Santa Rosa Auburn Pleasant Hill Fairfield
1400 Neotomas Avenue 11641 Blocker Drive, Ste. 170 3478 Buskirk Avenue, Ste. 1000 324 Campus Lane, Ste. A Santa Rosa, CA 95405 Auburn, CA 95603 Pleasant Hill, CA 94523 Fairfield, CA 94534 Tel: 707.571.8005 Tel: 530.888.9929 Tel: 925.233.5333 Tel: 707.702.1961
www.coastlandcivil.com
July 13, 2022
Mr. Craig Scott
Public Works/City Engineer
City of Cotati
201 West Sierra Avenue
Cotati, CA 94931
VIA EMAL: [email protected]
Subject: Proposal for P-1: Portal, Mercantile, and Aaron Main Replacement Project Dear Craig,
In response to your request, we are pleased to present this letter proposal for professional engineering design services associated with the City of Cotati’s P-1 Main Replacement Project.
PROJECT UNDERSTANDING
The City desires to replace aging water infrastructure in Portal Street from the cul-de-sac to Mercantile Drive, Mercantile Drive, and Aaron Street from Mercantile Drive to Houser Street. The project is identified in the City’s Water Distribution System Master Plan to provide adequate fire flow in the area. The work consists of replacing approximately 2,100 lineal feet of existing undersized 6-inch and 8-inch water main.
The new water main will be 10-inch PVC per current City Standards. Existing water service laterals and fire service laterals will be moved to the new main. Replacement of existing meters and backflow devices is not included in the project scope. Fire hydrants within the project limits will be replaced.
The project is funded through the Enterprise – Water Capital funds. The City budget is $609,000 for design, construction, contingency, construction management, and City staff time.
Traffic striping, markings, and signage will be replaced where impacted by construction in accordance with the City Standards. The new water line alignment will also be required to meet the water main separation requirements of the California Department of Public Health Drinking Water Regulations. If the separation requirements cannot be met due to site constraints, proposed separation details will be submitted to the North Coast Regional Water Quality Control Board. The required Board form and details will require City sign off and must be approved prior to advertising the project for bidding.
It is also understood the City would like to include a fill station to dispense and sell bulk water in lieu of providing hydrant meters to contractors. We will work with the City to select a fills station manufacturer and model that best suites the City’s requirements. After the fill station is selected, we will evaluate the feasibility of installing a new fill station within the project limits. The new fill station will need to be placed within the City’s right-of-way and be accessible to users.
July 13, 2022
Mr. Craig Scott
As the project involves replacement of existing public water mains and appurtenances it should be considered as Categorically Exempt from the provisions of the California Environmental Quality Act (CEQA).
PROJECT APPROACH
We will begin the project by evaluating project needs and reviewing available background information. Our team will coordinate closely with City staff and other stakeholders as appropriate to gain a comprehensive assessment of the project needs. Based on our local experience and knowledge of the project area, we understand many of the challenges and opportunities presented in this project. We will apply our skills and experience to provide innovative and creative solutions to project challenges.
We will assist City staff throughout the project to keep project stakeholders informed. We will prepare exhibits and provide the City with project status updates for keeping project stakeholders apprised during design and construction. We will also include requirements in the project specifications that the Contractor provide notice and coordinate transferring of water services to the new water line with residents in the project area.
To maintain a high level of quality and completeness, our team will devote themselves to managing their time wisely, developing innovative solutions, and maintaining clear and consistent communication with the City. During the initial phase, we will work closely with City staff to evaluate any non-standard design conditions, potential utility conflicts and other key issues that may affect the design of the project. Our construction management team will review the project plans to ensure constructability, as well as look for opportunities to save money by using alternate construction methods.
SCOPE OF SERVICES
Task 1 – Project Management and Coordination
1.1 Project Management
Throughout the project, we will provide project management with the project stakeholders. Our team will work closely with the City during the design phase, putting the project out to bid, and during its successful completion of construction. A project design schedule will be prepared using Microsoft Project scheduling software. The project schedule will be updated at project milestones and provided to the City frequently.
We propose to meet with City staff to discuss project details, establish goals, review the project schedule and coordinate efforts. Included are the project kick-off meeting and three (3) design review meetings at 70%, 90% submittals and final (100%) submittal.
We will assist City staff throughout the project to keep project stakeholders informed. We will prepare exhibits and provide the City with project status updates for keeping project stakeholders apprised during design and construction. We will also include requirements in the project specifications that the Contractor provide notice and coordinate transferring of water services to the new water line with businesses in the project area.
