SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
SCOPE OF WORK
TASK 1. PROJECT MANAGEMENT
Mark Thomas will manage the project team, which includes Mark Thomas, Fehr & Peers (F&P), Crawford & Associates, Inc. (Crawford), M-Group and ARWS. Mark Thomas’s Project Manager will plan, organize, direct, and monitor project work activities and resources in accordance with contracted scope, schedule, and budget. This task will include managing the team, coordinating with Caltrans and the City of Cotati (City), and includes preparing contract paperwork, memos, letters, and e-mail, making phone calls, and maintaining project files. This activity commences with receiving the Notice-To-Proceed, continues through submittal of the key final project deliverables, and concludes when the project’s Encroachment Permit is issued. This project scope is anticipated to last 18 months.
Task 1.1. Project Management and Administration
This task will include managing subconsultant contracts and planning ahead for milestones requiring joint project team effort. Our project manager will develop and prepare monthly invoices and progress reports and maintain project files.
The monthly progress report will include a summary report of progress, including schedule and budget notes. It is assumed the project schedule will be updated on a monthly basis.
Task 1.2. Meetings and Coordination
This task will include coordinating and scheduling meetings, periodically checking in on subconsultant progress, and assisting in communication between team members, City, and other stakeholders. Mark Thomas will attend a project kickoff meeting with the City and hold up to six (6) Project Development Team (PDT) meetings, six (6) technical focus meetings, and thirty-six (36) bi-weekly coordination meetings with City staff to keep the project on track.
Task 1.3. Project Schedule
Our project manager will develop and maintain a Critical Path Method (CPM) Project Schedule. The baseline schedule will be sent to the City ahead of the kick-off meeting for approval and will be updated on a monthly basis during the project which is anticipated to last 18 months.
Task 1.4. Quality Management Plan
Mark Thomas will prepare a project specific Quality Management Plan to describe the quality procedures that will be implemented for work performed during the development, review, and approval of the DEER and final design. This task also includes performing QA/QC work on project deliverables.
TASK 1 DELIVERABLES:
• Project Schedule with monthly updates (up to 18)
• Monthly invoices and progress reports (up to 18)
• Meeting Agendas and Minutes for Kickoff Meeting and PDT Meetings:
o Kick-off Meeting
o up to 6 PDT Meetings
o up to 6 technical focus meetings
o up to 36 Bi-Weekly Coordination Meetings
• Quality Management Plan
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
• All deliverables to be submitted in .pdf format unless specifically stated otherwise TASK 2. SURVEYS AND MAPPING
Task 2.1. Aerial Mapping (ABC)
Mark Thomas will process the Aerial mapping acquired through previous phases of work in accordance with the Caltrans ABC process. As part of the Caltrans A-B-C process, Mark Thomas will submit an “A” letter to Caltrans for approval. Based upon the approval from Caltrans we will utilize the requested datum, however it is anticipated that the Horizontal datum will be CCS 83, Epoch 2017.50 (California Coordinate System, North America Datum, 1983) and vertical datum to be NAVD 88 (North American Vertical Datum of 1988). The proposed photo control layout will be submitted to Caltrans as part of the A-B-C mapping submittal. Mark Thomas will submit a GPS report to Caltrans as part of A-B-C mapping process and secure approval from Caltrans for Submittal B.
The mapping will be digitally compiled in MicroStation formats to conform to Caltrans’ A-B-C mapping process and submitted for approval.
Task 2.2. Base Map (Optional Task)
Mark Thomas will perform a field survey to locate necessary monumentation to retrace the Right of Way lines of Hwy 116, W Cotati Ave, Alder Ave and Redwood Dr. Our research indicates that Parcel maps (PM), Records of Survey (RS) & Tract maps (TM) shown in publicly available from the Sonoma County Surveyors office will be sufficient to complete this survey. It is our understanding that no other monument ties to other maps will be necessary to complete this project other than those publicly available. Should a material discrepancy be found or evidence of a dispute with adjoiners be discovered, Mark Thomas will stop boundary survey work under the current scope and discuss options with the City to move forward with the right of way retracement. Once the locations of the Right of Way lines are retraced based on the field evidence collected, Mark Thomas will plot this boundary in a CAD file that will serve as the basis for design. Mark Thomas assumes current title reports will be required to show the locations of easements. Mark Thomas includes the acquisition of 2 title reports will be a reimbursable cost. Only easements shown in the title reports will be shown. It is assumed that boundary evidence necessary to define the boundary will be readily available. This Boundary Survey scope is limited to one (1) day of fieldwork.
Mark Thomas will produce a Right of way Base map showing existing parcel configurations and survey monuments recovered as part of a field survey overlayed with the aerial topo background. The Base map will be in accordance with the District 4 LPO guidelines and submitted to Caltrans for acceptance after review by the City. Upon receiving comments from Caltrans, Mark Thomas will address the comments and resubmit to Caltrans for final acceptance.
Addressing one round of comments is included in this scope of work.
Task 2.3. Appraisal Maps
Mark Thomas will produce an Appraisal Map Based upon proposed acquisitions determined in design, Mark Thomas will prepare two (2) sheets of appraisal maps at 1”=50’ for review and acceptance through Caltrans LPO process. The appraisal map will show the dimensions and areas of the proposed right of way takes as well as existing encumbrances/title exceptions as revealed in up to date title reports. The Appraisal map will be submitted to Caltrans for acceptance after review by the City. Upon receiving comments from Caltrans, Mark Thomas will address the comments and resubmit to Caltrans for final acceptance. The appraisal map will be used by the City or their designee (AR/WS) to perform property appraisals and negotiations with property owners.
