The Power of Commitment
GHD
2235 Mercury Way, Suite 150
Santa Rosa, CA 95405
United States
www.ghd.com
Our ref: 12627935
Wednesday, November 29, 2023
Mr. Craig A. Scott, Public Works Director/City Engineer City of Cotati
201 West Sierra Avenue
Cotati, CA 94931
Redwood Drive and Cypress Ave Pavement Rehab Project
Dear Craig,
GHD is pleased to provide this proposal for Construction Management and Inspection services for the Redwood Drive and Cypress Ave Pavement Rehab Project (Project).
Project Understanding
The Work includes pavement rehabilitation, including, but not limited to, miscellaneous demolition, clearing and grubbing, full depth reclamation, pavement grinding, conform grinding, crack sealing, hot mix asphalt overlay, pavement striping and signing. The work also includes replacement or enhancements of pedestrian curb ramps for ADA accessibility, concrete sidewalk replacement, curb and gutter replacement, temporary traffic control, notification of adjacent property owners, and other miscellaneous items of work.
The City of Cotati has now secured grant funding to construct the project, worked with GHD to complete the Contract Documents, and advertised for Construction bids opening on December 19, 2023.
It is expected that GHD will support the City by completing all required paperwork for City signature and submittal to Caltrans. The City has provided that the money will be entirely used for construction.
Additionally, the City has asked that GHD include bid phase support, engineering support during construction and construction management and inspection services to provide compete project delivery. GHD has included many of these tasks in a previous submittal, and this proposal will provide the Construction Management and Inspection services scope and fee.
Our scope of work and fee is outlined below for your consideration:
Scope of Work
Task 1 – Construction Management and Inspection
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. In addition to monitoring the Contractor’s activities for compliance with contract and funding requirements, the team will look ahead for potential challenges and work to mitigate them. We have budgeted 12 weeks of full-time Construction Inspection and part-time Construction Management to supplement City Staff. GHD will perform the following tasks:
The Power of Commitment
12627935 | Redwood Drive and Cypress Ave Pavement Rehab Project 2 Task 1.1 Project Coordination and Meetings
Meet with City staff to discuss and coordinate issues with the project. This will be accomplished by site visits, project meetings, phone conversations, and email updates of the activities that occurred. GHD Construction Manager will prepare and run the pre-construction meeting and weekly meetings with City staff, Contractor, and other stakeholders.
Task 1.2 Document Preparation and Maintaining Project Records Maintain GHD project records, including daily logs, and photos. Prepare progress pay estimates, PCO’s and change orders, issues, RFIs and other correspondence. Review contractor’s schedules. Project records will be maintained in an organized manner for quick reference and are accessible to City staff as requested. Coordinate the submittal and shop drawing review process.
Task 1.3 Permit Compliance, Claims Management
Monitor contractor’s operations with respect to permit requirements. Provide claims prevention during the work, and limited Claims Management.
Task 1.4 Field Inspection, Photo Documentation and Daily Reports Provide full-time and part-time as needed, on-site construction inspector/observer to monitor the Contractor’s work for compliance with the contract documents, submittals, RFI’s, change orders, and coordination with businesses and residences along the route. Monitor Contractor’s preparation of record drawings. Provide photo documentation of the work. Prepare Daily Observation Reports and produce an audit ready set of project files.
Task 1.5 Materials Testing
Contract and coordinate with a qualified local materials tester to perform Quality Assurance testing.
Task 1.6 Public Coordination and Outreach
Coordination for public outreach efforts is anticipated for this project. Work with City Staff to notify the public of the upcoming work.
Task 1.7 Labor Compliance & Funding Reimbursement Invoicing Oversee Labor Compliance, including Certified Payroll Reports to confirm Contract compliance. Process Caltrans Invoicing for grant reimbursements.
Task 1.8 Project Closeout and Audit Preparation
Project completion including final change order negotiations, and final payments. Compile all required documents in an organized manner to produce an “Audit-Ready” set of files.
Assumptions
The scope of work is based on the following assumptions:
• Schedule: the project is anticipated to start in March 2024 and be substantially complete in July 2024. • Means and Methods. The Contractor is responsible for the means and methods on the project.
The Power of Commitment
12627935 | Redwood Drive and Cypress Ave Pavement Rehab Project 3 • Control of Contractor’s Work. The Construction Management Team does not supervise or direct the Contractor’s Work. The Contractor is solely responsible for and has control over construction means, methods, techniques, sequences, and procedures and for coordinating all portions of the Work. • Site Safety. The Contractor is solely responsible for site safety. • Compliance with Contract Requirements. The Contractor shall not be relieved of obligations to perform the Work in accordance with the Contract Documents either by activities or duties of the Construction Management Team in the administration of the Contract, or by tests, inspections, or approvals required or performed by persons other than the Contractor.
• The estimated level of effort for the identified scope items is reflected in the fee proposal. The actual duration of the Contractor’s activities, unanticipated conditions, deficiencies in materials or workmanship, or other issues may require a higher level of effort. Budget may be reallocated between tasks, but the total authorized amount will not be exceeded without an amendment to the Agreement.
Contract Contingency
We recommend some project contingency, to be authorized by the City based on justification, for the construction management and inspection services, based on construction schedule for 2024. To account for potential scope increases/changes, we have included a contingency of approximately $16,599 or 5% of the total estimated budget for Task 1.
Project Schedule
Construction is anticipated to commence in early Spring 2024 and be completed by Mid-Summer 2024. The construction schedule is 60 working days.
Fee Estimate
The estimated fee for professional services is $325,434 without contingency and $342,033 with contingency.
See attachment for breakdown of the estimated fee.
Closing
It is assumed that upon agreement of the scope of work for these professional services, the City and GHD will enter into a professional services agreement
If you have any questions or comments regarding this proposal, please feel free to call me at 707-480-1531.
Sincerely,
GHD Inc.
Tim Dillenburg
Construction Manager
+1 707 236-1545
[email protected]
Jane Rozga, P.E.
Business Group Leader
707 843-0774
[email protected]
Copy to: Matt Wargula, PE, Jane Rozga, PE
Attachment: Fee Estimate Spreadsheet