1401 Willow Pass Road Suite 500 Concord, CA 94520-7964 925.827.4900 f.866.356.0998 weareharris.com (Email to [email protected])
Date: April 22, 2025
Craig Scott
DPW/City Engineer
City of Cotati
201 West Sierra Avenue
Cotati, CA 94931
Engineering Design Services for the
2026 Pavement Preservation Project
Dear Craig:
Harris & Associates (Harris) is pleased to present this proposal for civil engineering design services for the 2026 Pavement Preservation Project as requested. The following will present an outline of our proposed scope of services. We have provided a Scope of Work Matrix in Attachment A. It is our intent that this outline provides enough detail, so our approach is clearly defined. It should be noted that this scope is based on the latest 5 Year Paving CIP Update for FY25/26 to FY30/31, corresponding with City Staff and our understanding of the project schedule (to be constructed in August 2025).
PROJECT UNDERSTANDING
This project will include the preservation streets listed in YR 2026 and YR 2027 of the current 5 Yr CIP Paving Update (dated 3/13/25).
YR 2026 estimated construction cost = $541,114
YR 2027 estimated construction cost = $595,834
Grand total for both years = $1.15M which is slightly above the anticipated construction budget = $1.125M.
There are twenty-two (22) street segments that will receive slurry seal, crack seal, and base repairs (dig outs) as part of the preventative maintenance program. Fieldwork will be performed, and PS&E documents will be developed.
The following streets will be included in the project limits with approximate costs per the latest 5 Year Paving CIP Update for FY25/26 to FY30/31:
1401 Willow Pass Road Suite 500 Concord, CA 94520-7964 925.827.4900 f.866.356.0998 weareharris.com Street Name Begin End Length
(LF) Treatment Approx. Cost
FY2026 Slurry Seal
Arthur St East Sierra E Cotati Ave 600
Dig Out 10%,
Crack Seal,
Slurry Seal
$26,970
East Cotati Ave Baytree Ct Beverly Dr 1092
Dig Out 10%,
Crack Seal,
Slurry Seal
$122,541
East Cotati Ave Beverly Dr RR Tracks 1173
Dig Out 10%,
Crack Seal,
Slurry Seal
$131,631
East Cotati Ave RR Tracks City Limits 679
Dig Out 10%,
Crack Seal,
Slurry Seal
$76,195
Fehler Lane Valparaiso Ave Jagla St 807
Dig Out 10%,
Crack Seal,
Slurry Seal
$28,339
Jagla St Fehler Lane Valparaiso Ave 1,180
Dig Out 10%,
Crack Seal,
Slurry Seal
$56,355
Olaf St West Sierra Ave William 589
Dig Out 10%,
Crack Seal,
Slurry Seal
$28,130
Santero Way East Cotati Ave 750ft South of
East Cotati Ave 750
Dig Out 10%,
Crack Seal,
Slurry Seal
$37,925
Santero Way 750ft South of
East Cotati Ave
1575ft South of
East Cotati Ave 825
Dig Out 10%,
Crack Seal,
Slurry Seal
$33,027
Subtotal FY2026 Slurry Seal 7,695 LF $541,114
FY2027 Slurry Seal
Benson Ln Bridge Loretto Ave 160
Dig Out 10%,
Crack Seal,
Slurry Seal
$5,428
Lakewood Ave Lincoln Ave La Salle Ave 1800
Dig Out 10%,
Crack Seal,
Slurry Seal
$87,609
Larch Ave Lincoln Ave La Salle Ave 1,425
Dig Out 10%,
Crack Seal,
Slurry Seal
$69,357
La Salle Ave East Cotati Ave Larkspur Ct 1,000
Dig Out 10%,
Crack Seal,
Slurry Seal
$63,183
1401 Willow Pass Road Suite 500 Concord, CA 94520-7964 925.827.4900 f.866.356.0998 weareharris.com Street Name Begin End Length
(LF) Treatment Approx. Cost
La Salle Ave Larkspur Ct Loretto Ave 980
Dig Out 10%,
Crack Seal,
Slurry Seal
$61,919
Lincoln Ave Loretto Ave La Salle Ave 840
Dig Out 10%,
Crack Seal,
Slurry Seal
$45,840
Lincoln Ave La Salle Ave City Limits 884
Dig Out 10%,
Crack Seal,
Slurry Seal
$48,241
Linden Ave Lincoln Ave Larch Ave 722
Dig Out 10%,
Crack Seal,
Slurry Seal
$35,141
Linden Ct Linden Ave End 285
Dig Out 10%,
Crack Seal,
Slurry Seal
$13,871
Loretto Ave Benson Ln Lincoln Ave 741
Dig Out 10%,
Crack Seal,
Slurry Seal
$36,066
Loretto Ave Benson Ln La Salle Ave 970
Dig Out 10%,
Crack Seal,
Slurry Seal
$47,212
ORH William West Sierra Ave 800
Dig Out 10%,
Crack Seal,
Slurry Seal
$81,967
Larkspur Ct La Salle Ave End 180
Dig Out 20%,
Crack Seal,
Slurry Seal
$12,845
Subtotal FY2027 Slurry Seal 10,787 LF $608,680
TOTAL 18,482 LF $1,149,793
We have generated a map of the listed streets above. See Exhibit 1 The city’s total construction budget is $1.125M. The above costs include 10% Design fee, 10% Construction fee, and 15% Contingency.
