Redwood & Cypress Project Proposed Scope of Work — Cotati City Council, December 13, 2022

The Power of Commitment
GHD, Inc. 380
2235 Mercury Way, Suite 150
Santa Rosa, CA 95405
USA
www.ghd.com
Our ref: 11227645
29 November 2022
Mr. Craig A. Scott, Public Works Director/City Engineer City of Cotati
201 West Sierra Avenue
Cotati, CA 94931
RE: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Engineering/Design, Environmental, Caltrans Local Assistance/State-Aid Processing Assistance and Construction Management Services
Dear Craig
GHD is pleased to provide this proposal for professional engineering design, environmental, Caltrans Local Assistance processing assistance and construction management/inspection services for the Redwood Drive and Cypress Avenue Pavement Rehabilitation Project (Project). The project includes nine (9) street segments for rehabilitation and four (4) segments for slurry seal, as described in the City’s 5 Year Pavement Preservation Capital Improvement Program (CIP) 2020-2024, including both street rehabilitation and improvements on Cypress Avenue and Redwood Drive (See Figure 1 and 2 in the Project Understanding).

It is anticipated that a combination of services will be required to deliver the project.

1. Project Understanding
Per coordination meeting with the City, GHD’s scope of services will include preparation of bid documents, bid assistance during project bid advertisement, construction support (engineering support during construction) and construction management and inspection for the work (scope and fee to be provided after design completion). GHD will also include Caltrans Local Assistance State-Aid processing, as the project is anticipated to be awarded Local Public Partnership (LPP) grant money.

Per the City’s 5-year Pavement Preservation CIP, the recommended treatment for each of the street segments listed in Table 1, consists of either conventional edge grinding, repair of failed pavement areas (digouts) and pavement overlay or use of full depth reclamation (FDR) methods or slurry seal maintenance.

The thickness for pavement overlay, use of pavement fabric, and specific overall treatment for rehabilitation of the pavement section for each road segment is anticipated to vary based on field observation, consideration of the Pavement Condition Index (PCI), and geotechnical recommendation. In addition to pavement rehabilitation, the City would like to include bicycle and pedestrian improvements identified in the City’s General Plan and Bicycle and Pedestrian Master Plan. It is intended that existing curb, gutter, sidewalk and driveways will remain in-place; however, some minor sidewalk gap closure improvements would be considered, but the City does not anticipate adding new sidewalk and curb & gutter in areas where these facilities do not exist. With pavement rehabilitation, the project is to include upgrading non-compliant existing curb ramps (as determined by the Contractor for ADA compliance); however, the curb ramps will be designated by Caltrans “Case” with approximate limits, as no topographic survey will be obtained to prepare The Power of Commitment
11227645 | RE: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Engineering/Design, Environmental, Caltrans Local Assistance/StateAid Processing Assistance and Construction Management Services 2 conventional construction documents and therefor, the curb ramps will require “field fitting” by the Contractor for layout/elevations/limits, ADA compliance and final construction.

Table 1 Project Street Segments
Street Begin End PCI Method Length
(ft)
Width
(ft)
Rehabilitation
Cypress Avenue W. Sierra Avenue 120 ft s/o Lund 35 FDR 2010 30 Cypress Avenue 120 ft s/o Lund City Limits 15 FDR 1400 15 Redwood Drive NB 300 ft S of Houser Arron Street 27 FDR 800 25 Redwood Drive NB Aaron Street Portal Street 23 FDR 500 25 Redwood Drive SB 300 ft S of Houser Arron Street 37 FDR 800 25 Redwood Drive NB Portal Street Northern City Limits 48 Edge GRD+20% Dig+Fab+3in Over 500 25
Redwood Drive Santa Rosa Creek 300 ft S of Houser 34 Edge GRD+20% Dig+Fab+3in Over 400 50
Redwood Drive SB Aaron Street Portal Street 47 Edge GRD+20% Dig+Fab+3in Over 500 25
Redwood Drive SB Portal Street Northern City Limits 40 Edge GRD+20% Dig+Fab+3in Over 500 25
Slurry Seal
Redwood Drive Hwy 116 End 56 Slurry Seal 200 36
Redwood Drive Hwy 116 50 ft S of Helman
Lane 65 Slurry Seal 900 34
Redwood Drive 50 ft S of Helman
Lane Santa Rosa Creek 88 Slurry Seal 1140 25
Redwood Drive Blodgett Street Cul de Sac 67 Slurry Seal 300 40 There are several existing and/or planned pedestrian and bicycle improvements included in the Bicycle and Pedestrian Master Plan. Per the Bicycle and Pedestrian Master Plan, the following existing or proposed bicycle facilities and pedestrian enhancements are located within the project limits and will be reviewed for potential inclusion in the project construction scope, if adequate right-of-way is available (design of these improvement is included within the proposed scope of work):
 Maintain existing Class II bike lanes on Redwood Drive  Review potential for Class II/III bike factilites on Cypress Avenue, including potential for Class II bike lanes/enhanced green lane markings in conflict zones or Class III bike route with signage and markings.
 Bike box at southbound approach to the signalized intersection of Redwood Drive/Gravenstein Hwy (SR 116)
 Traffic calming measures, including travel lane speed reduction markings and stamped asphalt pedestrian crossings
 Accessibility upgrades, including pedestrian curb ramps and on-street accessible parking and other miscellaneous improvements.