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
Task 2.4. Legal Descriptions and Plats
Mark Thomas will prepare up to two (2) descriptions from up to two (2) owners without plat per Caltrans LPO process for acquisition of property (takes). It is assumed no Consent to Common Use Agreements or Joint Use Agreements (CCUA/JUA) are required and temporary construction easements are also excluded. Preparing legal descriptions to clear title encumbrances are not included in this scope. It is assumed that up to date title reports will be provided by the City.
Task 2.5. Record Right of Way Map (Optional Task)
Mark Thomas will prepare a preliminary Right of Way Record Map at 1”=50’ scale, up to two (2) sheets, as working documents to facilitate preparation of the revised right of way data sheet. It is assumed these maps will include ownership information, assessor parcel numbers (APNs) and approximate square footage of fee acquisitions, utility easements, and maintenance easements. Detailed dimensions will be added to show the proposed land transfers and will be submitted for review and acceptance through Caltrans LPO process.
Task 2.6. Record of Survey
Once the Right of Way Record Map is approved, Mark Thomas will prepare a Record of Survey at 1”=50’ scale up to two (2) sheets to be filed with the County to document the land transfers after construction is completed. It is assumed these maps will include the old and new ownership information, assessor parcel numbers (APNs), the recording information of the land transfer documents as well as the location of up to ten (10) monuments. The Record of Survey will be submitted for review and acceptance through Caltrans LPO process and with the County. All fees with the Sonoma County Planning Department, Surveyor or Recorder paid by Mark Thomas will be reimbursable by the City under this contract.
Task 2.7. Supplemental Topography
Mark Thomas will perform a field survey to collect pertinent accessible above ground features which will be located and documented to augment the aerial survey using conventional ground survey techniques. Ground visible features to be captured include, but are not limited to sidewalks, curb and gutter, driveways, curb ramps, fences, private utilities, storm and sewer facilities, trees, street lighting, signing, striping, and markings within the project limits. Storm and sewer will be dipped to determine invert elevations and pipe diameters within the streets around the site. Field crews will rely upon markings on utility feature lids. No utilities will be dipped other than sewer and storm. Detailed topographic surveys are limited to five (5) days of field work.
Task 2.8. Potholing
Mark Thomas shall have underground exploratory potholing conducted (via a subconsultant) to verify locations of existing utility facilities in compliance with Caltrans policy on High and Low Risk Facilities. Potholes shall be collected at tie in points and at locations of possible conflict with existing utilities to remain in place. The budget for this scope of work assumes a total of ten (10) potholes at $3,500 per pothole. The actual cost of potholing will be determined once the actual locations and required number of potholes are determined, prior to the actual work being performed.
Pothole locations shall be field surveyed. Pothole information shall be added to the final design plans to record utility mapping.
TASK 2 DELIVERABLES:
• Caltrans A, B and C Survey Mapping Submittals
• Caltrans Base Map
• Appraisal Maps (up to 2)
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
• Legal Descriptions (up to 2)
• Draft and Final Right of Way Record Map
• Draft and Final Record of Survey
• Supplemental Field topography (up to 5 days of crew time) • Potholing Report
• All deliverables to be submitted in .pdf format unless specifically stated otherwise TASK 3. CALTRANS DEER
Task 3.1. Geometric Approval Drawings (35% Plans)
Mark Thomas will make revisions to the existing 35% plans and cost estimate based on Caltrans comments. We will not progress the design past 35% but simply adjust minor details for purposes of DEER approval. Final design will commence after Caltrans approval of the DEER but can be accelerated as requested by the City during the DEER process.
Task 3.2. Stormwater Data Report
Mark Thomas will prepare a PA&ED and PS&E level Stormwater Data Report for the project. Based on the proposed project features, it is assumed that a PA&ED phase SWDR long form will be prepared. The SWDR will focus on the storm water quality issues to construct the project and implementation of appropriate temporary and permanent Best Management Practices. The PA&ED level SWDR will be included as an attachment to the DEER and updates to that document will be needed in the PS&E phase to receive final Caltrans approvals before construction.
Task 3.3. Right of Way Data Sheet
The Mark Thomas team will prepare Right of Way Data Sheets in conformance with Chapter 4 of the Caltrans Manual, for inclusion within the DEER. The right of way Data Sheet shall depict proposed right of way impacts, the approximate area calculations for the proposed acquisition, the property owner’s name(s), and utility relocation information and relocation cost estimates. It is assumed that two parcels will be permanently affected by the project.
Task 3.4. Traffic Analysis Updates
As a part of the Mark Thomas team, Fehr & Peers will update the existing traffic analysis prepared during the 35% design phase and make minor changes to the report based on Caltrans’ comments. It is assumed the analysis portion of the document will not need to be revised and no modeling work is included.
Task 3.5. Intersection Control Evaluation
As a part of the Mark Tomas team, Fehr & Peers will build on the traffic memorandum developed as part of the 35% design stage as a basis for the development of an ICE for the proposed reconfigured SR 116 and West Cotati Avenue intersection. This will include a qualitative discussion of whether a roundabout is appropriate for this intersection, citing issues with the compatibility of adjacent development projects to be phased in over time.
Task 3.6. Initial Site Assessment
As a part of the Mark Thomas team, Crawford will collect soil samples to screen for lead content in soil along the shoulder areas of Highway 116, and traffic striping samples to assess the metals content.
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
Aerially Deposited Lead (ADL): Crawford will mark sample locations for USA/811 clearance during the ISA site reconnaissance and will obtain encroachment permits from the City of Cotati. A Crawford field technician will return to the site to collect soil samples from up to 10 locations along Highway 116, at depths of 0‑6”, 12”-18”, and 24”-30” below ground surface (total of 30 soil samples). Samples will be collected with a hand auger. All samples will be analyzed for total lead by EPA Method 6010, and eight samples will be analyzed for pH by EPA Method 9045. Samples with total lead concentrations that exceed 50 milligrams/kilogram will be further analyzed for soluble lead using the WET and TCLP methods. For budgeting purposes, we assume that 10 samples will require analysis for soluble lead.
