Marina Village Pkwy, Ste 104 20863 Stevens Creek Blvd, Ste 400 San Francisco, CA 94134 Novato, CA 94945 Alameda, CA 94501 Cupertino, CA 95014 (415) 534-7070 (415) 534-7070 (510) 937-2310 (408) 516-1090 September 4, 2025
Robert Ovadia
Town of Atherton
Office of the City Clerk
80 Fair Oaks Lane
Atherton, CA 94027
RE: Proposal to Provide Civil Engineering Design Services Construction Document Level Design Drawings for a Dewatering System on El Camino Real from Stockbridge Ave to Selby Lane
Town of Atherton
Dear Mr. Ovadia,
Freyer & Laureta, Inc. (F&L), is pleased to submit this proposal to the Town of Atherton to provide civil engineering services for a dewatering system design on El Camino Real from Stockbridge Ave to Selby Lane. It is F&L’s understanding the Town of Atherton faces a unique challenge to storm drainage solutions along the El Camino Real corridor:
• El Camino Real presents a perpendicular barrier to the natural flow pattern, conveying stormwater flows from the hills to the Bay
• Caltrans drainage favors longitudinal piping, transversing only at a few selected points • The exceedingly flat topography amplifies the effects and extent of localized flooding • El Camino Real is a critical arterial through the Town and to neighboring communities, with localized flooding having an outsized effect on the safety of Atherton residents during rain events. • Traffic control and public safety for any construction activities along the corridor are complex. • El Camino Real is a major corridor for power and telecommunication utilities, making transverse crossings of the roadway with any storm-related infrastructure difficult.
A previous basis of design memorandum was submitted and approved, with Alternative 3 (a dewatering system consisting of two new storm drain alignments and two new lift stations) being selected. This proposal outlines our services to advance the basis of design to a construction document level. The system will collect floodwaters though catch basins, pipe them to a lift station at Selby Lane, and then pump the water to a discharge structure that releases overland flows along an existing natural grade towards Redwood City.
Proposed Scope and Deliverables
Our proposed scope is organized into the following tasks:
TASK 1: PROJECT MANAGEMENT
F&L will provide overall project management services, including:
ATTACHMENT 1
FREYER & LAURETA, INC. Civil Engineers · Surveyors · Construction Managers 2 • Prepare for and facilitate a kickoff meeting, including preparing agenda and minutes to discuss project goals, scope, schedule, and any issues that would need clarification prior to the start of work. • Represent the Town, with the Town’s input and approval, in communications with other external agencies as needed to deliver theProject.
• Prepare and submit monthly progress reports, including a summary of completed activities, proposed activities for next month, issues affecting project delivery, scope, schedule, or budget, consultants actions to mitigate issues, summary of project decisions, updated project schedule, budget status, percent of work complete and cost to complete remaining work, and other important projectinformation.
• Prepare and submit a baseline schedule and monthly progress schedules. • Prepare for and facilitate bi-weekly progress review meetings in addition to periodic design meetings to keep the Town staff and stakeholders apprised of progress toward critical submittals identified in subsequenttasks.
Task 1 Deliverables
• Kickoff meeting agenda andminutes
• Baseline schedule
• Monthly project progress report and schedule submittedwith invoice • Biweekly Progress Meeting agendas andminutes
• Periodic Design Meetings with Town Staff and stakeholders TASK 2: Existing Conditions Validation
We will validate existing conditions to support the design and identify potential conflicts with existing infrastructure. This will involve:
• Conducting a supplemental survey to develop topographic and base maps as part of the PS&E effort and to confirm any conflicting information that may exist regarding boundaries, drainage patterns, easements, and rights-of-way.
• Potholing in specific areas to verify the depths of existing utility lines that may conflict with the proposed design.
After this, we will prepare a brief memorandum to present our findings, confirmexistingconditions, and the next steps. The memorandum is not intended to be a technical deliverable for Town review, but will be integrated into the overall description of existing conditions, outline the data gaps, and serve to inform the PS&E process that will be addressed as part of subsequenttasks.
Task 2 Deliverables
• Memorandum describing the extents of the supplemental survey efforts • Memorandum describing the extents of potholing efforts TASK 3: PROJECT DESIGN AND PERMITTING
FREYER & LAURETA, INC. Civil Engineers · Surveyors · Construction Managers 3 Once Tasks 2 have been completed, F&L will develop construction-level designs, 65%, 90%, and Final PS&E documents in conformance with the Town Ordinances, Building Code, and in compliance with the Maintenance and Use Agreement. Comments from Town staff shall be incorporated into subsequent deliverables and documented through a comment review matrix. Town staff turnaround are anticipated to be a maximum of 30 days from document submittals. The 90% plans will be used to apply for any required building permits and for final approval by Caltrans, if required. Comments from the 90% review will be incorporated into a Final PS&E set ready for bid and construction. The final PS&E documents will be provided in editable electronic format as well as PDF and hard copies. PDF and hard copies will be stamped for bidding and construction purposes.