It is anticipated that the project will be funded from a combination of local agency funds and State LPP funding. It is expected that GHD will support the City by completing all required State Aid paperwork for City signature and submittal to Caltrans. The City has provided that the State aid money will be entirely used for construction.

Per coordination with the City, GHD’s scope of services will include preparation of construction documents, full CEQA services, bid assistance during project advertisement, State -Aid processing through Caltrans Local Assistance and engineering support during construction. GHD has also included construction management and inspection scope for the project but will provide a fee budget at a later time.

The Power of Commitment
11227645 | RE: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Engineering/Design, Environmental, Caltrans Local Assistance/StateAid Processing Assistance and Construction Management Services 3 Figure 1 Cypress Avenue Street Rehabilitation
The Power of Commitment
11227645 | RE: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Engineering/Design, Environmental, Caltrans Local Assistance/StateAid Processing Assistance and Construction Management Services 4 Figure 2 Redwood Drive Street Rehabilitation and Slurry Seal

2. Project Approach

2.1 Street Rehabilitation
A geotechnical engineering evaluation of the subject streets for rehabilitation (Table 1) will be conducted by GHD’s subconsultant, Miller Pacific Engineering Group (MPEG). The geotechnical properties for each street segment are anticipated to vary. GHD will rely on recommendations made by MPEG for pavement section design and rehabilitation. The geotechnical reporting for the project will provide an evaluation of approach to rehabilitation, including grind/overlay and FDR methods, digouts and unsuitable subgrade materials. The design will incorporate the geotechnical findings. The anticipated rehabilitation elements will include a combination of asphalt grinding, pavement section dig-out and repair, pavement fabric, asphalt overlay/inlay and/or full depth reclamation (to be determined based on geotechnical recommendation), pavement striping and markings and related improvements.

GHD will scope the project during preliminary engineering, including evaluation of the elements discussed in our project understanding. We will include a site walk (see Task 2.4), consultation with the geotechnical engineer, and discussion with the City during project scoping. A preliminary/concept level opinion of probable construction cost will be prepared and reviewed following the initial site walk. A summary preliminary engineering technical memorandum will be prepared summarizing the project scoping and recommendations made.

It is intended that existing curb, gutter and sidewalk within the project limits (Table 1) will remain in place and some minor length of curb, gutter and sidewalk may be included in the scope of work where consistency with The Power of Commitment
11227645 | RE: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Engineering/Design, Environmental, Caltrans Local Assistance/StateAid Processing Assistance and Construction Management Services 5 a City planning document is desired and replacement of non-compliant curb ramps. During the site walk with the City Engineer, we will identify specific locations where curb and gutter may need to be replaced or repaired to address severe localized street flooding due to uplifted curb and gutter. Existing curb ramps within the street rehabilitation project’s limits that do not meet current standards will also be evaluated for potential replacement. The site walk will also identify areas where special design considerations, if any, should be considered relative to surface drainage.

We anticipate that this project will require minimal (i.e. no positive location/potholing) coordination with utility service providers to obtain schematic utility mapping, including the utilities listed below.  PG&E – Electric and gas
 ATT and CableCom (Comcast) – Communication lines
 City of Cotati – Water, sewer and storm drainage
 Sonoma Water – Water and storm drainage
Per our coordination with the City, the project base map(s) will utilize City-furnished orthogonal aerial imagery suitable for use in the construction documents. No topographic survey or right-of-way surveys will be collected. No grading information will be provided, instead, the approach will include field measurements and call out of curb ramps and other sidewalk, curb and gutter and driveway construction as “field fit” for the construction contractor to complete.

Rehabilitation improvements along Cypress Avenue and Redwood Drive are expected to utilize State-aid funding for construction. The rehabilitation project would be subject to CEQA, and it is assumed that the project would qualify for a CEQA Categorical Exemption. GHD will complete the required CEQA compliance documentation for the project in accordance with the CEQA Guidelines.

3. Slurry Seal
We will base our project recommendations on a field visit/site walk to evaluate proposed streets (Table 1) and discussion with the City. It is anticiapted that the slurry seal with be a Type II, polymer modified slurry seal similar to recent slurry seal project GHD completed with the City included in the 2020 Street Construtcion and Improvements Project.

Design will be in accordance with City of Cotati Standards and State of California Standards (2018) where applicable. Project specifications will follow the City’s standard for Front End Documents and Technical Specifications, as provided by the City.

Geotechnical coordination and review is not included, as the improvements include only surface treatments.

Also, coordination with utility service providers is not included during the design phase, but is anticipated during the project’s construction phase. Existing manhole and valve covers will need to be protected during construction and there will be times when access to utilities will be limited to allow for the slurry seal to properly set.

Slurry seal along Redwood Drive is expected to utilize State-aid funding for construction. This part of the project would also be subject to CEQA, and it is assumed that the project would qualify for a CEQA Categorical Exemption. GHD will complete the required CEQA compliance documentation in accordance with CEQA Guidelines.