Traffic Striping: Crawford will collect three samples of both white and yellow thermoplastic traffic striping material. All samples will be analyzed for lead, and the yellow striping samples will also be analyzed for chromium (EPA Method 6010).
The ADL and traffic striping sampling results will be included in the ISA report.
Crawford will prepare a Phase 1 Initial Site Assessment (ISA) to evaluate the project area and adjacent properties for evidence of recognized environmental conditions (RECs) and/or potential RECs that may significantly impact the constructability, feasibility, and/or cost of the project. The ISA will be prepared in accordance with the procedures set forth in Caltrans’ Standard Environmental Reference, Chapter 10, and ASTM E1527-21. The ISA will include the following elements:
Records review: Crawford will contract with Environmental Risk Information Service (ERIS) to conduct a computerized search of federal, state, local, and tribal environmental agency database records. These database records will be reviewed for information pertaining to the subject property, and properties within ASTM standard search radii applicable to each database. The databases searched will include, at a minimum, all databases specified in ASTM E1527-
21. Physical Setting Review: The ISA will also include a summary of geologic conditions underlying the subject property and vicinity based on readily available geologic mapping from the US Geological Survey and the California Geological Survey; and a summary of hydrogeologic conditions (including depth to groundwater and regional groundwater flow, if readily available) based on information from websites maintained by the State of California.
Historical Land Use Review: ERIS will provide historical aerial photographs, historical USGS topographic maps, city directories, and Sanborn fire insurance maps (where available) for the subject property and vicinity. Crawford will review these data to develop a history of general property uses for the project alignment and surrounding parcels back to the alignment’s first development, or 1940, whichever is earlier.
Site Reconnaissance: Crawford will perform a driving and walking reconnaissance of the subject parcel and vicinity to observe current conditions. Conditions on adjacent parcels will be observed from the public right-of-way. The reconnaissance will include observations of geologic, hydrogeologic, and topographic conditions; uses and storage of hazardous materials and wastes within and adjacent to the project alignment; and general conditions with regard to the presence of underground and above ground storage tanks, drums, wells, electrical equipment, stockpiled soil, vegetation, odors, and sewage/waste disposal, as appropriate.
Interviews: Where warranted by observations and data, Crawford will make reasonable attempts to interview current and past property owners, tenants, and key site mangers where names and contact information is provided. Crawford many also contact City of Chico or Butte County Environmental Health Department personnel to inquire about SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
department knowledge pertaining to the project alignment or properties in the project vicinity, as warranted by the findings and reconnaissance.
Report of Findings: A report documenting our assessment will be prepared for the project. The report will include, but not necessarily be limited to, the following:
• Description of the subject property and vicinity;
• Summary of the physical setting, local geologic conditions, and hydrogeologic conditions; • Summary of the historical record review and historical site usage; • Findings from the records review;
• Site reconnaissance observations;
• Interview results;
• Photographs of significant items of environmental concern observed during the site reconnaissance (if any); • Findings, Opinions, and Conclusions on potential impacts: including a summary of RECs, and a discussion of significant data gaps and data failures; and
• Recommendations: As warranted by the findings for additional investigation and/or sampling for potentially hazardous materials.
One round of City and Caltrans reviews are assumed with the scope.
Task 3.7. Geotechnical Design and Materials Report
As a part of the Mark Thomas team, Crawford will prepare a Geotechnical Design and Materials Report based on current Caltrans standards. Crawford will determine exploration locations, site access, and mark our exploration locations for USA North 811. Obtain a Sonoma County Environmental Health Permit for our borings and no-fee Cotati and Caltrans Encroachment Permits.
Crawford will conduct a subsurface exploration program to characterize the subsurface conditions for the roadway widening, retaining walls, at-grade bicycle lanes, and sidewalks. Four to five borings (5 to 20 ft deep) will be drilled at the proposed retaining wall locations. The drilling contractor will advance these borings with a truck and/or track mounted drill rig using 6 to 8-inch-diameter hollow, solid stem augers, and/or rotary wash methods. Standard Penetration Testing (SPT) and California Modified sampling will be performed within borings to obtain samples and blow count information. A Crawford engineer/geologist will direct the sampling and log the borings consistent with current Caltrans procedures/requirements. At a minimum, we will sample at 5-foot intervals.
Four to five borings (up to 3 ft deep) will be advanced with hand auger equipment at the roadway widening. Bulk samples will be obtained from these borings for laboratory testing.
We will deliver the samples to the laboratory for strength and classification testing. Surface and groundwater conditions will be noted where encountered. Traffic control is expected to include shoulder closures and lane closures with flaggers. The borings will be backfilled per County requirements.
Crawford will complete the following laboratory tests on bulk and relatively undisturbed samples obtained from the exploratory borings (as appropriate):
• Moisture Content and Unit Weight;
• Unconfined Compression and/or Direct Shear testing;
• Sieve Analysis and Plasticity Index;
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
• R-value;
• Resistivity, pH, Sulfate Content, and Chloride Content for soil corrosivity analysis; and • Expansion Index
Crawford will perform engineering analysis for bearing capacity and settlement, slope stability at retaining walls, equivalent fluid forces including passive and active earth pressures, site seismicity including, probabilistic procedures consistent with current Caltrans Seismic Design Criteria to determine the site acceleration response spectrum (ARS) and liquefaction potential; and pavement section recommendations (based on Traffic Index values and growth rates provided by the design team).