Task 3Deliverables
• 65% Design plans and specifications
• 65% Design review comments
• 90% Design plans, specifications, and opinion of probable cost • 90% Design review comments
• FinalDesign PS&E bid and construction set
TASK 4: COORDINATION WITH OTHER JURISDICTIONS
Concurrent with the Task 3 design effort, F&L will coordinate with other jurisdictions to discuss any issues that may arise from modifications to the Town storm drain infrastructure or the discharge of stormwater into downstream facilities. Other jurisdictions along the El Camino Real corridor are likely to include Caltrans, County of San Mateo, City of Redwood City, SamTrans, PG&E, and regulatory agencies. Interaction with these various agencies may be perfunctory notification of design documents, technical memoranda, and/or encroachment or will serve applications. F&L will conduct coordination with other jurisdictions in proportion to the effort required to complete a set of construction documents and will draw from an allowance as coordinated with Town staff.
Additional coordination will be with the Town’s future improvements along the El Camino Real such as the El Camino Real Complete Streets Project and design of a controlled intersection at Selby Lane.
Task 4Deliverables
• Contact memoranda to Other Jurisdictions
• Will Serve requests or encroachment agreements
• Technical memoranda for support of hydraulic impacts of proposed design TASK 5: BIDDING SUPPORT
The F&L team will prepare responses to questions from Contractors regarding advertised plans and specifications and prepare addendums as needed. Bid support shall include preparation and review of the bid schedule and technical support requested by Town staff in determining the most responsive bid.
Task 5Deliverables
• Response to questions from Contractors
• Bid schedule preparation and reivew
FREYER & LAURETA, INC. Civil Engineers · Surveyors · Construction Managers 4 TASK 7: ATTEND PUBLIC MEETINGS
The F&L team will be available to attend public meetings regarding the project, including the Town Council and project stakeholder gatherings to review the conceptual and final designs. For the purpose of this proposal, up to one (1) such meeting will be budgeted.
Task 7 Deliverables
F&L to attend up to one (1) public meetings to the Town council or project stakeholder gatherings.
Schedule
The proposed Scope of Work will be completed on a mutually agreeable schedule.
Compenstation
F&L proposes to provide the Scope of Work services described above on a time and materials basis in accordance with the attached Fee Schedule in the amount not to exceed $139,900.00. Any additional work agreement outside this Scope of Work will be charged at our Charge Rate Schedule dated January 1, 2025.
Very truly yours,
Richard Laureta, P.E. Eric Biland, P.E. QSD/P, QISP, LEED AP President, Freyer & Laureta, Inc. Senior Project Manager [email protected] [email protected]
FEE SCHEDULE
BUDGET ESTIMATE FOR PROFESSIONAL ENGINEERING DESIGN SERVICES FOR THE El Camino Real Stormwater and Drainage Improvements - Selby Town of Atherton, California
ESTIMATED OTHER DIRECT COSTS ESTIMATED COST (2)
LABOR (Hours) (1) TOTAL
TASKS F&L TOTAL UNIT QNTY UNIT 10% COST SUB Clerical Staff Engineer II Staff Engineer IV Senior Project Manager Principal Principal Two Man Survey Crew Technician Clerical Principal Clerical LABOR
COST
($)
COST
($)
MARKUP
($)
PER
ITEM
($)
TOTALS
($)
105 158 194 236 263 240 540 116 105 250 100
Task 1: Project Management and Coordination
Task 1.1 Prepare monthly invoices and progress reports 1 1 $455 $455 Task 1.2 Kick off Meeting 1 1 1 $643 $643
Task 1.3 General Project Management, Meetings 3 3 3 1 $2,311 $2,311 Task 1.4 Periodic Design Meetings with Town Staff and stakeholders 4 2 4 8 $3,400 $3,400 Subtotal Labor Hours - Task 1 6 5 9 14 1 $6,809 Estimated Cost - Task 1 $6,800 Task 2: Existing Conditions Validation