4. Scope of Work
Our scope of work and fee is outlined below for your consideration.

Task 1 - Project Management, Coordination and QA/QC
This task includes project administration, coordination, kick-off and review meetings and quality control as stated in the following sub-sections:

Task 1.1 Internal Coordination, Administration and Allocation Request  Budget and schedule tracking
 Provide project and contract oversight
 Prepare Funding Allocation Request Form (LAPG 25-A)
Task 1.2 Project Review Meetings
 Attend one (1) on-site kick-off meeting to visit the site and discuss issues such as design approach, project concepts, and overall project review. This meeting is anticipated to take one day. The Project Manager and Project Engineer will attend this meeting.  Attend one (1) project review meeting with the City following the scoped 60% submittal project milestone (in-person or remote). The Project Manager and Project Engineer will attend this meeting.
 Attend one (1) project review meeting with the City following the scoped 90% submittal project milestone (in-person or remote). The Project Manager will attend this meeting.  Attend bi-weekly remote recurring meetings (MS Teams) for a duration of six (12) months.

Deliverables: Preparation of meeting agendas, notes, and as-needed progress reports.

Task 1.3 QA/QC
Prior to being submitted to the City for review, all deliverables will be reviewed by a senior staff member(s) for QA/QC.

Task 2 – Environmental Documentation
Task 2.1 Review for CEQA Categorical Exemption
Based on our understanding of the proposed improvements, we expect that the project will likely qualify for a Categorical Exemption from CEQA under CEQA Guidelines Section 15301 (Existing Facilities) and Section 15302 (Replacement or Reconstruction).

This scope of work is provided to prepare the necessary CEQA analysis and supporting documentation for the City, which would be considered the lead agency under CEQA. This will include completion of a Notice of Exemption form, as well as a supporting memorandum describing the project, the qualifying exemption(s), and an evaluation of the project against the list of exceptions outlined in Section 15300.2 of the CEQA Guidelines. The Notice of Exemption form and supporting memorandum will be submitted to the City for review, and upon receipt of comments, will be revised and re-submitted, if necessary.

Analysis of the project pursuant to Section 15300.2 of the CEQA Guidelines will include:
 Analysis of the project location relative to sensitive environments;  Identification and analysis of cumulative impacts;
The Power of Commitment
11227645 | RE: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Engineering/Design, Environmental, Caltrans Local Assistance/StateAid Processing Assistance and Construction Management Services 7  Analysis of potential impacts on the environment due to unusual circumstances;  Analysis of the project location relative to scenic highways;  Analysis of the project location relative to lists compiled pursuant to Government Code Section 65962.5; and
 Analysis of potential adverse changes to historical resources.

This scope of work assumes that the City will take responsibility for filing the completed Notice of Exemption form with the Sonoma County Clerk’s Office and for paying the County’s administrative fee for filing the form.

GHD will then upload the filed Notice of Exemption to the State Clearinghouse on the City’s behalf.

Deliverables: Draft and Final Notice of Exemption and CEQA Review Memo (MS Word & PDF) Task 3 – Geotechnical Investigation and Report
Geotechnical work will be performed by our subconsultant, Miller Pacific Engineering Group. We are unaware of existing data regarding thicknesses of existing pavement sections at the subject streets so we propose our services in phases to correspond with project design. Our initial Phase will include exploration to determine existing pavement thicknesses, including obtaining samples for subsequent laboratory testing that will inform final design of the various recycle-in-place and//or overlay strategies proposed herein. We propose the following:

Task 3.1 Geotechnical Investigation
Our Phase 1 services will include review of readily-available geologic and geotechnical background information, including published maps, reports, construction drawings, and other documents the City could provide. We will perform a site reconnaissance to observe and document existing conditions, select locations for subsurface exploration, and pre-mark the site for utility location by Underground Service Alert. A followup reconnaissance will be performed to verify utility locations and finalize exploration and traffic control plans in order to acquire an encroachment permit from the City.

Subsurface exploration for the project will include one full day and one half day of field work with 13 shallow soil borings throughout the project site. Our borings will be drilled to maximum depths of about 2-3 feet using truck-mounted auger-drilling equipment. Drilling work will be supervised by our field Engineer, who will log existing pavement sections, note the presence/location of paving fabrics (if encountered), and collect bulk samples of subgrade and structural section materials for laboratory testing. Borings will generally be spaced about 500-feet apart, with a minimum of three borings per subject street.

We will obtain samples of asphalt “grindings”, baserock and subgrade soils for our (Phase 2) FDR-C design described in the following section. We will provide full-time (professional) traffic control for our drilling on all streets.