Crawford will prepare a GDR consistent with current Caltrans Standards for the earth retaining structures. The report will include: scope of work and project description; physical setting, including topography, drainage and regional/local geology; summary of subsurface soil and groundwater conditions; slope stability; corrosion evaluation; seismic evaluation consistent with current Caltrans ARS standards; laboratory test results; grading recommendations; foundation recommendations; equivalent fluid weight recommendations; construction considerations; Vicinity Map; Site Plan with boring locations; Boring logs and legend. Crawford will address one round of City and Caltrans comments before finalizing the report.
Crawford will prepare a Materials Report consistent with current Caltrans Standards for the roadway widening. The report will include: scope of work and project description; pavement analysis following CalME; and pavement recommendations. Crawford will address one round of City and Caltrans comments before finalizing the report.
Task 3.8. Design Standard Decision Document
Mark Thomas will identify the proposed geometric features that do not meet the Caltrans design standards described in the latest Highway Design Manual (HDM). The Design Information Bulletin (DIB) 78 checklist will be completed and design features not meeting current HDM standards will be documented in the DSDD. A total of three (3) submittals to Caltrans are assumed. It is assumed a minimal Highway Safety Analysis will be performed to support the non-standard feature approval as a part of the DSDD.
Task 3.9. Transportation Management Plan
Mark Thomas will develop a Transportation Management Plan (TMP) for the Project. We assume this Project will require a “Minor TMP” as defined by Caltrans Transportation Management Plan Guidelines (November 2015). This document will include a description of planned detours, rerouting, temporary closures, and full closures for State Route 116. We will include a discussion of any impacts to transit routes, school bus routes, emergency vehicle access, access to US 101, and bicycle and pedestrian facilities through the construction area. We anticipate lane closure charts will not be required as part of this effort since the project would be expected to provide a full lane of traffic in each direction with shoulders during construction.
Task 3.10. DEER Preparation
The Mark Thomas team will prepare a Design Engineering Evaluation Report (DEER) for submittal to Caltrans based on the latest template. The technical reports noted above will be attachments to the DEER and summarized in the body of the report. The DEER is a streamlined document that is anticipated to be no more than 10 pages long (not including attachments). Section in the report include:
• Introduction
• Background
• Purpose and Need
• Right of Way and Utilities
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
• Traffic, Maintenance and Operations Impacts
• Proposed Scope of Work
• Structure Information
• Other Considerations as Appropriate
• Project Personnel
• Attachments
We anticipate the following attachments will be need to support the DEER:
• Vicinity Map
• Geometric Approval Drawings (35% plans)
• Stormwater Data Report
• Right of Way Data Sheet
• Environmental Document (CEQA only)
• Traffic Analysis
• Intersection Control Evaluation
• Initial Site Assessment
• Geotechnical Design and Materials Report
• Design Standard Decision Document
• Transportation Management Plan
• Construction Cost Estimate
We assume two rounds of review (with consolidated comments from functional units) from Caltrans before DEER approval.
TASK 3 DELIVERABLES:
• Geometric Approval Drawings (35% plan updates)
• Draft and Final SWDR
• Draft and Final Right of Way Data Sheet
• Traffic Analysis Updates
• Draft and Final ICE
• Draft and Final ISA
• Draft and Final GDMR
• Draft and Final DSDD
• Draft and Final TMP
• Draft and Final DEER
• All deliverables to be submitted in .pdf format unless specifically stated otherwise TASK 4. FINAL DESIGN
Task 4.1. Utility Coordination
Mark Thomas will Mark Thomas will use USA North and other tools to retrieve a list of utilities that may be affected by the project. Based on the list Mark Thomas will send out utility request letters ("A" letters). Mark Thomas will then create and update a utility matrix for the project to track the status of record requests. Provided mapping will be forwarded and the matrix will be provided 30 days after A letter. Mark Thomas will follow up once with utility companies that have not responded and provide additional mapping received 60 days after A letters.
Mark Thomas will take the provided utility mapping and compile it into a utility base map to facilitate design efforts.
Underground utility mark out and detection is excluded under this scope of work. Utilities will be drafted against base mapping schematically and updated once supplemental surveys are completed. Conflicts will be discussed with each utility provider, and proposed solutions/relocations will be discussed.
A Utility Conflict Exhibit will be prepared showing the proposed improvements and potential utility conflicts. This information will be used as the basis for the formal Utility Certification Process with approvals through Caltrans. It is SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
assumed a Utility Policy Variance Request (UPVR) will not be required. All utility relocation design will be provided by the utility companies and is not included in this scope of work.
Task 4.2. Right of Way Acquisition
As a part of the Mark Thomas team, Associated Right of Way Services, Inc. (AR/WS) will provide right of way services for the project. The subject properties are identified as:
• APN 144-050-004 City of Cotati (8214 GRAVENSTEIN HWY COTATI, CA 94931) • APN 144-050-005 JBP Investments Properties, Inc. (8356 GRAVENSTEIN HWY COTATI, CA 94931) We assume a land swap would occur between the City and the private property owner listed above. The acquisition from the private owner is assumed to be along the western-most corner of APN 144-050-005. The land swap would involve the City granting this owner the eastern-most corner of APN 144-050-004 and the acquisition will not result in damages to the remainder parcel. As the project is within SR 116 we assume the project is considered by Caltrans to be an “On-System” and will require Caltrans oversight, conformance to the Caltrans Right of Way Manual and Right of Way Certification. This means a final appraisal map and signed Certificate of Sufficiency will be provided prior to initiation of appraisal services, and we have budgeted 20 hours for coordination on the newly implemented Caltrans Real-Time Compliance Monitoring (RTCM).
