2290 Diamond Blvd., Suite 100 925 • 685 • 4569 7077 Koll Center Pkwy., Suite 210 Concord, CA 94520 bellecci.com Pleasanton, CA 94566
November 15, 2023
Mr. Craig Scott, P.E.
Public Works Director/City Engineer
City of Cotati
201 W. Sierra Avenue
Cotati, CA 94931
Regarding: Proposal to provide Surveying and Engineering Design Services for the Sidewalk Gap Closure Project
Dear Mr. Scott:
Bellecci appreciates the opportunity to work with the City of Cotati. Per your email sent on November 2, 2023, and our follow up meeting, Bellecci & Associates Inc. proposes to provide surveying and engineering design services for the City of Cotati’s Sidewalk Gap Closure project.
Attached for your review is our proposed scope of service and cost proposal to provide the surveying and engineering services requested in the City’s RFP.
Bellecci, proposes to provide the services outlined in this proposal for an estimated fee of $166,632.00 to be invoiced monthly on an hourly basis. We will not exceed this fee without prior approval from the City.
We are excited about the opportunity to assist the City with this project. If you have any questions, feel free to call me at 925-318-2071.
Sincerely,
BELLECCI & ASSOCIATES, INC
Robert Broestl, PE
Principal
City of Cotati
Sidewalk Gap Closure Project Exhibit 1
Project Locations:
Project Understanding:
We understand that the City of Cotati seeks surveying and engineering services to prepare the plans, specifications, estimates, and provide bid and construction support for the Sidewalk Replacement project.
The sidewalk replacement for this project will consist of ten locations as shown on the aerial map above and listed below:
1. West Cotati Avenue from Highway 116 intersection realignment project to Gilman Ranch Road
2. West Cotati Avenue from north of Cohen Court to 230 feet north of Cotati Oaks Court
3. West Cotati Avenue from Maple Avenue to Clifford Street
4. West School Street from Maple Avenue to Clifford Street
5. Clifford Street from West School Street to West Cotati Avenue
6. Valparaiso from Cotati Creek bridge to the entrance to Delano Park
7. Park Avenue from the Veteran’s Memorial parking lot to Myrtle Avenue
8. Myrtle Avenue from Park Avenue to Helen Putnam Park
9. Olof Street, across the frontage of 8165 Olof Street
10. West Sierra Avenue from Hillview Drive to Water Road N
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City of Cotati
Sidewalk Gap Closure Project Exhibit 1
SCOPE OF WORK
TASK I PROJECT ADMINISTRATION
Project Management: Bellecci & Associates will be responsible for managing both the technical and nontechnical, organization related administrative work to deliver a successful project to the City. The key project management tasks that will be implemented by Bellecci include monitoring the project scope of work and cost proposal, establishing and updating the project schedule, monitoring and updating the City’s overall project budget, scheduling coordination meetings with key parties, creation of status reports, and attending the community meetings. More details on the key Project Management tasks are summarized below.
1.1 Meetings* with City Staff: The meetings will include:
• Conduct a kickoff meeting with City staff and project stakeholders. • Biweekly progress meetings with the City.
• Attend a minimum of 3 design review meetings with the City staff and appropriate entities.
* Assumes that meetings will be virtual using MS Teams, Zoom or similar format.
1.2 Public Outreach Meetings: Bellecci will attend up to Two (2) community meetings with the City.
We will provide the presentation materials and present at the meetings.
1.3 Schedule: The project schedule will be created in MS Project and submitted to the City for review and approval. The schedule will be monitored and updated throughout the project to reflect the changed conditions encountered during the course of design.
1.4 Project Status Reports: Bellecci will provide project status reports with each invoice on a monthly basis . The report will include accomplishments, anticipated problems or issues and schedule of upcoming events. In addition, we will provide design budget costs that highlights the approved budget, budget remaining, and amount spent for the invoicing period and an estimate of the percent complete.