Following completion of field work, subgrade samples collected from individual borings will be combined with like materials to form representative “composite” samples for laboratory R-Value testing. Based on the results of our subsurface exploration and laboratory testing, we will perform engineering analyses in order to develop recommendations and design criteria for geotechnical/pavement design portions of the project. We will summarize the results in a letter report addressing the following:
 Summary of regional and local geologic conditions;
 Summary of existing pavement conditions and reconnaissance observations;  Summary of subsurface exploration and laboratory R-value testing; The Power of Commitment
11227645 | RE: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Engineering/Design, Environmental, Caltrans Local Assistance/StateAid Processing Assistance and Construction Management Services 8  Recommendations for site preparation and grading, including discussion of subgrade treatment options and wintertime construction considerations as warranted;  Development of recommended “traditional” and “full-depth asphalt” structural pavement sections for a range of Traffic Indices (TI’s) for the various streets, including “mill and fill with overlay” recommendations;
 Development of preliminary FDR-cement (recycle-in-place) strategies for streets where this alternative seems to make economic sense, including preliminary treatment depths and overlay thicknesses.
 Recommendations for new concrete flatwork; and
 Other geotechnical project components as needed.

Our report will also include site plans showing the locations of our borings and other figures as needed to support our conclusions and recommendations.

Task 3.2 “Recycle-In-Place” Design (FDR-Cement)
Once the decision to perform a recycle-in-place option has been confirmed based on our Phase 1 findings and additional cost estimating, we can perform laboratory testing and analysis in order to develop “final” design criteria.

For the FDR-cement design, we will batch samples of pulverized asphalt and subgrade soils with varying cement percentages to develop strength profiles that will determine the treatment depth and %-cement required. Because different Traffic Indexes and pavement thicknesses will exist across the project area, we anticipate two or three different “suites” of laboratory testing will be needed so specific designs are established for the different streets.

Upon completion of the laboratory testing, we will prepare a supplemental report with the following items:
 Summary of Phase 2 laboratory test data;
 Recommendations for FDR-cement treatment on various streets, including a summary of treatment depth, cement addition and recommend asphalt overlay (wearing course) thickness;  Discussion of increased roadway surface elevations for the above strategies if material is not “scalped” prior to the recycle-in-place work, and
 Other geotechnical items as appropriate.

Note: An assumed conservative budget for this task is included in the project fee estimate. An updated scope and budget for this task will be provided, if required, once the extent of recycle-inplace work areas are defined and the number of mix design(s) can be estimated and the strategy is known.

Task 3.3 Supplemental Consultation and Plan Review
Our sub-consultant, Miller Pacific Engineering Group, will be available to consult with the project team and respond to requests for information as project design advances. MPEG review the project plans as they near completion to determine whether the intent of their geotechnical and pavement recommendations have been sufficiently incorporated.

Task 3.4 Construction Observation
The Power of Commitment
11227645 | RE: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Engineering/Design, Environmental, Caltrans Local Assistance/StateAid Processing Assistance and Construction Management Services 9 During construction, we should be present intermittently to verify that conditions encountered are as expected and remain consistent with our criteria and recommendations. We would also observe the geotechnical portions of the Contractor’s work in order to evaluate conformance to the project plans and specifications and summarize the results of our construction observation in a brief letter report. Items likely requiring observation during construction include site preparation and grading, aggregate baserock and/or asphalt concrete compaction, site drainage construction, and other geotechnical items as applicable.

Task 4 – Preliminary Engineering – Review of Existing Project Documents/Field Review and Project Development
The purpose of this task is to present the design, proposed installation methods, typical sections, and associated details for City review and approval. Preliminary plans will be prepared for discussion of project issues with the City (i.e., limits and scope of work). Following preliminary design, the preliminary plans will be used as the basis of design for the final design tasks related to the street rehabilitation work. This task will also include preparation of design level quantities and opinions of probable project cost.

Project plans for the project will utilize existing available aerial photography information as the basemap. No topographic information will be collected or used in the design documentation.

Task 4.1 Coordination with Utility Providers
Coordination includes contacting the various utility providers with utilities within the project limits to request utility information and records, if any/needed, principally to determine the location of various utility surface features (e.g., manhole and valve covers). Gathered information is not intended to be used to determine the position of underground utilities. Project specifications will be prepared to require the contractor to USA before construction work is commenced, if needed/required.

Task 4.2 Preliminary Plans
Preliminary plans will be prepared to facilitate discussion in the field during the site walk and are not intended to be formally submitted to the City for review and comment. The preliminary plans will show the limits of the streets included with the project with aerial photo shown for reference. Design information will be marked on these maps during and following the site walk for use in preparing the 90% submittal.

Deliverables: None
Task 4.3 Site and Background Data
GHD will visit the project site to check/establish areas requiring dig outs and drainage affected by tree root uplifting, concrete cracking and non-uniform cross-slopes, pedestrian ramp upgrades and other scope related items.

Deliverables: None
Task 4.4 Preliminary Opinion of Probable Project Cost
A preliminary opinion of probable project cost will be prepared for the preliminary project plans in order to provide the City with cost information for the project. GHD and the City will discuss the potential project costs and strategize on project options for the detailed design phases (e.g., 60% and 90% submittal), where bid alternates could be prepared.

Deliverables: Preliminary Opinion of Probable Project Cost, including Engineering/Environmental/CM. Construction and Construction Contingency compared to the CIP budget – Submit electronic copy (PDF) to the City for review.