Right of Way: AR/WS will provide Draft Right of Way Certification for approval by the City, in accordance with the Caltrans Right of Way Manual and submit supporting documentation along with the Right of Way Certification. Supporting documentation may include right of way contracts, Orders for Prejudgment Possession, diary notes, right of way sufficiency forms, Agreements for Possession and Use, and deeds.
Appraisal: AR/WS will prepare appraisals in accordance with California Eminent Domain Law; California Government Code Section 7260 et seq.; Uniform Standards of Professional Appraisal Practice requirements, except as jurisdictionally exempt; the Caltrans Right of Way Manual; and 49 CFR, Part 24. The owner or a designated representative will be invited by the appraiser to accompany him/her during the inspection of the property. Appraisals to be prepared in an Appraisal Report format in accordance with Uniform Standards of Professional Appraisal Practice, Standard Rule 2-2 and are for the “Fair Market Value” of the properties as per California Code of Civil Procedure, Section 1263.320. In accordance with the California Code of Civil Procedure Section 1263.330, the market value of the property acquired will not include consideration of any increase or decrease in the value of the property that is attributable to any of the following:
• The project for which the property is taken;
• The eminent domain proceeding in which the property is taken; • Any preliminary actions of the acquiring authority relating to the taking of the property.
If revisions are made to the property or assignment requirements during the appraisal process or upon completion of the report, appraisal time to address these revisions will be a supplemental service.
Appraisal Review: Appraisal review will be required and AR/WS proposes to subcontract with a qualified independent review appraiser for these services. Upon receiving appraisal reports, an office review of the reports using the various standards prescribed by the Federal and State Uniform Acts, Federal Highway Administration, Caltrans appraisal procedures, Uniform Standards of Professional Appraisal Practice (USPAP) and the California Eminent Domain codes will be completed.
Review appraiser will provide comments to the appraiser for discussion and will communicate with the appraiser to clarify SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
potential issues and resolve problems. Upon satisfactory completion of the appraisal reports, an appraisal review report will be prepared.
Negotiations and Acquisitions: AR/WS will prepare acquisition documents. Said documents include, but are not limited to:
offer letter, summary statement pertaining to the acquisition of real property or an interest therein, purchase agreement, deed, and public acquisition brochure. AR/WS will initiate and maintain individual acquisition files. All acquisition documents to receive City’s written approval as to form prior to use in the field. Per Section 102 of the California Streets and Highways code a copy of the appraisal report will be provided to the property owner. Upon receipt of a signed Certificate of Sufficiency and approval of acquisition documents by the City, AR/WS will present a written offer and initiate negotiations.
AR/WS will present approved written offer to the property owner.
AR/WS will negotiate to acquire one partial acquisition identified by the City, as a part of a land swap between the property owner and the City. We are assuming there will be negotiations with 1 property owner. All discussions for the acquisition of property or an interest therein will be directed to result in the payment of just compensation. If settlement with owner is reached pursuant to the City approved appraisal or City approved administrative settlement, AR/WS will prepare a Memorandum of Settlement for transmittal to the City, reviewing the issues. This memorandum will require City’s written approval before implementation of any settlement agreement. AR/WS will make every reasonable effort to acquire property on behalf of the City expeditiously through agreement with its owner and to avoid litigation. This may necessitate greater levels of effort in the negotiations phase and, where appropriate, should continue after eminent domain has been initiated.
City will provide ongoing feedback to AR/WS as to authorization for settlements. AR/WS will establish a process of coordinating escrow closings and reviewing escrow instructions. Where there are escrow closings, preparation of escrow instructions will be completed by title company. Approval of conditions of title and escrow instructions, including but not limited to, “subject to” title exceptions, will be done by the City. If agreement with owner cannot be reached, AR/WS will advise the City that negotiations have reached an impasse. The City will consider scheduling of an action in eminent domain including the required public necessity hearing. AR/WS will provide condemnation support as needed and requested, budget allowing.
Task 4.3. Drainage Report
Mark Thomas will prepare a roadway drainage report in the form of a technical memo containing the required drainage report elements as required by Caltrans District 4 and submit it to the City and Caltrans for review. The report will include a delineation of existing and proposed drainage shed areas, calculations for proposed drainage conditions (based upon the Rational Method), and calculations for proposed pipe sizes, inlet locations, and outfall areas based upon proposed modifications to the existing drainage system within the project limits along SR 116 within Caltrans operating right of way.
This scope assumes that design storm tailwater Hydraulic Grade Line (HGL) information will be available from Caltrans.
Draft drainage calculations will be included with the 65% submittal and the draft and final drainage report will be submitted with the 95% and 100% submittals respectively. Mark Thomas will address and respond to comments received on each submittal. This scope assumes no trunk line drainage system modification will be required. It is assumed a preliminary drainage report is not required for DEER approval.
Task 4.4. Resource Agency Permitting & NEPA Coordination As a part of the Mark Thomas team, M-Group will lead the permitting and related environmental updates. M-Group will prepare environmental documentation for the project upon which Caltrans can rely for NEPA purposes. We will assist with assembling and submitting materials to Caltrans including completion of the Categorical Exclusion Checklist and the Preliminary Environmental Studies (PES) form. It is expected that the environmental documentation will support a Notice of Exclusion (NEPA CE). This Task includes coordination with the project team, technical specialists (as warranted), and Caltrans SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
Local Assistance, and submittal of environmental documents to Caltrans including the Exclusion Checklist and supporting materials.
M-Group anticipates that technical studies, which are identified below, will include biological and cultural resources and a tree inventory. M-Group routinely partners with Monk & Associates and Evans & De Shazo to perform biological and cultural resource evaluations, respectively. This task includes M-Group’s management and oversight of the technical studies to be performed by subconsultants.