PROJECT SCHEDULE
The tentative design schedule is shown below:
• May 1, 2025 – NTP (tentative)
• May 5, 2025 to May 9, 2025 – Fieldwork
1401 Willow Pass Road Suite 500 Concord, CA 94520-7964 925.827.4900 f.866.356.0998 weareharris.com • May 5, 2025 to May 9, 2025 – Fieldwork
• May 12, 2025 to May 30, 2025 – Prepare/Submit 90% PS&E • June 2, 2025 to June 6, 2025 – City review
• June 9, 2025 to June 13, 2025– Prepare/Submit Final PS&E • June 16, 2025 to July 7, 2025 – Advertising period (21 days) • July 8, 2025 – Council Approval to Construct / Award
• July 21, 2025 – Construction start
The design work will be completed by June 13, 2025 to award by July 8, 2025. The schedule assumes 5 working days for City review of Harris deliverables. Harris will not be responsible for delays to the project schedule beyond sole control. The desired timeframe for slurry seal installation is between May and mid-October (70 degrees and rising).
PROJECT DELIVERABLES
The 90% and Final PS&E documents will include specifications, cost estimate and a set of fullsize plans in pdf format. The full-size plans will comprise of:
• Title Sheet
• Key Map that will show the treated streets (Slurry/Crack Seal) • Detail Sheet
• Detailed spreadsheet showing dig outs and quantity takeoff for each street segment We will also keep a record of the digout locations painted on the streets as part of our field investigation notes in case the contractor requests a copy of them during construction.
PROPOSED FEE
Please see the attached fee proposal for Harris’ level of effort (Attachment B) to execute the scope of work. The proposed fee is in the not-to-exceed total amount of $90,015. Attention is directed to the assumptions attached to this fee proposal, indicating inclusions and exclusions in developing our fee basis.
Once we receive the Notice to Proceed, the design process will begin immediately to open bids and award in late July 2025.
Please contact Luella Gabriel (925-969-8140) or Elizabeth Reyes (949-536-2516) if you have any questions regarding our proposal. We look forward to working with you again. 1401 Willow Pass Road Suite 500 Concord, CA 94520-7964 925.827.4900 f.866.356.0998 weareharris.com Sincerely,
Harris & Associates
Luella Gabriel Elizabeth Reyes, PE, PMP, QSD
Project Manager Sr. Project Manager
Enclosures: Exhibit 1 – 2026 Project Limits Map
Attachment A: Scope of Work Matrix
Attachment B: Fee Proposal and Assumptions
City of Cotati
2026 Pavement Preservation Project
TASK OUR APPROACH DELIVERABLE
00 PROJECT ADMINISTRATION
0.1 Progress Meetings Monthly meetings with City staff and others as appropriate throughout design process.
Notes of each meeting
highlighting agreedupon action items.
0.2 Progress Report A brief progress report will accompany each monthly Harris invoice. It will discuss budget and schedule status, issues resolved and unresolved, and “next steps”.
Monthly status report.
0.3 Project Management Tasks Project setup, budgeting, scheduling and internal meetings to ensure project is running smoothly.
1.0 INVESTIGATION PHASE
1.1 Kick-off Meeting We will meet with staff to confirm the scope of work, schedule, budget, and availability of project documents; review project goals and conceptual designs; discuss the format of deliverables; and clarify responsibilities of each party.
Meeting notes with lists,
as appropriate.
1.2 Data Collection We will conduct an inventory of street data such as width, length, striping, etc. and prepare field exhibits for field investigation.
Spreadsheet showing
data for each street.