The Power of Commitment
11227645 | RE: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Engineering/Design, Environmental, Caltrans Local Assistance/StateAid Processing Assistance and Construction Management Services 10 Task 4.5 Pre-Design Technical Memorandum
Develop pavement rehabilitation approach and methodology for the entire project limits, including typical repair details and structural sections (utilizing Caltrans Highway Design Manual methods) for each type of repair section(s). The appropriate design Traffic Index for each segment(s) will be confirmed using available traffic data from the City, or data collected as an optional task. GHD will prepare a brief Technical Memorandum to summarize and rank repair options based on a desired 20 year service life (or service life to be determined in coordination with the City):
• Digout, repair, grind and conventional overlay
• Digout, repair, grind and convention overlay with geosynthetic pavement interlayer • Full Depth Reclamation (with cold foamed asphalt or cement) GHD will provide construction unit cost estimates for typical roadway repair section types. Discuss the use of limited pavement corings and Caltrans Highway Design Methodology to refine recommendations and evaluation of pavement rehabilitation options. Discuss findings and recommendations with the City on draft Technical Memorandum. Revise and finalize technical memorandum incorporating City comments and final recommendations.

Deliverables: Draft and Final Preliminary Design Technical Memorandum (hardcopy and electronic .pdf) Task 5 –Design Documents (60% and 90% Submittal)
This task is to update the preliminary plan sheets and to create supporting drawings (i.e., general and detail sheets) based on comments and recommendations by the City. It is assumed that the City will distribute the 60% and 90% documents and return one comment review package. The 60% and 90% submittal will include plans, front end documents, technical specifications, and an opinion of probable construction costs.

Task 5.1 60% PS&E
Design will be in accordance with City of Cotati Standard Details and Specifications and State of California Standards where applicable. GHD will prepare the Technical Specifications as part of the Specification package and will follow/review the City’s standard for Front End Documents and Technical Specifications. It is assumed that the City will provide their most recent up-to-date Front End Documents for GHD’s use.

Comments and recommendations provided by the City after 60% review will be incorporated into the 90% and Final improvement plans and specifications.

Plans will be prepared on either City or GHD titleblock (as agreed on by the City) and be prepared utilizing GHD CAD standards (National CAD standards). Plans will be prepared in AutoCAD C3D 2020 or later version. The civil sheets will include both demolition and improvement plans.

The anticipated plan sheets are provided in Table 2 below. The order of the plan sheets is preliminary.

Table 2 – Preliminary Project Drawing List
Sheet No. Drawing No. Drawing Title
1 G-001 Sheet Title and Drawing Index
2 G-002 General Notes, Abbreviations, Legend, Symbols and Survey Control 3 G-003 Typical Sections 1
4 G-004 Typical Sections 2
5 G-005 Project Details 1
6 G-006 Project Details 2
7 G-006 Project Details 3
The Power of Commitment
11227645 | RE: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Engineering/Design, Environmental, Caltrans Local Assistance/StateAid Processing Assistance and Construction Management Services 11 Sheet No. Drawing No. Drawing Title
8 G-007 Digout Tables
9 C-101 Cypress Avenue Improvement Plan1
10 C-102 Cypress Avenue Improvement Plan 2
11 C-103 Cypress Avenue Improvement Plan 3
12 C-104 Cypress Avenue Improvement Plan 4
13 C-105 Cypress Avenue Improvement Plan 5
14 C-107 Redwood Drive Improvement Plan 1
15 C-108 Redwood Drive Improvement Plan 2
16 C-109 Redwood Drive Improvement Plan 3
17 C-110 Redwood Drive Improvement Plan 4
18 C-111 Redwood Drive Improvement Plan 5
19 C-112 Redwood Drive Improvement Plan 6
20 C-113 Redwood Drive Improvement Plan 7
21 C-114 Redwood Drive Improvement Plan 8
22 ST-101 Cypress Avenue Striping and Signing Plan 1
23 ST-102 Cypress Avenue Striping and Signing Plan 2
24 ST-101 Cypress Avenue Striping and Signing Plan 3
25 ST-103 Cypress Avenue Striping and Signing Plan 4
26 ST-104 Cypress Avenue Striping and Signing Plan 5
27 ST-106 Redwood Drive Striping and Signing Plan 1
28 ST-107 Redwood Drive Striping and Signing Plan 2
29 ST-108 Redwood Drive Striping and Signing Plan 3
30 ST-109 Redwood Drive Striping and Signing Plan 4
GHD will provide bid item/schedule preliminary opinion of probable construction cost for the project.

Task 5.1a Plans – 60% Design Plans
Deliverables: Plans – Submit two (2) copies of half-size plans and electronic copies (PDF) to the City for review.

Task 5.1b Specifications – 60% Design
Deliverables: Specifications – Submit two (2) copies of the project specifications and electronic copy (PDF) of the project specifications to the City for review Task 5.1c 60% Opinion of Probable Construction Costs
Deliverables: Opinion of Probable Construction Costs – Submit three (3) copies to the City for review.

Task 5.2 90% PS&E
Comments and recommendations provided by the City after 90% review will be incorporated into the Final improvement plans and specifications.