Monk & Associates, Inc. (M&A) will complete the following tasks required to assist with acquisition of biological permits for the proposed project:
• Nationwide Permit (NWP) application package for the U.S. Army Corps of Engineers (USACE) pursuant to Section 404 of the Clean Water Act.
• Biological Assessment (BA) for use by the Corps to facilitate Section 7 Endangered Species Act consultation and obtain an Incidental Take Permit from the U.S. Fish and Wildlife Service (USFWS). • Application for California Regional Water Quality Control Board Certification of Water Quality (RWQCB). • Alternatives Analysis to Support the RWQCB Application.
M&A would prepare a Preconstruction Notice (i.e., permit application package) as necessary to seek verification from the Corps that the project meets conditions necessary to use a Nationwide Permit (NWP). To be granted authorization under the NWP Program, the extent of project impacts to waters of the U.S. must remain below 0.5-acre.
Facilitate Federal Endangered Species Act (FESA) Section 7 Consultation by and between the Corps and the U.S. Fish and Wildlife Service: The USACE will require that a BA be prepared that would facilitate the Section 7 Consultation between the USACE and the USFWS. Impacts to and mitigation for suitable habitat for the California tiger salamander (CTS) (Sonoma County Distinct Population Segment) (Ambystoma californiense) and Sebastopol meadowfoam (Limnanthes vinculans), both being state and federally listed species, will be the challenging aspect of preparation of the BA. The BA will have to provide a mitigation plan that is satisfactory to the USFWS, and the USFWS will either have to issue a “non-jeopardy” Biological Opinion or append the project to the 2020 Programmatic Biological Opinion to the USACE prior to the time that the USACE can authorize a permit for the proposed project. Such a mitigation plan will likely entail the purchase of mitigation credits from a resource agency approved conservation bank(s). M&A will assist with locating CTS and rare plant mitigation credits from a suitable Conservation Bank for the project. It should be noted that the USFWS now requires mitigation credits to be purchased from Sebastopol meadowfoam Core Area or as approved by the USFWS. The conditions of the BO would then be incorporated by the Corps into its permit authorizing the project.
Pre-filing Meeting with the Corps and the RWQCB: Under regulations that became effective September 11, 2020, before submitting a request for a Section 401 Certification, a project applicant must request a pre-filing meeting at least 30 days prior to submitting the Section 401 Certification request. The RWQCB will determine if the meeting will be held or not, but it is required to submit the request.
RWQCB Application Package for Certification of Water Quality and/or Waste Discharge General Permit Applicability:
This application package cannot be submitted to the RWQCB until the project is fully approved by the City of Cotati pursuant to the CEQA. This task includes preparing and submitting an application to the RWQCB for a Clean Water Act Section 401 certification of water quality and for use of the SWRCB’s General Waste Discharge Requirements General Permit. Note that no Corps permit is operable without the Section 401 certification of water quality from the RWQCB.
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
Please note that the project Civil Engineer will be required to provide M&A with a PDF of the project’s Storm Water Low Impact Development Plan (SWLID). The RWQCB will insist that the SWLID meet the National Discharge Elimination System (NPDES) C3 National Pollutant Discharge Requirements. The project civil engineer is responsible for developing the SWLID.
The RWQCB will also require:
• 404(B)(1) alternatives analysis completed in accordance with federal guidelines (per Task 3 below), • Acceptable waters of the State compensatory mitigation proposal; and • Copy of the final documentation of CEQA compliance (that is, a CEQA Notice of Determination).
Preparation of an Alternatives Analysis Report to Support RWQCB Application: The Section 404(b)1 Guidelines prohibit all discharges of fill material into regulated waters of the United States (and now waters of the State), unless the discharge constitutes the least environmentally damaging practicable alternative (the “LEDPA”) that would achieve the basic and overall project purpose. As of May 28, 2020, the State Water Resources Control Board, which has control over all RWQCBs, has formally adopted the Clean Water Act 404(b)1 Guidelines heretofore previously only enforced by the USACE for projects exceeding 0.5-acre of impact or more than 300 lineal feet of impacts to drainage. The RWQCB requires that a Section 404(b)1 Alternatives Analysis (AA) be prepared and submitted with the 401 Certification of Water Quality Permit application when projects impact (even minimal) waters of the State. And, depending upon the scope/type of impact, they also may require a thorough discussion of onsite and offsite alternatives in line with the 404(b)1 Guidelines. This is clear upon review of both the Procedures and the Implementation Guidance which relies heavily on multiple references relating to the 404(b)1 process as long exercised by the USACE. However, the RWQCB AA does not depend on a half-acre threshold of impacts.
Rather, depending on the acreage of project impacts to waters of the State and the type of waters of the State (i.e., wetlands), the project falls into three different “tiers” and each tier level has different analysis requirements that must be followed. Unfortunately, these three tiers have extraordinarily low thresholds for impacts. The tiers run from Tier 3 (highest level) down to Tier 1 (lowest) and all tiers are explained in greater detail below. M&A’s efforts to prepare a RWQCB styled Alternatives Analysis will be tailored to the tier discussions below.
Tier 3 projects include any discharge of dredged or fill material that directly impacts more than two-tenths (0.2) of an acre or 300 linear feet of waters of the State, rare, threatened or endangered species habitat in waters of the State, wetlands or eel grass beds, or Outstanding National Resource Waters or Areas of Special Biological Significance and is not a project that inherently cannot be located at an alternate location. Tier 3 projects shall provide an analysis of off-site and on-site alternatives.