1.3 Field Investigation A team of two Harris staff will walk each of the project streets to locate and measure digouts, take inventory of existing utility covers, identify striping, and confirm project limits.
Field notes of digout
locations will be
available for the
contractor, if requested.
City of Cotati
2026 Pavement Preservation Project
TASK OUR APPROACH DELIVERABLE
2.0 FINAL DESIGN PHASE
2.1 Design Plans (90%) We will submit a 90% package for review and comment by City and others.
Final design will not proceed until the 90% package is approved by the City.
Preliminary area map,
plans, spreadsheet, and
standard striping
details.
2.2 Opinion of Probable Construction Cost (90%) A 90% opinion of probable cost will be provided. We will utilize the resources of our expert design and construction management staff to provide current, realistic construction costs.
Preliminary itemized
cost estimate,
segregated by street if
required by the City.
2.3 Specifications and Contract Documents (90%) At the 90% stage, we will prepare technical specifications for review and comment by City staff. Specifications will be based upon City and Caltrans standard documents.
Draft special provisions
(technical specs) at the
90 percent stage.
2.4 Quality review (90%) Prior to the 90% submittal, all plans and documents will be reviewed by Harris’ Quality Manager. Quality review ensures document accuracy and completeness, and reduces necessary City review time
N/A
2.5 Review Meeting (1 meeting) At a meeting with City staff, we will discuss our 90% design package. Meeting notes.
2.6 Final Contract Documents (PS&E) After staff reviews and comments on the final draft documents, we will revise as needed and resubmit PDFs of contract documents for bidding by the City. A final, detailed engineer’s estimate of probable construction cost will be provided.
Contract documents in
PDF format.
3.0 BID PERIOD SERVICES
3.1 Attend Pre-Bid Meeting We will attend a pre-bid meeting scheduled by the City to answer questions from prospective bidders.
Meeting notes,
including a list of
questions asked.
City of Cotati
2026 Pavement Preservation Project
TASK OUR APPROACH DELIVERABLE
3.2 Answer Bidders Questions We will answer questions from bidders by telephone during the advertising period. We will log questions and provide City with documentation.
Log of questions
received, and answers
given, for City to
distribute if appropriate.
3.3 Prepare Addenda (assume 2) We will prepare any required addenda for distribution by the City. Addenda to bid package.
4.0 DESIGN SERVICES DURING CONSTRUCTION
4.1 Attend Construction Kick-off Meeting We will attend the meeting and answer any questions from the CM and contractor
Meeting minutes
4.2 Attend Construction Meetings (up to 4) We will attend weekly construction meetings if requested to answer field questions from the contractor
Meeting minutes
4.3 Respond to RFI’s (assume 4) We will respond to RFI’s sent from the CM to answer contractor questions and make recommendations to the City.
RFI responses
uploaded through CM
construction software
4.4 Review Contractor Submittals (assume 6) We will review all contractor submittals and make recommendations to the City.
Submittal Reviews
uploaded through CM
construction software
4.5 Change Order Assistance (assume 2) We will provide the City with the necessary documentation for change order processing.
Written response and
recommendation for
each change order.
4.6 Site visits (up to 2) Harris team will visit the site when requested and at during punchlist walk Punchlist items checklist
4.7 Prepare Record Drawings Once Harris receives Asbuilt markups from the CM we will update the Final set of plans and perform an internal QC and add Record Drawing stamp.