Task 5.2a Plans – 90% Design Plans
Deliverables: Plans – Submit two (2) copies of half-size plans and electronic copies (PDF) to the City for review.

Task 5.2c Opinion of Probable Construction Costs
Deliverables: Opinion of Probable Construction Costs – Submit an electronic copy (PDF) to the City for review.

Task 6 – Bid Package – Contract Documents
Task 6.1 Bid Package – Contract Documents
This task is to update the 90% Submittal (Plans, Specifications and Opinion of Probable Construction Costs) based on comments provided by the City and to finalize the Bid package, ready for advertisement.

The City will provide GHD with three (3) copies of the bound final plans and specifications following printing.

Deliverables: Final Contract Documents – Deliver an electronic copy of the Contract Documents (PDF) to Draftech for Bid reproduction. Also deliver one electronic copy (lowresolution PDF) of the Contract Documents to the City for posting on the City’s website.

Final Opinion of Probable Construction Costs – Deliver an electronic copy (PDF) of the final opinion of probable construction costs.

Task 7 – Right of Way Documentation
Task 7.1 Caltrans Encroachment Permit
It is expected that an Encroachment Permit will be required from Caltrans District 4. GHD will complete the Standard Encroachment Permit Application (TR-0100) for City signature and submission. In addition, GHD will provide the Applicant’s Checklist to Determine Applicable Review Process (TR 0416), Permit Engineering Evaluation Report (PEER) (TR-0112) and Certification of Compliance with Americans with Disabilities Act (ADA) (TR-0405), if requested and/or required. Up to one (1) round of review and addressing of comments is included in the scope of work.

Deliverables: Standard Encroachment Permit Application (TR-0100) – electronic .pdf electronic for City submission
Applicant’s Checklist to Determine Applicable Review Process (TR 0416) – electronic .pdf electronic for City submission
Design Engineering Evaluation Report (DEER) (TR-0112), if required –electronic .pdf electronic for City submission
Certification of Compliance with ADA (TR-0405), if required – electronic for City submission Task 7.2 County of Sonoma/City of Rohnert Park Encroachment Permits Project traffic control temporary signage is expected to be installed in County or City right-of-way. GHD will facilitate coordination with the County of Sonoma and City of Rohnert Park and obtain Encroachment Permit, if necessary.

Deliverables: Encroachment Permit Application – electronic .pdf for City submission The Power of Commitment
11227645 | RE: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Engineering/Design, Environmental, Caltrans Local Assistance/StateAid Processing Assistance and Construction Management Services 13 Task 7.3 Right of Way Evaluation
Subtask is for the preparation of the right-of-way clearance memo and all related documents required completion of the CTC Allocation Request for State-only funding. It is anticipated that the project will -NOT require acquisition of right-of-way (i.e. all proposed work is within existing City right-of-way) and no operating railroad facilities will be affected. GHD is not collecting right of way surveys or topographic survey and will assume right-of-way based on County APN parcel data and existing City facilities, such as the existing right of way extends to back of sidewalk, etc.

Deliverables: Right-of-Way Clearance Memo – draft and final (electronic .pdf) for City file.

Task 7.4 Utility Relocation Plans and Noticing
Subtask for the preparation of the certification of utility facilities that is needed for the right-of-way certification for City submittal to Caltrans Local Assistance.

It is anticipated that the following coordination with the following utility services will be required:
 (CableCom for Comast) Cable Televesion adjustment of utility covers to grade.  (AT&T) Telephone adjustment of utility covers to grade.  (PG&E) Electric adjustment of utility covers to grade.  (City of Cotati) adjustment of utility covers to grade.

GHD will obtain utility mapping for utility verification and will prepare maps showing potential of utility conflicts, request conflict resolution plan(s) for surface utility adjustments, detail cost estimate(s) and owner’s liability determination. It is anticipated that the only adjustment of utility box and covers to grade will be required.

GHD will prepare utility composite improvement plans that are suitable to be submitted to utility companies in accordance with their requirements.

Utility relocations are assumed to be completed prior to construction of the project by the utility companies own forces. If it is necessary to perform some of the utility relocations simultaneously with the project construction, coordination of the phasing of utility relocations will be addressed in the Special Provisions and on the project plans.

GHD will prepare relocation letters for signature by City is accordance with the LAPM.

Deliverables:
 Utility coordination report with utility composite drawings identifying conflicts and resolutions to be incorporated into design (electronic .pdf).
 All utility documents and letters (A, B and C) (electronic .pdf/MS Word files)Right-of-Way Utility Clearance Memo – after all utility conflicts have been resolved, a Utility Clearance Memo will be issued that clearly lists all conflicts, locations, the NTO numbers and issued date, liability and estimated completion date for incorporation into the right-of-way certification.

Task 8 – Project Advertisement and Bid Phase Services
This task is to perform Construction Bid and Award Phase Services, including the answering questions and/or preparing one (1) addendum during bid phase. It is assumed that the City will provide all other required services during bid advertisement, including but not limited to, delivery of final PS&E with Draftech or other provider for project advertisement, project advertisement, bid opening, evaluation of bids and preparation and award of the construction contract. GHD will provide good faith effort analysis and prepare the Contact Award Package for submission to Caltrans Local Assistance.

