1401 Willow Pass Road Suite 500 Concord, CA 94520-7964 925.827.4900 f.866.356.0998 weareharris.com (USPS and email to [email protected])
Date: February 3, 2022
Craig Scott
DPW/City Engineer
City of Cotati
201 West Sierra Avenue
Cotati, CA 94931
Re: 2023 Cotati Pavement Preservation Project
Dear Craig:
We are so thrilled to submit this year’s 2023 Pavement Preservation Project. Thank you for trusting us to help you maintain your city streets. We have provided our project understanding, fee estimate and the tentative project schedule to construct this summer.
Project Understanding
Based on the updated draft 2022 PMP report developed by Capitol Asset and Pavement Services (CAPS) the city would like to include the slurry seal streets listed in Year 2022 (Scenario 1) in this year’s pavement preservation project as well as a few mill and overlay streets that need attention. This project will primarily consist of preventative maintenance treatments that involve slurry seal, crack seal, and base repairs and mill and overlay.
The following streets have tentatively been selected for the preservation project:
Street Name Begin End Length (LF) Approx. Cost
Slurry Seal
E Sierra Ave La Plaza Chadwick Way 430 $16,921
Alder Ave Hwy 116 City limits 752 $22,811
Blodgett St End End 1470 $59,454
Cervantes Ct Water Rd Cul de sac 635 $14,549
Chadwick Way Cul de sac Cul de sac 418 $13,525
Commerce Blvd ORH City limits 1282 $54,443
Gravenstein Way Bridge Bridge 1409 $39,891
Lancaster Dr E Cotati Ave City limits 440 $16,461
Locust Ave Derby Lane End 850 $12,033
Maple Ave W School St W Cotati Ave 900 $30,940
McGinnis Circle ORH Park Ave 2000 $52,578
ORH Commerce Blvd St. Joseph 800 $48,534
ORH St. Joseph Willam St 1000 $60,667
ORH W. Sierra Ave Page St 1150 $41,860
Ross St McGinnis Circle Olsen Lane 130 $3,944
Ross St Olsen Lane Bridge 295 $7,457
Santero Way E Cotati Ave
750' S of E Cotati
Ave 750 $27,300
Santero Way
750' S of E Cotati
Ave
1575 S of E
Cotati Ave 825 $23,774
Trebino Ct Blodgett St Cul de sac 300 $12,134
Water Road
Pave change 393'
S of W Sierra Ave
Pave change
1169' S of W
Sierra Ave 776 $37,104
Subtotal Slurry Seal = 16,612 $596,380
Mill & Overlay
Alder Ave Helman Ln Blodgett St 475 $182,245
Ross St Bridge Charles St 245 $35,442
Santero Way
1575 S of E Cotati
Ave Cul de sac 440 $134,992
Subtotal Mill & Overlay = 1,160 $352,679
Grand Total = $949,059
We have generated a map of the listed streets above. See Exhibit 1, 2 and 3.
The city anticipates having the construction budget available to cover the total amount above which includes a 10% Design fee and 10% Construction fee.
Schedule
The tentative design schedule is shown below:
• February 14, 2022 – Assumed NTP
• February 14, 2022 to March 31, 2022 – Field work and prepare/submit 65% PS&E • April 1, 2022 – April 5, 2022 – City review
• April 6, 2022 to May 6, 2022 – Prepare/Submit 95% PS&E • May 9, 2022 to May 12, 2022 – City review
• May 13, 2022 to May 27, 2022 – Prepare/Submit Final PS&E • May 30, 2022 to June 21, 2022– Advertising period (21 days) • June 28, 2022 – Award
• July 13, 2022 – Construction start
The design work will need to be completed by end of May in order to award at the end of June.
The desired timeframe for slurry seal installation is between May and mid-October (70 degrees and rising) so construction can begin in the summer months.
Project Deliverables
The 65%, 95% and Final PS&E documents will include specifications, cost estimate and a set of full-size plans. The full-size plans will comprise of:
• Title Sheet
• Key Map that will show the treated streets (Mill & OL, Slurry/Crack Seal) • Plan Sheets for Mill & Overlay streets only
• Detail Sheet
A detailed spreadsheet showing a quantity takeoff for each street segment will be included.
Fee
Please see the attached fee proposal for Harris’ level of effort (Attachment A) to execute the scope of work. The proposed fee is in the not-to-exceed total amount of $60,790. Attention is directed to the assumptions attached to this fee proposal, indicating inclusions and exclusions in developing our fee basis.
Once we receive the Notice to Proceed, the design process will begin immediately to meet the summer construction schedule.
Please contact Luella Gabriel (925-969-8140) or Zaheer Shaikh (925-322-6582) if you have any questions regarding our proposal. We look forward to working with you again.
