SCOPE OF ENGINEERING SERVICES
for
CYPRESS AVENUE SEWER REPAIRS
CITY OF COTATI (CLIENT)
prepared by
BRELJE & RACE CONSULTING ENGINEERS (CONSULTANT)
APRIL 4, 2023
PROJECT UNDERSTANDING
Brelje & Race prepared the Sewer Collection System Repairs Memo (Repairs Memo), dated March 2022, which provides recommendations to address identified defects as well as prioritization and cost estimation for each recommended repair. The prioritization considered planned road repair and reconstruction projects so that excavation in new pavement might be avoided. The first phase of repairs was completed on West Sierra Avenue in 2022 in advance of the pavement rehabilitation project to occur in 2023. At the time the memo was produced, pavement repairs on Cypress Avenue were initially scheduled to be completed in 2025, and therefore sewer repairs were to be completed in 2024. The pavement repairs are now planned to be completed in 2024 so the sewer repairs are planned to be completed one year sooner as well.
The existing sewer in Cypress Avenue is 6-inch diameter. The Repairs Memo indicated that the main in Cypress Avenue was to be replaced with 8-inch diameter pipe to comply with the minimum main size in the City Standards. Closer examination of the conditions at the downstream end of the pipe near West Sierra Avenue revealed that the existing 6-inch pipe crosses beneath Cotati Creek. Replacement of that portion of pipe would require environmental permitting and resulting mitigation measures which would not likely allow the work to be completed before the scheduled pavement project is to begin. Therefore, the existing 6-inch main beneath the creek will remain, and all upstream piping shall also be 6-inch diameter to avoid creation of a flow restriction in the sewer. The defects identified in the Repair Memo will be addressed through spot repairs on the approximately 1,200 linear feet of the existing 6-inch sewer. Field conditions and the proximity of defects will be considered to determine the quantity and length of each spot repair. The project will also include the replacement of at least one manhole where defects occur at the connection to or within a manhole.
Below is an outline description of a phased approach to developing the design and preparing construction documents.
SCOPE OF SERVICES
Project Preparation
1.01 Conduct kickoff meeting with City staff to review project goals and design constraints.
1.02 Review project site and observe conditions that may affect design.
1.03 Prepare a topographic map in AutoCAD Civil 3D format including elevations from County LiDAR information, approximate parcel boundaries from County GIS mapping, information from water system record plans and maps from other utilities (PG&E, AT&T, etc.), and major features approximated from aerial imagery.
1.04 Conduct field surveys to obtain select data necessary to supplement topographic map.
Targeted data includes manhole rim and inverts, existing water facilities marked by City staff, surface evidence of underground utilities, and other significant features (trees, curbs, driveways, fences, etc.) which may be disturbed by the proposed repairs.
Construction Documents
2.01 95% Progress Design
2 of 3
A. Prepare improvement plans to the 95% progress level for spot repairs along approximately 1,200 linear feet of sewer main, including replacement of manhole(s) as appropriate. Plan set is anticipated to include eight (8) sheets.
B. Prepare Project Manual to the 95% progress level including “front end” contract and technical specifications to guide selection and use of materials, equipment, and project construction methods.
C. Prepare 95% progress level engineer’s estimate of probable construction costs.
D. Submit 95% design package to City for review and comment. Conduct a 95% design review phone meeting with City staff.
2.02 Prepare final construction documents package, incorporating 95% design review comments where applicable.
Assistance During Bidding
3.01 Assist with preparation of Notice to Bidders for bid advertisement.
3.02 Review bidder questions and issue addenda, as needed.
3.03 Review bid tabulation prepared by City. Check references of bidders as needed.
FEES
Our fees for this work will be billed monthly on a time and materials basis. Estimated fee budgets are based on the attached Task, Work Hour and Cost Tabulation and our current services rate schedule (also attached). The estimated fee budgets are as follows:
Phase 1: $19,300; Phase 2: $53,800; Phase 3: $7,500
Including a 10% contingency, the total estimated fee budget is $88,700.
SCHEDULE
We are prepared to begin work immediately upon authorization to proceed. It is understood that construction of sewer improvements should be completed before construction of paving improvements begin in Spring 2024. Anticipated milestones and dates of completion are as follows:
Project Kickoff: May 1, 2023
95% Design Package: June 30, 2023
95% Review Meeting: July 7, 2023
Final Bid Documents: July 28, 2023
Bid Advertisement: August 1, 2023
Receive Bids: September 1, 2023
ASSUMPTIONS AND LIMITATIONS
1. Existing utility locations, including sewer main, will be approximated from the location of surface features, mapping, and record drawings. Underground utility locating efforts are not included.
Modifications to this scope of services can be made to include such services should they become necessary.
2. Environmental investigations, document preparation and other services related to processing and obtaining permits from agencies having jurisdiction over biological resources, waters of the State or waters of the United States within or adjacent to the project site are not included. Modifications to this scope of services can be made to include such services should they become necessary. 3 of 3
3. Placement of and payment for the bid advertisement and bid document distribution are not included.
Modifications to this scope of services can be made to include such services should they be desired.
4. Construction phase services are not included in the proposed scope. Modifications to this scope of services can be made to include such services should they be desired.