CAD time is not included in this scope of work.

Deliverables: Documents listed above, in electronic .pdf for City submission Task 9 – Engineering Support during Construction
This task includes general consultation, site visits/attendance of listed meeting(s), review of submittals,answering of requests for information.

Task 9.1 Meeting Attendance
 GHD’s project manager and/or project engineer will attend the preconstruction meeting for the projects, up to one (1) meeting, one for street rehabilitation.  GHD’s project manager will attend weekly construction progress meetings, as needed, up to the budgeted amount for this task.

Task 9.2 Submittal Review
 Coordinate, manage and review up to fifteen (15) submittals per project.  Provide technical review and response.

Task 9.3 Requests for Information (RFI’s)
 Coordinate, manage, and review up to ten (10) RFI’s.
 Provide technical review and response.

Task 9.4 General Consultation
 Task includes general consultation needed with City and/or CM team during course of construction, up to the budget amount, including any site visits requested.

Task 10 – Construction Management and Inspection Sample Scope (fee to be provided at later time) The GHD Team will provide Construction Management services, serve as extension of City staff, and foster the team approach to the project critical to successful completion. A scope and fee budget will be provided when requested by the City and after design completion.

Assumptions
 The City aerial imagery will be suitable for use in preparation of construction documents.  The City of Cotati will pay all permit and application fees and will handle permit reviews. GHD will provide support in the form of plan and specification preparation and addressing comments from permit reviews, if required.
 The City of Cotati will waive any encroachment permit fees required to complete project field investigations.
 The City of Cotati will provide record drawings for City facilities indicating design existing design features, utilities and other appurtenances, as available. No utilities are anticipated within the depth of FDR, including shallow PG&E, Comcast, or other facilities that could be a potential issue. Utility potholing is not included. If there is suspicion that utility line may be shallow, it will be brought to the The Power of Commitment
11227645 | RE: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Engineering/Design, Environmental, Caltrans Local Assistance/StateAid Processing Assistance and Construction Management Services 15 City’s attention and suitable alternative design details will be provided for the Contractor to address during construction.
 Meetings other than those indicated are not required.  Topographic survey, right of way surveys, or a Record of Survey of the Right-of-Way will not be required.
 Life-cycle cost analysis is not required.
 It is assumed that the project pavement rehabilitation method will be digout and repair of localized failed pavement, grind and overlay or full depth reclamation to be performed by a performance specification. Further geotechnical investigation, study and design for full depth reclamation is assumed (mix design development, etc.), but must be re-evaluated after full project scope is known.  Preparation of conformed construction documents is not required.  Specifications will be based on the City of Cotati provided Notice to Contractors, Special Provisions, Proposal and Contract template with approved revisions prepared using MS Word. It is assumed that this document will not require modifications for Caltrans Standards (either 2015 or 2018, or latest used by the City)
 GHD will coordinate City of Cotati front end contract and special provisions.  Development of specifications for handling and disposing of hazardous materials during construction is excluded.
 Storm water LID, utility design, Street lighting design, electrical and structural engineering services and other services not expressly included in the scope for this street rehabilitation project are excluded, but can be provided through a contract amendment, if required.  City is completing CEQA document for the project and filing with the County Recorder.  Development of specifications for handling and disposing of hazardous materials during construction is excluded.

Project Schedule
The project schedule will be per bi-weekly progress meetings and updates to schedule from project kick-of meeting moving forward. Per coordination with the City, it is expected that the LPP Construction Allocation must be submitted to be allocated by the CTC before June 30, 2023. A preliminary schedule will be prepared prior the project kick-off meeting. A preliminary milestone schedule is provided below.

Fee Estimate
The estimated fee for design and environmental professional services is $300,192 and $323,880 total with engineering support during construction. Construction management and inspection scope and fee can be provided at a later time, after project design is finalized. See attachment for breakdown of the estimated fee.

A further breakdown of the estimated fee budget by phase is provided in the following tables.

Project Design, Environmental and Right-of-Way (R/W)
Phase Tasks Budget
PE – Design 1, 3, 4, 5 & 6 $266,993
PE – Environmental 2 $7,844
R/W 7 $20,185
Bid 8 $5,170
Sub-Total (Design and Environmental) $300,192
The Power of Commitment
11227645 | RE: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Engineering/Design, Environmental, Caltrans Local Assistance/StateAid Processing Assistance and Construction Management Services 16 Project Construction Engineering
Phase Tasks Budget
Engineering Support Con 9 $23,688
Con Mgt & Inspection 10 $TBD
Sub-Total (Design and Environmental) $TBD
Closing
It is assumed that upon agreement of the scope of work for these professional services, the City and GHD will enter into an agreement, which is expected to match the most recent fully-executed agreement with the City. The City may choose to phase our services with an initial agreement including design and environmental services with a forthcoming agreement or amendment to include the engineering support during construction, construction management and inspection services.

If you have any questions or comments regarding this proposal, please feel free to call me at 540-9689.

Sincerely,
GHD Inc.

Matt Wargula, P.E., T.E.