1.5 QA/QC Plan: As part of overall design integrity, Bellecci will perform a QA/QC review to check the following:
• Detailed plan checks
• Quantity Checks
• Comparison of Bid Form and Pay Clauses
Deliverables: Attendance up to two (2) community meetings and project status reports with each invoice
TASK 2 SITE INVESTIGATION,DATACOLLECTION & TOPOGRAPHIC SURVEY
2.1 Gather Existing Background Documents: Bellecci will send out utility letters to utility companies to request utility maps from Comcast, AT&T, PG&E Gas and Electric, etc.
City of Cotati
Sidewalk Gap Closure Project Exhibit 1
Bellecci will also review the City’s GIS database to review and map the existing City water, storm drainage and sanitary sewer. Once the mapping is received by Bellecci from various utility companies, Bellecci will include the utility maps on the base topographic survey file.
2.2 Detailed Field Review/Site Investigation: Bellecci will visually inspect the project site to assess and accomplish the following:
• Determine the existing geometric constraints, including the existing driveway conforms. • Confirm the limits of work.
• Identify visible utilities (valves, manholes, monuments, etc.). • Determine possible impacts on property owner improvements in the public right of way.
2.3 Survey for Base Map: Bellecci will provide topographic surveying services by a licensed Professional Land Surveyor for development of topographic map. The topographic survey will include the following activities:
• Establish survey control using GPS coordinates (NAD 83, NAVD 88, Epoch 2010, Zone 3). • Provide ground shot topographic survey for the area scheduled to receive new improvements. Survey to include the following:
o Curbs, gutters, sidewalks, driveways and existing improvements at curb returns. o Trees & Shrubbery
o Retaining walls, fences and structures.
o Utility Poles.
o Street cross sections every 10 feet
o Traffic striping on the road.
o Sewer manhole rim and clean-outs.
o Storm drain manhole rim elevations and catch basin grate elevations. o Water valve boxes, meter boxes and fire hydrants.
o Gas valves and boxes.
o Electrical boxes, streetlight boxes, utility vaults.
o Communication boxes.
2.4 Right of Way Research - Bellecci will obtain the record information from the on-line parcel quest service for the County to establish the approximate location of the City right of way along the project street. This item of work does not include any survey field crew work. The record property line information will be shown on the plans to identify if any of the proposed improvements will be impacted. A right of way survey can be conducted as needed as approved optional services.
Deliverables: Topographic Survey with utility information from utility company base maps in AutoCAD and PDF format.
TASK 3 PLANS, SPECIFICATIONS, & ESTIMATE (PS&E)
3.1 Plans, Specifications & Estimate: Bellecci will produce a set of plans at the 65% & 90% design stage, along with the technical specifications and a corresponding opinion of probable construction costs.
The plans will be prepared at a 1” = 20’ scale on 24”x36” plan sheets. The plans will be prepared in ACAD and provided to the City in a PDF file format for review. Technical specifications shall be written consistent with the City’s standard specifications and Caltrans 2018 Edition. The cost estimate will be based on the plans and the proposed project limits and will include a summary breakdown of the anticipated project cost. The cost estimate will be set up with the same item of work as will be shown for the schedule of bid item.
City of Cotati
Sidewalk Gap Closure Project Exhibit 1
Generally, the plans will include the following plans:
1. Cover Sheet
2. Typical Sections
3. Demolition Plans
4. Sidewalk Improvement Plans
5. Detail sheets
Deliverables: 65% - a copy of the plans and estimate in an electronic PDF format, 90% - a copy of the plans, specifications and estimate in an electronic PDF format.
3.3 Final Bid (100%) Plans, Specifications & Estimate: We will develop and submit final PS&E. The final PS&E will include final plans, specifications, estimate of probable construction costs, and contract documents ready for bid. The final construction drawings, specifications, contract documents and bid items will incorporate the City’s 90% design review comments. The final bid documents will include the final adjustments to the project as approved by the City. The final engineer’s estimate will include the bid items and quantities anticipated in the construction of the project.
Final approved drawing submittals shall include: One (1) set of full-sized hard copy paper plans and an electronic copy of the plans including a PDF copy of all drawing sheets submitted. Final specifications submittals shall include an electronic copy in Word and PDF format.