It is assumed that the project will be considered exempt from CEQA requirements. During the project design we will work with City staff about potential permitting needs if changes to the project scope occur.
July 13, 2022
Mr. Craig Scott
1.2 Background Information
We will assemble the available City information pertaining to the project including as-built drawings, benchmark information, utility information, base maps, right-of-way data and additional pertinent information for the project.
We have already performed a field visit and taken digital photos of the site. We will complete this preliminary initial field walk with another visit to identify any unusual or special conditions that may affect the project design or construction.
We will work with outside utility companies to ensure that existing facilities, both underground and overhead, are identified accurately during the design phase. This task will include writing letters to PG&E, AT&T and Comcast informing them of the project and requesting their facility drawings. Under this task we will prepare submittal packages to each of the utility companies so they can verify the accuracy of their facilities and the need for relocation. We will also coordinate with the City regarding existing water, sewer and storm drain facilities.
1.3 Regional Water Quality Control Board Separation Waiver Requests If necessary, we will obtain a waiver of water and sewer main separation standards from the State of California Department of Public Health from the North Coast Water Quality Control Board. We will prepare the required forms for City sign off and submit to the Board. Additional protective measures will be added to the construction documents as required to satisfy the waiver requests. For the purposes of this proposal, we have assumed eight (8) waiver requests may be required.
Task 2 – Topographic Survey
Our subconsultant, Cinquini and Passarino, Inc. (CPI), will conduct the topographic survey of the project.
The work will include performing a ground topographic survey and prepare a map at 1” =20’ scale with a one-foot contour interval. Survey limits will be from back of sidewalk to back of sidewalk, include the street intersections at the ends of the project, and extend 25 feet along the adjoining streets.
Topographic survey will include all necessary work to produce a topographic map, including features such as, but not limited to; building corners and elevations, curb lines, water meters, sewer cleanouts, valves and manholes (including rim, invert and pipe information), utility markings on the pavement, utility poles, driveway locations, sidewalks, trees four (4) inches and larger, retaining walls or decorative walls, and other pertinent information that could apply to the project design. Topographic survey will be provided on North American Vertical Datum of 1988 and horizontally relate California Coordinate System of 1983, Epoch 2017.50.
Existing centerline monuments along the project corridor which control the right-of-way will be located and the record right-of-way will be shown on the topographic survey. This proposal assumes that there will not be any material discrepancies as defined by Section 8762, of the Professional Land Surveyor’s Act, Business and Professions Code, State of California and that a Record of Survey will not be required. If a material discrepancy is found, the City will be notified and a proposal of additional services for a right-ofway resolution and Record of Survey will be provided.
Task 3 – 70% Submittal
Following the completion of the topographic survey, field review, compiling background information, and utility coordination we will develop preliminary design documents. We will prepare a 70% design level PS&E July 13, 2022
Mr. Craig Scott
submittal package which will include plans, preliminary technical specifications, and a preliminary engineer’s estimate of probable construction cost. The plans will include water main and hydrant improvements as well as trench paving and traffic striping.
Task 4 – 90% Submittal
Following the City’s review of the 70% submittal, we will prepare the 90% PS&E submittal. The submittal will address City comments on the 50% submittal and will essentially be a complete design submittal. The plans will include the proposed plan view alignment and profile of the water main. The specifications will include the City’s standard front-end specifications, provided by the City.
Task 5 – Final Submittal
Following the City’s review, we will address comments on the 90% submittal and provide the City with electronic copies of final drawings, final estimate/itemized bid sheet, and electronic technical specifications for a review to verify all comments have been addressed. Following the City’s final review, we will prepare final bid documents. The final approved drawings in electronic AutoCAD format, and all related files in MS Word, MS Excel, and PDF formats as appropriate.
Task 6 – Bid Support
During the bidding process, we will provide bid assistance to the City to answer questions that may arise during the bidding phase. This will include assisting the City in preparing up to two (2) addenda that may be necessary. If requested, we will also attend a pre-bid conference for prospective bidders.
Please note that the time associated with this task does not include any time necessary for bid protests. If a bid protest is issued by any of the bidders, we can provide this as an additional service on a time and materials basis, as the time to process the protest is unknown.
