68-955 Adelina Road
Cathedral City, CA 92234
P (760) 323-5344
June 10, 2023
Armando J. Garcia Baldizzone, P.E.
City Engineer
City of Cathedral City
68700 Avenida Lalo Guerrero
Cathedral City, CA 92234
Subject: Task Order 03 – Cathedral City Downtown Connectors, ATP Cycle 5
Dear Mr. Baldizzone:
NAI Consulting, Inc. (NAI) is pleased to submit this task order scope of work to assist the City with Capital Improvement Project Assistance for the Cathedral City Downtown Connectors Project. NAI’s proposed scope of work is focused on maintaining compliance with Caltrans Local Assistance Procedures Manual (LAPM) and the requirements of the Active Transportation Program (ATP).
The scope of work will include coordinating with City staff and management assistance including Caltrans coo rdination, consultant management, Caltrans invoicing, and other requirements as may be necessary for the project. A detailed scope of work is included in the attached Exhibit A.
The scope of services is inclusive of the tasks anticipated to be completed during the duration of this Task Order. This Task Order will be billed at Time and Materials at the approved rates in the On-Call Scope of Services on a monthly basis up to the ma ximum amount detailed in the attached Exhibit B.
In accordance with the approved On- Call Contract, Mr. Josh Nickerson, P .E., will serve as the Project Manager for this Task Order. Josh will serve as the point person and will be responsible for ensuring the City of Cathedral City is provided the highest quality of professional services.
2 This scope is as needed. It is understood that the City may, at any time, request a cessation of services and only pay for work performed as of the cessation date. P lease don’t hesitate to contact me at (760) 323-5344 if you have questions or require additional information.
Sincerely,
JOSHUA NICKERSON, P.E.
Vice President
Accepted By:
______________________________________________________________________
Armando J. Garcia Baldizzone, P.E. Date
City Engineer
3 Exhibit A: TASK ORDER 03 - SCOPE OF SERVICES
June 10, 2023
NAI is prepared to assist the City of Cathedral City as necessary to deliver this important project. The services anticipated may include but not be limited to the following work objectives.
TASK 1: PROGRAM MANAGEMENT
Task 1.1: Coordination with Riverside County Transportation Commission NAI will coordinate project level details with the Riverside County Transportation Commission (RCTC) on behalf of the City in order to properly program funding and modeling details into the Federal Transportation Improvement Program (FTIP). In this Task, NAI will update the FTIP with appropriate project changes and provide any funding, invoice, or other project related update requested from RCTC.
Task 1.2: Coordination with California Department of Transportation NAI will coordinate with the California Department of Transportation (Caltrans) D istrict 8 Division of Local Assistance on behalf of the City in order to facilitate information sharing between the two agencies. In this task, NAI will update Caltrans on document submittals, coordinate meeting requests, and maintain an open communication channel.
This task includes following up with Caltrans on the status of any submittal reviews.
Task 1.3: Coordination with California Transportation Commission NAI will assist the City in coordinating with the California Transportation Commission (CTC) to ensure correct and on-time submittals. In coordinating with the CTC, we work with both Caltrans and RCTC to ensure all project details are correctly outlined.
TASK 2: PROJECT DELIVERY
Task 2.1: Prepare Project Funding Cost Adjustments
NAI will prepare project funding cost adjustments if needed. In this task, NAI will prepare the appropriate project details to justify additional funding or cost adjustments in each phase of work. This task includes adjusting the costs to add funding, or to adjust the reimbursement ratio to maximize the amount of funding received. NAI will work with Caltrans to determine and develop the appropriate documents necessary for the adjustment.
Task 2.2: Prepare and Submit State Project Invoices
NAI will prepare and submit State project invoices on no more than a quarterly basis. In this task, NAI will prepare the invoices in accordance with the appropriate LAPM requirements. This task includes coordinating with the City to compile all project related costs, ensuring eligibility for each cost, preparing the invoice backup, and updating the invoice tracking sheet for City information. NAI will coordinate with Caltrans to ensure all project details are current and the billed amount is accurate.
Task 2.3: Final Report of Expenditures
NAI will prepare the project Final Report of Expenditures at the completion of construction. In this task, NAI will work with the City and Resident Engineer to compile all of the appropriate construction details and prepare the necessary forms for submittal to Caltrans. This task includes preparing the contract change order summary, final detail estimate, and final inspection form. NAI will ensure the contractor submits final DBE paperwork prior to the City issuing the Notice of Completion. 4 Task 2.4: General Project Management
NAI will manage the project to protect the City’s interests and deliver the project on time and within budget. In this task, NAI will attend the Project Development Team (PDT), stakeholder, and community meetings on behalf of the City. NAI will coordinate with regulatory agencies, utility companies, and other stakeholders as necessary. NA I will develop appropriate project controls to track the project’s budget and schedule. NAI will prepare staff reports for City Council consideration of project action as directed by City Staff.
