2950 Montecito Avenue
Santa Rosa, CA 95404
(707) 544 - 6274 FAX (707) 544 - 9086
August 16, 2022
City of Cotati
Attn: Craig Scott, City Engineer
2010 West Sierra Avenue
Cotati, CA 94931
Subject: Amendment #3: Proposal for Project Management Services, City Hall Window Replacement – Additional Project Management/CM, Community Center Window Replacement – Project Management through Construction, City of Cotati
Dear Craig:
Please accept this proposal to amend our existing Professional Services Agreement (PSA) relating to the Community Center Roof Replacement, City Hall & Community Center Window Replacement, and City Hall/Community Center/Cotati Room Painting projects.
This proposal provides for additional Project Management/Construction Management (CM) of the City Hall Window Replacement project and Project Management and CM of Community Center Window Replacement project separate from the City Hall Window Replacement project. The City Hall Window Replacement project has been awarded and the construction contract is underway. The Community Center Window Replacement project now will have separate Plans, Specifications & Estimate and will be bid and constructed separately.
Scope of Services
City Hall Window Replacement
As noted above, the City Hall Window Replacement project is now under construction. Due to additional services including hazardous materials testing, coordination of additional construction scope (added administrative services door to contract), and duration of Project Management services (approximately one year beyond original schedule) we are requesting additional budget authorization for the completion of Construction Management – Task 4, as estimated below and further described on the attached Estimated Level of Effort.
City Hall Window Replacement Project $6,303.00
4. Construction Management of the City Hall Window Replacement – Additional Services Including Estimated Expenses - Mileage & Reimbursables of $125.00 Community Center Window Replacement
It is understood the City desires to replace the existing windows in the Community Center building, based on Interactive Resources, project architect/structural engineer, findings. This proposal includes managing Interactive Resources window type selection and preparation of bid documents including City of Cotati “boilerplate” specifications and Plans, Specs & Estimate (PS&E) prepared by Interactive Resources. Construction advertising & soliciting bids and managing construction of the project is also included in this scope of services.
At this time, we request additional budget authorization in order to continue with the Community Center Window Replacement project, as estimated below and shown on the attached Estimated Level of Effort.
Proposed Additional Tasks:
Community Center Window Replacement Project $21,500.00
1. Manage Interactive Resources in selection of windows and development of Plans, Specifications & Estimate for the window replacement project.
2. Prepare a standard City bid document for purpose of soliciting bids for the window replacement project.
3. Advertise the project for public bidding and assist City staff during bidding and award of a contract.
4. Construction Management of the Community Center Window Replacement.
Including Estimated Expenses - Mileage & Reimbursables of $250.00 We propose to provide the above additional Project Management Services for a Not-to-Exceed fee of $27,803.00.
The above proposal assumes the below project milestones:
- City executed separate PSA amendments with Moe Engineering and Interactive Resources – August 2022
- Interactive Resources coordinates with City and provides their recommendations regarding new window specifications - September 2022
- City & Moe reviews IR’s recommendations and provides direction – October 2022 - Interactive Resources prepares PS&E for Window Replacement Project – Oct. 2022 - Moe advertises both projects for bid – November 2022
- City awards construction contract – December 2022
- Construction begins on window replacement – January 2023 The following items are specifically excluded from this proposal:
- Professional engineering and design services
- Inspection Services
- Environmental Review & Documentation (CEQA)
Billing is on a monthly basis, or as a specific scope of work is complete. The full amount is due 30 days from the date of the invoice. Accounts are subject to finance charges after that period. This charge is computed at an annual percentage rate of 18% (periodic monthly rate of 1.5%) on the total past due balance.
If you have any questions or would like a clarification of the proposed services, please feel free to call. If this proposal is acceptable, please sign below and return a copy to my office as authorization to proceed with the work as outlined above.
Thank you for the opportunity to provide this proposal for services. I look forward to working with you on this project.
Sincerely,
John L. Moe, PE, PLS
Attachments: Estimated Level of Effort
2022 Fee Schedule
Authorization to Proceed:
________________________________ ____________
Craig Scott, City Engineer Date
City of Cotati
City of Cotati
Date: 8/17/2022
Estimated Level of Effort, Amendment #3
Category Principal Sr. Eng./LS Assoc. Eng./
Inspector Eng. Tech
Rate $ 232.00 $ 203.00 $ 175.00 145.00 $ Amount Total
City Hall Window Replacement Project
Task 4 - Manage construction & quality assurance - additional CM Construction Management, review of submittals Hours
Provide Quality Assurance inspections Hours 4 30
Total 4 0 30
Amount $ - 928.00 $ 5,250.00 $ - $ 6,178.00 $
Mileage & Reimbursables Hours
Amount $ - - $ - $ - $ 125.00 $
Subtotal $ 6,303.00
Community Center Window Replacement Project
Task 1- Manage Interactive Resources during PS&E
Coordinate window type selection Hours 4
Coordinate PS&E preparation Hours 4 10
Total 4 0 14
Amount $ - 928.00 $ 2,450.00 $ - $ 3,378.00 $
Task 2 - Prepare Bid Document
package up PS&E & complete bid document Hours 2 4 10
Total 2 4 10
Amount $ 812.00 464.00 $ 1,750.00 $ - $ 3,026.00 $
Task 3 - Advertise, assist during bidding & award of project Administration during bidding and award Hours 2 2 16
Total 2 2 16 0
Amount $ 406.00 464.00 $ 2,800.00 $ - $ 3,670.00 $
Task 4 - Manage construction & quality assurance (assume 20 working day contract) Construction Management, review of submittals Hours 2 8 Provide Quality Assurance inspections Hours 2 8 40
Total 4 16 40
Amount $ 3,248.00 928.00 $ 7,000.00 $ - $ 11,176.00 $
Mileage & Reimbursables Hours
Amount $ - - $ - $ - $ 250.00 $
Subtotal $ 21,500.00
Total $ 27,803.00
Amendment #3 to Project Management Services for City Hall Window Replacement and Community Center Window Replacement
Labor Cost
Job No. 2018-054
Moe Engineering, Inc.
Estimated Level of Effort - CC Window Replacement.xlsx 8/17/2022
FEE SCHEDULE
Effective 2022
=============================================================== Principal $232.00/hour
Senior Engineer $203.00/hour
Land Surveyor $203.00/hour
Associate Engineer/Inspector $175.00/hour
Assistant Engineer $156.00/hour
Engineering/Survey Technician $145.00/hour
Drafting Technician $127.00/hour
Administrative Support $ 87.00/hour
Field Survey Crew (2-person) $348.00/hour
All charges and fees including subconsultant fees, cost of prints, copies, travel, telephone toll charges and other non-labor related expenses paid by this firm to others on behalf of the client shall be billed at the cost of the charge or fee plus 15% handling and accounting fee. All invoices are due within 30 days of the date of the invoice.
Annual rate escalation will be calculated at 3% on a calendar-year basis.