Task 7 – Design Assistance During Construction
After the project is awarded to the selected contractor, we will attend the pre-construction meeting with City staff and the contractor’s representatives. During construction, we will provide design support services, which includes assisting the City with answering up to ten (10) Request for Information (RFI’s) and up to twenty (20) submittals from the contractor and up to two (2) site visits. We understand and appreciate the importance of construction support. We will also prepare up to two (2) Contract Change Orders, if required.
Our intention is to be an extension of City staff. Please note that our effort for this task is only an estimate.
If significant input is requested during construction, we will notify the City and provide a modified scope and fee for the City’s consideration.
Task 8 – Record Drawings
Upon the completion of construction and final punch list approval, we will prepare record drawings based on red-line “as-builts” provided by the contractor. Record drawings will be submitted to the City in electronic format (AutoCAD and PDF).
July 13, 2022
Mr. Craig Scott
OPTIONAL TASKS
The following work is not included in our proposal. However, we would be pleased to provide these services if the City desires.
Geotechnical investigations.
Record of Survey preparation and recording.
Permitting fees.
Potholing of utility locations, associated survey or coordination. Public participation efforts.
Meetings beyond those noted above.
Construction staking to be provided by contractor.
PROJECT SCHEDULE
The City would like to advertise the project for bidding in late 2022 or early 2023 with construction completion by June 2023. Assuming we are given notice to proceed by late July, we are confident we can complete the bid documents by mid-December 2022.
PROJECT FEE
Based on our scope of work, we are proposing that the design services associated with this project be completed for a not-to-exceed amount of $122,255 (see attached Work Estimate). The amount quoted is assuming that all of the work for this project will fall under the scope of work as previously described. If additional work is necessary that falls outside of this scope of work, we can either re-negotiate a new scope of work or provide these services on a time and materials basis per our adopted schedule of hourly rates.
Please also note that in the not-to-exceed amount, we have included an estimated amount of $700 for reimbursable expenses (i.e. printing, plotting, mileage, final mylars, copies and binding). These reimbursable costs will be billed at cost plus 15%.
Sincerely,
Heidi Utterback, PE Steve Van Saun, PE
Supervising Engineer, Principal Supervising Engineer
$215 $195 $185 $160 $160 $185 $100
1 Project Management and Coordination
1.1 Project Management 40 40 $7,800
1.2 Background Information 4 6 2 12 $2,210
1.3 RWQCB Separation Waiver Requests 2 8 10 $1,870
Subtotal 62 $11,880
2 Topographic Survey
Topographic Survey & ROW Determination 2 4 $16,100 6 $17,130 Subtotal 6 $17,130
3 70% Submittal
Plans 24 40 60 2 126 $21,880
Specifications 4 24 28 $5,220
Cost Estimate 2 6 8 16 $2,780
Subtotal 170 $29,880
4 90% Submittal
Plans 16 32 40 88 $15,440
Specifications 2 12 14 $2,610
Cost Estimate 2 4 8 14 $2,410
QA/QC Review 4 4 8 $1,600
Subtotal 124 $22,060
5 Final Submittal
Plans 8 24 32 64 $11,120
Specifications 2 6 8 $1,500
Cost Estimate 1 2 4 7 $1,205
QA/QC Review 4 4 8 $1,600
Subtotal 87 $15,425
6 Bid Support
Bidding Assistance 2 8 2 12 $2,360
Addenda (2) 2 8 2 8 20 $3,640
Pre-bid conference 4 4 $780
Subtotal 36 $6,780
7 Design Assistance During Construction
Pre-Construction Meeting 4 4 $780
RFI's (10) 8 10 18 $3,410
Submittal Review (20) 6 16 22 $4,130
Site Visits (2) 8 8 16 $3,040
Contract Change Orders (2) 2 4 8 2 2 18 $3,060
Subtotal 78 $14,420
8 Record Drawings
Prepare Record Drawings 4 20 24 $3,980
Subtotal 24 $3,980
Direct Costs (repro, mileage, etc.) $700
Total Cost 14 163 202 8 186 10 4 16,100 $ 587 $122,255
Engineering Design Services
Sub Cost
City of Cotati
WORK ESTIMATE
TASK TOTAL FEE TOTAL
HOURS
Construction
Manager
Task Information
Principal
Engineer
P-1: Portal, Mercantile, and
Aaron Main Replacement
Assistant
Engineer
Senior
Engineer
Hours & Cost
Admin Supervising
Engineer Cinquini &
Passarino, Inc
Senior Eng.
Technician