Tier 2 projects include any discharge of dredged or fill material that directly impacts more than one tenth (0.1) and less than or equal to two tenths (0.2) of an acre or more than and less than or equal to 300 linear feet of waters of the State unless it meets the criteria for a Tier 3 project, or for any project that inherently cannot be located at an alternate location (unless it meets the size requirements set forth in Tier 1). Tier 2 projects shall provide an analysis of only on-site alternatives. For routine operation and maintenance of existing facilities, analysis of on-site alternatives is limited to operation and maintenance alternatives for the proposed project.
Tier 1 projects include any discharge of dredged or fill material that directly impacts less than or equal to one tenth (0.1) of an acre or less than or equal to 100 linear feet of waters of the State, unless it meets the criteria for a Tier 3 project. Tier 1 projects shall provide a description of any steps that have been or will be taken to avoid and minimize loss of, or significant adverse impacts to, beneficial uses of waters of the State.
M&A believes that the project will be Tier 2 due to the fact that, while there are wetlands which will be impacted as part of the project, the project inherently cannot be relocated.
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
Evans and De Shazo (EDS) will prepare Area of Potential Effect (APE) maps, a Historic Property Survey Report (HPSR), Archaeological Survey Report (ASR), and, if required, an Historic Resources Evaluation Report (HRER) in accordance with Caltrans requirements to assist in complying with applicable federal and state laws regarding cultural resources, including Section 106 of the National Historic Preservation Act (NHPA) and CEQA for the project. EDS will utilize the previous NWIC record search, literature review, Sacred Lands Inventory, results of the outreach to local tribes and historical societies, and pedestrian field survey to complete the required ASR and HPSR for the Project.
Task 4.5. Maintenance Agreement Support
Mark Thomas will provide support to the City to obtain a Freeway Maintenance Agreement with Caltrans for the SR 116. We will prepare one exhibit for the corridor along SR-116 that will be used an as attachment (Exhibit A) to the Freeway Maintenance Agreement. The exhibit should also be able to be used for the Electrical Maintenance Agreement that will be required for the new signal at SR-116 and West Cotati Avenue.
Task 4.6. Landscape Concept Plan
Mark Thomas will identify key aesthetic features, and green infrastructure opportunities within the project limits and explore options with the City to refine these design features. Through this effort, we will coordinate the drainage features for appropriate strategies that will be required to meet stormwater treatment requirements. This task will include preparation of one landscape concept plan. The landscape concept plan will include aesthetic inspiration photos to assist in developing placemaking and green infrastructure opportunities. The landscape concept plan will show tree placement and ground plane massings on up to two sheets. The landscape concept plan will be color-rendered and will include a recommended plant palette. City comments will be incorporated into the final plan and will be approved before 65% design begins.
Task 4.7. 65% PS&E
Mark Thomas will prepare 65% PS&E consistent with the Caltrans Project Development Procedures Manual, Drafting Standards, and Highway Design Manual as well as City standards, design criteria and other codes as appropriate for a locally sponsored, funded encroachment permit project utilizing the Caltrans DEER Process as described above. At each development stage of the PS&E, plans will include the preparation of the following roadway, structure and electrical engineering plans with associated sheet count.
Sheet Count Sheet Type
1 Title
3 Typical Sections
1 Project Control Diagram
1 Key Map
2 Layouts
6 Construction Details
2 Retaining Wall Plans and Details
2 Temporary Water Pollution Control Plans and Details
2 Drainage Plan
2 Drainage Profiles
3 Drainage Details
1 Drainage Quantities
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
2 Utility Plan
2 Utility Details
4 Stage Construction
4 Traffic Handling
1 Construction Area Signs
2 Pavement Delineation and Sign Plans
1 Sign Quantities
6 Electrical Plans and Details
16 Landscape and Irrigation Plans and Details
2 Summary of Quantities
66 Total
Roadway and Landscape Plans: Task shall include updating the existing 35% plans and creating and developing plan details not included in the 35% submittal. Tasks shall include preparation of all plans as described above except electrical plans.
Electrical/Signal Plans: As a part of the Mark Thomas team, F&P will develop traffic signal and lighting plans for the new traffic signal and pathway lighting. Using topographic survey and basemapping, we will develop a signal design plan and lighting plans using Caltrans plan format. Our 65% design plans will show locations of proposed above ground signal and electrical equipment using Caltrans standard symbology. We anticipate developing our plans using proposed roadway design files as a basis for our work. Our 65% signal plans will depict the following elements:
• Location and type of proposed traffic signal poles, signal heads, detectors, pull boxes, conduits, conductors, and traffic signal cabinet
• Proposed signal phasing diagram
• Proposed pedestrian traffic signal equipment
• Locations of existing and proposed intersection/crosswalk safety lighting (connected to the traffic signal system)
• Existing and proposed traffic signal interconnect equipment The conduit and conductor schedule and itemized engineer’s estimate will not be completed for this submittal. It is assumed that the proposed traffic signal plans will not require custom foundation design.
Our lighting plans will depict the location and type of proposed pathway lighting, proposed locations to establish service, pull boxes, conduits, and service equipment enclosure(s). The conduit and conductor schedule and itemized engineer’s estimate will not be completed for this submittal. 65% Specifications: The Mark Thomas team shall prepare 65% technical specifications. Technical specifications shall be prepared as special provisions using Caltrans 2024 Standard Specifications format and will be draft specifications at the 65% submittal stage. Mark Thomas shall utilize Caltrans standard special provisions (SSPs) except where they are unavailable or when the City provides alternative standard special provisions. Specification edits shall not follow Caltrans Office Engineer editing format (i.e. Caltrans editing macros and hidden text). No justification or approvals for non-conforming edits will be provided (i.e. no NSSP approvals shall be required or sought).
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
65% Quantities and Estimate: Using Caltrans standard bid items and measurement quantities, the Mark Thomas team shall quantify the required bid item quantities for elements of work shown on the 65% plans and as specified in the 65% special provisions. Unit bid price estimates will be based upon appropriate recently published bid prices as posted on Caltrans website and other recent, relevant local agency project bids.