Project Manager | A GHD Associate
(707) 540-9689
Attachment: Fee Estimate Spreadsheet
Project Name: Redwood Drive and Cypress Avenue Pavement Rehabilitation Project Client:

Prepared by: M. Wargula / B. Bacciarini Date:Reviewed by: M. Wargula / B. SilvaJob Number: 11227645.00 LABOR CATEGORY > Project
Engineer
RATE > $272 $227 $170 $160 $200 $158 $227 $170 $150
Task / Item /Hr /Hr /Hr /Hr /Hr /Hr /Hr /Hr /Hr
4 30 6 40 $260 $9,058
24 12 24 60 $390 $12,678
12 8 20 $130 $5,21016 54 12 0 24 0 8 0 6 120 $780 $0 $26,946 2 10 28 4 44 $286 $7,844
SUBTOTAL TASK 2 0 2 0 0 10 28 0 4 0 44 $286 $0 $7,844
22 4 $26 $20,700 $21,52022 4 $26 $13,800 $14,62022 4 $26 $2,300 $3,1202 2 $13 $3,450 $3,917 SUBTOTAL TASK 3 0 8 6 0 0 0 0 0 0 14 $91 $40,250 $43,177 2 6 6 14 $91 $2,411
12 24 40 76 $494 $13,174
16 40 40 12 108 $702 $20,258
2 16 4 22 $143 $3,957
12 30 16 2 60 $390 $11,228
SUBTOTAL TASK 4 0 30 100 90 0 0 14 46 0 280 $1,820 $0 $51,028 4 40 80 80 24 110 12 350 $2,275 $64,7912 32 80 80 12 110 12 328 $2,132 $59,564 SUBTOTAL TASK 5 6 72 160 160 0 0 36 220 24 678 $4,407 $0 $124,355 2 24 28 24 2 30 4 114 $741 $21,487
SUBTOTAL TASK 6 2 24 28 24 0 0 2 30 4 114 $741 $0 $21,487 88 16 $104 $3,280
14 5 $33 $9406 6 $39 $1,401
12 28 24 16 80 $520 $14,564
0 27 40 24 0 0 0 16 0 107 $696 $0 $20,185
4 12 12 28 $182 $5,170
0 4 12 0 0 0 0 12 0 28 $182 $0 $5,170
44 8 $52 $1,640
12 40 52 $338 $9,862

9.3 RFIs 12 16 28 $182 $5,6269.4 General Consultation 16 16 32 $208 $6,560 0 44 76 0 0 0 0 0 0 120 $780 $0 $23,6880 0 0 0 0 0 0 0 0 0 $0 $0 $00 0 0 0 0 0 0 0 0 0 $0 $00 0 0 0 0 0 0 0 0 0 $0 $0 $0 PROJECT TOTALS 24 265 434 298 34 28 60 328 34 1,505 $9,783 $40,250 $323,880

7.3 Right of Way Evaulation7.4 Utility Relocation Plans and Noticing6.1 Bid Package - Contract Documents5.2 90% PS&E5.1 60% PS&E3.3 Supplemental Consultation and Plan Review3.4 Construction Observation Task 4 - Preliminary Engineering - Review of Existing Project Documents/Field Review and Project Development

4.1 Coordination with Utility Providers4.2 Preliminary Plans4.3 Site and Background Data4.4 Preliminary Opinion of Probable Construction Cost4.5 Pre-Design Technical Memorandum Task 3 - Geotechnical Investigation and Report

3.1 Geotechnical Investigation3.2 "Recycle-In-Place" Design (FDR-Cement) Sr. Enviro
Planner
Enviro
Planner
Senior Traffic
Engineer

1.2 Project Review Meetings
Project
Manager
Proj. Dir. /
QA/QC
Staff
Engineer TOTAL
HOURS
CAD /
Graphics
Task 6 - Bid Package - Contract Documents

2.1 Review for CEQA Categorical Exemptions1.3 QA/QC
Task 8 - Project Advertisemet and Bid Phase ServicesContingency

9.1 Meeting Attendance9.2 Submittal Review

EXHIBIT B - PROJECT FEE ESTIMATING SHEET

LABOR COSTS
City of Cotati
SUBTOTAL TASK 1
*OTHER
DIRECT
COSTS

1.1 Internal Coordination and Adminstration
November 29, 2022

FEE COMPUTATION
TOTAL FEE Sub- Consultants
PA
Task 1 - Project Management, Coordination and QA/QCTask 2 - Environmental Documentation SUBTOTAL TASK 10
Task 9 - Engineering Support during ConstructionTask 5 - Design Documents (60% and 90% Submittal) SUBTOTAL TASK 7
Task 10 - Construction Management and Inspection (Future Amendment or Task Order)

CONTINGENCY

7.2 Sonoma County/City of Rohnert Park Encroachment Permit7.1 Caltrans Encroachment Permit SUBTOTAL TASK 9SUBTOTAL TASK 8
Task 7 - Right of Way Documentation

8.1 Address Questions and Prepare Addenda
11/29/2022 Page 1

Cotati City CouncilDecember 13, 2022

Cotati City Council
December 13, 2022