Sincerely,
Harris & Associates
Luella Gabriel Zaheer Shaikh, P.E., PMP
Project Manager Director, Engineering Services
Regional Manager
Enclosures: Exhibit 1 – 2022 Pavement Preservation Project Map Exhibit 2 – 2022 Pavement Preservation Project Map
Exhibit 3 – 2022 Pavement Preservation Project Map
Attachment A: Fee Proposal and Assumptions
Trebino Ct
EXHIBIT 1: 2023 PAVEMENT
PRESERVATION PROJECT
Feature Legend
Mill & Overlay
Slurry Seal
Chadwick Way
Ward Drive
Park Ave
Olsen Ln
EXHIBIT 2: 2023 PAVEMENT PRESERVATION PROJECT
Feature Legend
Mill & Overlay
Slurry Seal
EXHIBIT 3: 2023 PAVEMENT PRESERVATION PROJECT
Feature Legend
Mill & Overlay
Slurry Seal
ESTIMATED LEVEL OF EFFORT
CITY OF COTATI DATE: 2/3/22
2023 Pavement Preservation Project
PHASE, TASK PROJECT PROJECT PROJECT DESIGN
DIR MGR ENGR ENGR
0.0 PROJECT ADMINISTRATION PHASE
0.1 Progress Meetings (4 mtgs) 4 4 $1,460
0.2 Progress Reports (6 reports) 6 $1,170
0.3 Project Management Tasks 8 $1,560
SUBTOTAL HOURS 0 0 18 4 0 $4,190
1.0 INVESTIGATION PHASE
1.1 Kick-off Meeting (1 Mtg) 1 2 2 2 $1,275
1.2 Data Collection 2 32 32 $10,150
SUBTOTAL HOURS 1 0 4 34 34 $11,425
2.0 PRELIMINARY DESIGN PHASE (to 65%)
2.1 Preliminary Design (65%) 2 24 32 $8,790
2.2 Preliminary Opinion of Probable Const. Cost (65%) 1 8 8 $2,635
2.3 Preliminary Specs and Contract Docs(65%) 0.5 2 8 $1,888
2.4 Quality Review (65%) 4 $1,000
2.5 Review Meeting (1 Mtg) 1 $195
SUBTOTAL HOURS 0.5 4 6 40 40 $14,508
3.0 FINAL DESIGN PHASE
3.1 Pre-Final Design Development (95%) 2 16 24 $6,350
3.2 Estimate of Probable Construction Cost (95%) 0.5 1 4 4 $1,553
3.3 Specifications and Contract Documents (95%) 2 8 $1,750
3.4 Quality Review (95%) 4 $1,000
3.5 Review Meeting (1 Mtg) 1 $195
3.6 Final Contract Documents 0.5 2 8 8 $2,968
SUBTOTAL HOURS 1 4 8 36 36 $13,815
4.0 BID PERIOD SERVICES
4.1 Pre-Bid Meeting 2 $390
4.2 Answer Bidder's Questions 0.5 4 4 $1,598
4.3 Prepare Addenda 4 4 8 $2,540
SUBTOTAL HOURS 0.5 0 10 8 8 $4,528
5.0 DESIGN SERVICES DURING CONSTRUCTION
5.1 Respond to RFI's (assume 4) 0.5 2 6 $1,548
5.2 Review Contractor Submittals (assume 10) 8 16 $4,280
5.3 Change Order Assistance 0.5 1 8 8 8 $4,388
5.4 Prepare Record Drawings 1 4 8 $2,110
SUBTOTAL HOURS 1 2 22 30 16 $12,325
HOURS PER POSITION 4 10 68 152 134
HOURLY RATE (TYPICAL) $275 $250 $195 $170 $135
FEE ESTIMATE PER POSITION $1,100 $2,500 $13,260 $25,840 $18,090 PROJECT TOTAL $60,790
ASSUMPTIONS UPON WHICH LEVEL OF EFFORT ESTIMATE IS BASED:
1. 2. Hourly rates shown are averages. Actual rates for positions may vary slightly.
3. Hours and fee for individual tasks are a guide; the total hours and cost for the project takes precedence.
4. Hours and fee may be renegotiated if the project is delayed by factors beyond Harris' control.
5. 6. City will provide the following:
-Access to any available drawings or information relevant to the project. -Final "front-end" documents.
-Printing of PS&E set for bid advertisement and construction. -Notify utility agencies
7. We assume a construction cost estimate of approximately $949,059 which includes Design(10%) and CM (10%) services.
8. The number of budgeted meetings is indicated.
9. 10. No utility mapping will be required.
11. No public meetings or Council presentations will be required.
12. No topography surveys will be required.
13. Fee assumes design completion in year 2022.
14. Hourly rates shown include all indirect costs, including travel time, mileage, miscellaneous reproduction and copying costs, mailings and delivery costs.
HARRIS & ASSOCIATES
TOTAL
QA/QC
HARRIS & ASSOCIATES
Harris will identify and quantity all base failure areas. A spreadsheet will be developed for the base repair areas and inserted into the plans. The base repair locations will not be delineated on the plans but field notes will be available upon request.
BASE SERVICES
City comments at each review stage will be presented to Harris promptly and on one consolidated set of marked-up documents.
Slurry treated sheets will be identified in a key map and detailed spreadsheets will be developed to reflect the quantity takeoff for each street segment.
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