Submit Record
Drawings in PDF format
McGinnis Cir
Silver
Dr
Cotati
Oaks
Ct
Gilman Ranch Rd
Meadowbrook Ct
S Hwy 101
N
Hwy
101
Kingston
Ln
Sunflower
Dr
Oak
Cir
Ryan Ln
Dino Ct
Myrtle Ave
Revard
Ct
Primero
Ct
Matteri Cir
Blodgett
St
Lancaster Dr
S
Hwy
101
Skilling Ct
Cotati Ave
School St
Park
Ave
Lakewood Ave
Veronda Ave
Loma Linda Dr
Christensen
Ct
Houser St
Sierra Ave
Cotati Ave
S Hwy 116
Aaron St
Ford Ln
Lasker Ln
Lincoln Ave
Village Ct
Manor Ct
Lund
Hill
Ln
Cypress Ave
Sycamore Ln
Helman Ln
Lebec Ln
Wilford Ln
Cotati Ave
Maple Ave
Portal St
Locust Ave
Chadwick
Grove
Way
St
Eucalyptus Ave
Breen Way
Redwood Dr
Nb
Hwy
116
Offramp
Tracks
Richardson Ln
Trebino Ct
Nelson Ln
Madrone Ave
Scenario Years by Treatment
2024-5yr CIP_3-12-25 - All Treatments - Printed: 3/13/2025
CITY OF COTATI
ESTIMATED LEVEL OF EFFORT
CITY OF COTATI DATE:4/22/25
2026 Pavement Preservation Project ATTACHMENT B
PHASE, TASK PROJECT PROJECT PROJECT DESIGN
DIR MGR ENGR ENGR
0.0 PROJECT ADMINISTRATION PHASE
0.1 Progress Meetings (6 mtgs) 8 $2,120
0.2 Progress Reports (6 reports) 6 $1,590
0.3 Project Management Tasks 0.5 24 8 2 $8,400
SUBTOTAL HOURS 0.5 0 38 8 2 $12,110
1.0 INVESTIGATION PHASE
1.1 Kick-off Meeting 2 1 2 $1,020
1.2 Data Collection 1 8 16 $4,185
1.3 Field Investigation 40 40 $13,800
SUBTOTAL HOURS 0 0 3 49 58 $19,005
2.0 FINAL DESIGN PHASE
2.1 Design Plans (90%) 8 30 50 $15,370
2.2 Estimate of Probable Construction Cost (90%) 1 16 8 $4,625
2.3 Specifications and Contract Documents (90%) 4 10 $3,060
2.4 Quality Review (90%) 8 $2,320
2.5 Review Meeting (1 Mtg) 2 $530
2.6 Final Contract Documents 0.5 4 2 20 30 $10,190
SUBTOTAL HOURS 0.5 12 17 76 88 $36,095
3.0 BID PERIOD SERVICES
3.1 Attend Pre-Bid Meeting 2 2 $930
3.2 Answer Bidder's Questions 8 4 $2,920
3.3 Prepare Addenda (assume 2) 8 4 2 $3,210
SUBTOTAL HOURS 0 0 18 10 2 $7,060
4.0 DESIGN SERVICES DURING CONSTRUCTION
4.1 Attend Construction Kick-off Meeting 2 2 $930
4.2 Attend construction meetings (up to 4) 0.5 4 2 $1,610
4.3 Respond to RFI's (assume 4) 8 4 $2,920
4.4 Review Contractor Submittals (assume 6) 8 4 $2,920
4.5 Change Order Assistance 8 4 4 $3,500
4.6 Site Visits (up to 2) 4 4 $1,860
4.7 Prepare Record Drawings 2 1 8 $2,005
SUBTOTAL HOURS 0.5 2 35 20 12 $15,745
HOURS PER POSITION 2 14 111 163 162
HOURLY RATE (TYPICAL) $300 $290 $265 $200 $145
FEE ESTIMATE PER POSITION $450 $4,060 $29,415 $32,600 $23,490 PROJECT TOTAL $90,015
ASSUMPTIONS UPON WHICH LEVEL OF EFFORT ESTIMATE IS BASED:
1. 2. Hourly rates shown are averages. Actual rates for positions may vary slightly.
3. Hours and fee for individual tasks are a guide; the total hours and cost for the project takes precedence.
4. Hours and fee may be renegotiated if the project is delayed by factors beyond Harris' control.
5. 6. City will provide the following:
-Access to any available drawings or information relevant to the project. -Final "front-end" documents.
-Printing of PS&E set for bid advertisement and construction. -Notify utility agencies
7. We assume a construction cost estimate of approximately $1.125M which includes Design(10%) and CM (10%) services + 15% Cont.
8. The number of budgeted meetings is indicated.
9. 10. No utility mapping will be required.
11. No public meetings or Council presentations will be required.
12. No topography surveys will be required.
13. Fee assumes design completion in year 2025.
14. Slurry treated sheets will be identified in a key map and detailed spreadsheets will be developed to reflect the quantity takeoff for each street segment.
Hourly rates shown include all indirect costs, including travel time, mileage, miscellaneous reproduction and copying costs, mailings and delivery costs.
HARRIS & ASSOCIATES
TOTAL
QA/QC
HARRIS & ASSOCIATES
Harris will identify and quantity all base failure areas. A spreadsheet will be developed for the base repair areas and inserted into the plans. The base repair locations will not be delineated on the plans but field notes will be available upon request.
BASE SERVICES
City comments at each review stage will be presented to Harris promptly and on one consolidated set of marked-up documents. p. 1 of 1