Task 4.8. 95% PS&E
The Mark Thomas team will prepare 95% PS&E as a checked, detailed, complete set of plans, technical specifications and estimate. Mark Thomas shall provide responses to 65% comments and attend a comment review/ resolution meeting at the outset of the 95% PS&E task.
Review and respond to 65% Comments: The Mark Thomas team will review, respond and resolve comments received from City, Caltrans and other approving/ commenting agencies on the 65% submittal. 95% Roadway and Landscape Plans: Task shall include updating 65% and incorporating comments received, checking details and further developing unresolved details or design issues not resolved as part of the 65% submittal. Tasks shall include preparation of all plans as described above except electrical plans. 95% Electrical/Signal Plans: F&P will revise the 65% plans and prepare the traffic signal plans and special provisions as part of the 95% PS&E.
95% Specifications: The Mark Thomas team shall prepare 95% technical specifications by editing and revising the 65% technical specifications.
95% Quantities and Estimate: The Mark Thomas team shall prepare an independent quantity calculation takeoff based upon the 95% plans and specifications. Mark Thomas shall maintain a hard copy record of the 95% quantity calculations. Mark Thomas will update unit prices as appropriate.
Task 4.9. 100% PS&E
The Mark Thomas team will prepare 100% PS&E as a draft final set of bid ready, complete bid documents. The Mark Thomas team shall provide responses to comments and attend a comment review/resolution meeting at the outset of the 100% PS&E task.
Review and Respond to 95% Comments: The Mark Thomas team will review, respond and resolve comments received from the City, Caltrans and other approving/commenting agencies on the 95% submittal. 100% Plans, Technical Specifications, Quantities and Estimate: Task shall include updating the 95% PS&E, incorporating comments received. The Mark Thomas team shall prepare an independent quantity calculation takeoff based upon the 100% plans and specifications. The Mark Thomas team will update unit prices as appropriate.
This scope assumes that Mark Thomas will provide the City a complete set of technical specifications only for incorporation into the City’s boilerplate bid and other front end documents.
Task 4.10. Bid Documents
The Mark Thomas team will prepare Bid Documents as a set of bid ready, complete documents.
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
Review and respond to 100% Comments: The Mark Thomas team will review, respond and resolve comments received from the City, Caltrans and other approving/commenting agencies on the 100% submittal.
Update Final Plans, Technical Specifications, Quantities and Estimate: The Mark Thomas team will update the 100% plans, specifications and estimate, incorporating comments received. Mark Thomas shall verify the final bid quantities and perform independent spot checks of quantities based upon the 100% plans and specifications. Mark Thomas will update unit prices as appropriate.
TASK 4 DELIVERABLES:
• Utility Coordination (ABC Process)
• Draft and Final Right of Way Certification
• Draft and Final Appraisal Report
• Draft and Final Appraisal Review Report and Certification • Draft and Final Acquisition Documents
• Memorandum of Settlement and Signed Agreement (upon settlement) • Negotiation Impasse Notice (if needed)
• Nationwide Permit (NWP) application, USACE - Section 404 of the Clean Water Act. • Biological Assessment (BA), USACE Section 7 Endangered Species Act consultation w/USFWS • California RWQCB Certification of Water Quality application • Alternatives Analysis for RWQCB application.
• Draft and Final Preliminary Environmental Studies (PES) form • Draft and Final Area of Potential Effect (APE) maps
• Draft and Final Historic Property Survey Report (HPSR) • Draft and Final Archaeological Survey Report (ASR)
• Draft and Final Historic Resources Evaluation Report (HRER) if required • Draft and Final FMA Exhibit A
• Draft and Final Landscape Concept Plan
• 65% PS&E
• 95% PS&E
• 100% PS&E
• Bid Documents
• All deliverables to be submitted in .pdf format unless specifically stated otherwise TASK 5. BID SUPPORT
Task 5.1. Design Support During Bidding
The Mark Thomas Team will attend the pre-bid meeting and be available to answer questions during the bidding process as well as prepare addenda as necessary. After bids have been received by the City, the Mark Thomas Team will assist in bid review and analyzation and make a recommendation regarding the award of the construction contract. This task will be billed on a time and materials basis up to the budget provided as an accurate estimate of the work involved cannot be determined at this time.
TASK 5 DELIVERABLES:
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
• Responses to bidder RFI’s and addendums as necessary
• All deliverables to be submitted in .pdf format unless specifically stated otherwise
ASSUMPTIONS & EXCLUSIONS
• A cooperative agreement between the City and Caltrans is not required • SR 116 in the project area is considered a rural, conventional highway • Caltrans project approval will come through the DEER process and not full project development • Datum or unit conversion of base mapping, as-builts, and centerlines are not included • Any reports not specifically noted in this scope of work are not included • CEQA clearance will be completed by the City under separate contract and provided to the project team • NEPA clearance will be completed through Caltrans Local Assistance after DEER approval • Resource Agency permit fees will be paid directly by the City • No special-status species (e.g., threatened or endangered species) need to be surveyed • Construction monitoring for mitigation or habitat impacts is not included • The project will utilize local funds for design and use a blend of local and federal funds for construction • Non-standard retaining walls or bridges will not be utilized • Caltrans will provide access to the CalMe software
• Assessment and rehabilitation of existing pavement is not included in this scope • A preliminary drainage report is not required for the DEER • A Caltrans Utility Policy Variance Request (UPVR) is not required • Design Support during Construction (DSDC) is not included in the scope but will be added a later date when the construction of the project is awarded to a contractor • Community outreach and/or engagement is not required