TASK 3: MANAGE CONSULTANT CONTRACTS
Task 3.1: Prepare Requests for Proposals
NAI will prepare requests for proposals (RFP) for the Construction Engineering as necessary. In this task, NAI will work with the City to develop the requested project details and finalize the requested scope of work. NAI will prepare the RFP in accordance with City standards and supplement the RFP with any state requirements as necessary.
Task 3.2: Independent Cost Estimate
NAI will prepare the independent cost estimate of the consultant cost for the requested scope of work. In this task, NAI will consider the scope requested and prepare a cost estimate to develop the project as requested in the RFP.
Task 3.3: Negotiate Consultant Contracts
NAI will assist the City in negotiating consultant contracts for a fair and reasonable cost.
In this task, NAI will ensure that the c onsultant scope of work includes all items as necessary to develop the capital project as requested in the RFP. NAI will also review the consultant fee to ensure the level of effort is commensurate with the scope and schedule.
Task 3.4: Review Consultant Invoices
NAI will review and recommend approval of consultant invoices for each project under NAI management. In this task, NAI will review in the monthly invoices and compare the percent complete billed with the percent delivered. NAI will manage the project deliverables to ensure the consultant is billed fairly for work complete but not overbilled for work yet to be delivered.
Task 3.5: Review Submittals
NAI will review consultant submittals and deliverables throughout the life of the project on behalf of the City. In thi s task, NAI will accept and review all consultant submittals including plans, specifications, quantities, estimates, agency agreements, appraisals, property agreements, and other submittals as necessitated by the project delivery. NAI will provide comments to the City for review and addition before sending back to the consultant.
NAI will plan check the project PS&E as an independent reviewer to ensure design adequacy and consistency with City standards. This task includes reviewing the plans at specific submittal intervals. NAI will also provide value analysis as required to keep the projects within budget.
Task 3.6: General Consultant Management
NAI will actively management the consultant contract to ensure the scope of work is delivered at the agreed cost and schedule. In this task, NAI will track the project 5 schedule and inform the City of any existing or future delays. NAI will also track the contract budget to ensure the contract burn rate is consistent with the scope of work delivered. NAI will negotiate and recommend approval of consultant contact change orders that may arise from unforeseen issues or delays. For each change order, NAI will prepare an independent cost estimate for use during negotiations.
TASK 4: Construction Management
Task 4.1: Assist with Construction Bid Procedures
NAI will assist the City with bidding the project plans and specifications for construction contract. In this task, NAI will work with the City to determine the most appropriate bidding schedule and advertise the bid in accordance with Cit y purchasing procedures.
NAI will attend pre-bid meetings as necessary. Once bids are received, NAI will prepare the bid summary sheets, and submit the Award information to Caltrans.
Task 4.2: Manage Construction Team
NAI will assist City Staff with the oversight and management of the Construction Management (CM) team. NAI will attend construction progress meetings as requested to ensure project compliance. NAI may assist in the review and approval of construction progress payments based on the field measurements from the CM team. NAI will inform the CM team of all state requirements during the course of construction including recording daily diaries, tracking working time, ensuring labor compliance, accepting material into the job appropriately, and following proper change order procedures. This task includes coordination between the contractor, CM team, and designer to develop the final record drawings.
Price Summary/Totals
15,000
ATP Cycle 5 - Cathedral City Downtown Connectors Projects Submitted to: City of Cathedral City
Contract Type: Time and Materials
Cathedral City Downtown Connectors - 15,000 - 15,000 PROJECT SUBTOTAL - - - - - - - - 15,000 - 15,000 Task Pricing TotalsNAI Labor Other Direct Cost
Stephanie Milette
Diana Smith
Fee
Jose Cortez
Total
Labor Hrs
Josh Nickerson
Lorissa Gruehl
Alex Klan
Erika Sinohuiz
Exhibit B: Task Order 03 Fee Schedule - June 10, 2023
Labor Plan Total Time and Materials Not to Exceed
Bill Rate > 189.00 189.00 72.00Project Assistance for the ATP Cycle 5 Downtown Connectors Projects. The costs below are an estimated labor plan to provide the scope of work as outlined in Exhibit A: Scope. The total cost will be adjusted based on final accounting but shall not exceed the maximum contract value of $100,000 per year.
137.00 85.00 59.0085.00