TASK 4 BID PERIOD SERVICES
4.1 Bid Period Services: During the bidding phase, Bellecci will assist the City with the bidding process, attend the prebid meeting (if a meeting is held) and provide the City with assistance to answer any Contractor questions pertaining to the plans and specifications. We will prepare and issue contract addenda, as needed.
Deliverables: Response to RFI’s and adjustments to Plans, Specifications & Estimates as needed.
TASK 5 CONSTRUCTION PHASE
5.1 Construction Phase: Bellecci will attend the preconstruction meeting as required. We will review the contractor submittals for compliance with the specifications and respond within ten days. We will also clarify questions regarding the plans (RFIs), review change order requests from the contractor and prepare as-needed plan modifications for the change orders. In addition, we will perform two (2) site visits during construction and provide a write-up of our observations to the City.
In addition, Bellecci will prepare as-built plans for the City’s records. As-built changes will be based on the red line mark-ups from the Contractor and the Construction Manager.
Deliverables: Modifications to plans and specifications as necessary for change order, site visit reports, stamped construction submittals, and final “As-Built” plans based on the approved contractor’s markups.
TASK RATE 240 210 164 150 220 368 174 106
# TASKS DESCRIPTION Principal Professional Engineer I Assistant Professional 2-Man Survey Administrative HRS. DIRECT TOTAL Engineer I Engineer II Engineer II Surveyor Survey Party Technician III /TASK COST COST 1 Project Administration (Includes Project Status Reports & Schedule Updates) 28 4 32 $7,144.00 2 Kickoff Meeting 2 4 6 $1,320.00
3 Progress & Project Meetings (City Staff) 20 20 40 $9,000.00 4 Public Outreach Meeting 12 12 8 32 $6,712.00
5 QA/QC 8 8 $1,920.00
Sub-Total 70 36 8 0 0 0 0 4 118 $26,096.00
1 Utility Research & Coordination (PG&E, Comcast, AT&T, City, etc.) 2 4 8 14 $2,520.00 2 Topographic Survey Base Map 2 2 2 40 28 74 $20,932.00 3 Detailed Site Investigation 4 8 8 20 $3,952.00
4 Right of way Research 2 2 6 16 26 $5,004.00
5 Environmental Documentation (To be completed by the City) 0 $0.00 Sub-Total 10 16 8 8 8 40 44 0 134 $32,408.00
1 Preliminary Plans, Specifications & Estimate (65% & 90%) 8 80 80 180 4 352 $59,264.00 2 Final Plans, Specifications & Estimate (100%) 4 24 40 120 4 192 $30,984.00 Sub-Total 12 104 120 300 0 0 0 8 544 $90,248.00
1 Bid Period Services 2 8 8 4 22 $3,896.00
Sub-Total 2 8 8 0 0 0 0 4 22 0 $3,896.00
1 Construction Phase 4 24 40 4 72 $12,984.00
Sub-Total 4 24 40 0 0 0 0 4 72 0 $12,984.00
1 Miscellaneous Expenses (Mileage, Prints, Postage, etc.) 0 $1,000 $1,000 PROJECT TOTAL 98 188 184 308 8 40 44 20 890 $1,000 $166,632 1 2 Miscellaneous expenses include mileage, postage, photocopies, computer plotting/printing for internal use, UPS/FedEx, etc. 3 4
5 6 City will use Draftech distribute bid documents.
Utility plans from the various utility companies are readily available, accurate and current and if needed utility relocations will be designed by others.
City pays for all outside agency fees (Caltrans and utility companies).
Project Assumptions
Distribution of hours shown on the budget are for estimating purposes and the invoicing hours can vary as long as the total approved budget is not exceeded.
Right of way research is from available on-line Parcel Quest information and does not include any survey field work or acquiring any preliminary title reports.
Task 6 - Construction Phase
Task 1 - Project Administration
Task 2 - Site Investigation, Data Collection, & Survey
Exhibit 2
City of Cotati
Sidewalk Gap Closure Project
November 15, 2023
Task 5 - Bid Period Services
Task 4 - Plans, Specifications & Estimate
PROJECT BUDGET ESTIMATE