Task 2.1 Supplemental survey allowance 3 1 8 7 7 $7,847 ls 1 $13,333 $1,333 $22,514 Task 2.2 Potholing allowance 4 1 1 3 $2,204 ls 1 $15,000 $1,500 $18,704 Task 2.3 Internal Review 8 4 2 1 1 $3,021 $3,021
Subtotal Labor Hours - Task 2 8 11 4 1 10 7 9 1 $13,072 Estimated Cost - Task 2 $44,200 Task 3: Project Design and Permitting
Task 3.1 65% Design plans and specifications 96 48 24 1 8 $32,319 $32,319 Task 3.2 65% Design review comments 5 3 3 1 $2,156 $2,156 Task 3.3 90% Design plans, specifications, and opinion of probable cost 48 36 12 1 $17,733 $17,733 Task 3.4 90% review comments 3 1 1 $837 $837
Task 3.5 Final Design PS&E bid and construction set 1 24 18 12 2 $10,747 $10,747 Subtotal Labor Hours - Task 3 1 176 106 51 3 10 $63,793 Estimated Cost - Task 3 $63,800 Task 4: Coordination with Other Jurisdictions
Task 4.1 Contact memoranda to Other Jurisdictions 1 8 8 1 $3,201 $3,201 Task 4.2 Will Serve requests or encroachment agreements 16 8 1 $4,395 $4,395 Task 4.3 Technical memoranda for support of hydraulic impacts 13 7 5 8 $6,659 $6,659 Task 4.4 CEQA coordination requests 8 4 1 $2,355 $2,355 Subtotal Labor Hours - Task 4 1 45 27 9 8 $16,609 Estimated Cost - Task 4 $16,600 Task 5: Bidding Support
Task 5.1 Bid schedule preparation and reivew 12 4 1 $2,987 $2,987 Task 5.2 Response to questions from Contractors 5 3 1 $2,459 $2,459 Subtotal Labor Hours - Task 5 12 9 4 1 $2,459 Estimated Cost - Task 5 $5,400 Task 6: Attend Public Meetings
Task 6.1 Attend up to one (1) public meetings 8 4 4 $2,984 $2,984 Subtotal Labor Hours - Task 6 8 4 4 $2,984 Estimated Cost - Task 6 $3,000 Total Labor Hours 8 255 165 87 5 10 7 9 21 $108,712 Total Estimated Cost $139,900 Notes to Table:
(1) Billing rates for subconsultants includes 10% markup. (2) Estimated costs are rounded to the nearest $100.
(3) F&L has not included markup on second tier subconsultants to avoid double markup. (4) Specialized studies include: biological evaluations, habitat assessment, 401 and 404 permitting, endagered or threatened species surveys Pacific Crest Survey B2
Atherton El Camino Real Stormwater and Drainage Improvements - FEE - 2025.08.19.xlsx/Budget_Estimate_Selby Page 1 of 1 Freyer & Laureta, Inc.
Last Printed: 9/4/2025
Effective January 1, 2025
CHARGE RATE SCHEDULE
Professional & Technical Services of Freyer & Laureta, Inc. staff are provided on a fixed fee or an hourly rate basis as follows:
Fixed Fee
Where a definitive scope of work can be established, many of our clients prefer that a specific fee be agreed upon in advance. Billings are submitted monthly based upon percent complete as of the last accounting day of the month.
Hourly Rate
Applicable to Plan Preparation, Design, and Report services where the scope of work must remain open, Freyer & Laureta, Inc. utilizes the following hourly charge rate basis for billing purposes.
Consulting Category 2025 Rate
Production Aide - Clerical $115
Drafter I - Technical Typist - Survey Tech II $120
Drafter II - Word Processor $130
Engineering Tech I - Drafter III $145
Staff Engineer I - Engineering Tech II - Survey Tech III $170 Staff Engineer II - Engineering Tech III - Survey Tech IV $175 Staff Engineer III - Senior Engineering Tech $180
Staff Engineer IV - Survey Tech V - Construction Inspector $200 Associate Engineer - Associate Surveyor (L.L.S.) $215
Senior Engineer - Construction Manager $230
Senior Construction Inspector $230
Project Manager - Principal Surveyor (L.L.S.) $245
Senior Project Manager - Principal Surveyor (L.L.S.) $265 Associate Principal $275
Principal $295
Forensic Engineering $400
Deposition & Court Appearance $500
Subconsultant, Reproduction, Printing, Travel, Mailing & Delivery - Cost plus 10% Interest Charge - Billings are due and payable
within 30 days. A monthly interest charge equal to the
Federal Discount Rate plus 5% will be applied on the
next billing beyond the 30-day payment period.
The foregoing Charge Rate Schedule is
incorporated into the Agreement for the Services of
Freyer & Laureta, Inc. and may be updated annually.
www.freyerlaureta.com