August 6, 2025
Mr. Craig Scott
201 W. Sierra Ave
Cotati, CA 94931
Project No.: 24-B0519
RE: SR116 & West Cotati – Scope Amendment #1 – Rev 1
Dear Mr. Scott:
Please find enclosed a proposed contract amendment for the SR-116/West Cotati Avenue Intersection Safety Improvements Project. This amendment updates our scope of work to reflect the City’s decision to transition from a signalized intersection to a single-lane roundabout design, following recent Caltrans direction under the ISOAP process. We look forward to continuing our collaboration as the project moves forward under this modified design approach.
Since our last amendment submission, we have removed the development of the 35% concept designs and have changed our approach to the project development process to skip 35% plan development and proceed directly to 65% design plans. Task 3.5, the development of the initial concepts will be expanded slightly to meet the standard of Geometric Approval Drawings (GAD) to support a Caltrans Submittal; however, full 35% designs will not be developed. The condition of this change in approach is that all major geometric changes from the proposed developments need to be provided to the design team before beginning work on the 65% design. This is approximately November of this year, per the included schedule. That change has resulted in a savings of approximately $38,000 from the previous amendment budget. Additionally, per the city's request, we have taken a second look at our assumptions from the reports that will be reworked in the DEER process and have been able to collectively reduce the cost by an additional $2,000, resulting in a total cost savings for the city of $40,000 since our previous proposal by creatively and collaboratively redesigning the project development process.
Sincerely,
MARK THOMAS
Shawn O’Keefe, PE, QSD
Principal + Vice President
Attachments:
Exhibit A – Scope Amendment
Exhibit B – Cost Detail
Exhibit C - Revised Schedule
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
SCOPE OF WORK- AMENDMENT #1
BACKGROUND & UNDERSTANDING
The SR-116/West Cotati Avenue Intersection Safety Improvements Project was initially advanced as a signalized intersection realignment to improve vehicular safety and multimodal connectivity between Gravenstein Highway and West Cotati Avenue. The project was identified as a priority improvement in the City of Cotati’s General Plan, Local Roadway Safety Plan (LRSP), and 2024 Active Transportation Plan (ATP), and was determined to be exempt under CEQA Guidelines Section 15183 based on its consistency with the General Plan and certified EIR.
Following completion of 35% design plans in April 2024, the City began coordination with Caltrans for project review and approval under the Design Engineering Evaluation Report (DEER) process. As part of this coordination, the City initiated the required technical documentation in accordance with Caltrans' project development procedures. Shortly thereafter, Caltrans released its new Intersection Safety and Operational Assessment Process (ISOAP) in November 2024, introducing a formal and mandatory screening framework for new or modified intersections on the State Highway System. Because the ISOAP process was not in effect when the project was originally scoped, neither the City nor its consultant team could have anticipated the requirements or policy implications associated with its implementation.
In early 2025, as technical studies were being prepared to support the DEER, the City began discussions with Caltrans staff about the evolving safety policies embedded in ISOAP. Although the original design proposed a four-way signalized intersection, Caltrans advised that under its new statewide safety prioritization framework, it would be extremely difficult, if not infeasible, for a signalized intersection to be approved over a roundabout alternative due to these new ISOAP processes. This was reinforced in a formal interagency meeting on May 6, 2025, during which Caltrans District 4 Division Chiefs informed the City that a signalized intersection would not meet Caltrans’ current safety policies included in the ISOAP.
Based on this direction, the City directed the consultant team to suspend all work on the signal alternative at the end of May 2025. Additional meetings were held with Caltrans staff on June 27, 2025, and again on July 22, 2025. During those meetings, Caltrans confirmed that the project could remain in the DEER process if the City transitioned to a roundabout design. As a result, the City is now pursuing a modified scope of work that will redesign the intersection as a single-lane roundabout while preserving prior investments made in the environmental clearance and DEER Process for the signal.
This contract amendment serves to formalize that transition and update Mark Thomas’s work plan accordingly.
TASK 1. PROJECT MANAGEMENT
Task 1.1. Project Management and Administration
Additional fee is added for the additional management oversight that is required based on the modifications to the scope of work.
Task 1.2. Meetings and Coordination
Additional fee is added for the additional meetings that will be required based on the modifications to the scope of work.
EXHIBIT A
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
Task 1.3. Project Schedule
An additional fee is added for the additional schedule modifications required based on the modifications to the scope of work.
Task 1.4. Quality Management Plan
An additional fee is added for the additional QMP tasks that are required based on the modifications to the scope of work.
TASK 2. SURVEYS AND MAPPING
Task 2.1. Aerial Mapping (ABC)
No added scope
Task 2.2. Base Map (Optional Task)
No added scope
Task 2.3. Appraisal Maps
No added scope
Task 2.4. Legal Descriptions and Plats
No added scope
Task 2.5. Record Right of Way Map (Optional Task)
No added scope
Task 2.6. Record of Survey
No added scope
Task 2.7. Supplemental Topography
No added scope
Task 2.8. Potholing
No added scope
TASK 3. CALTRANS DEER
Task 3.1. Geometric Approval Drawings (35% Plans)
This task scope will update the GAD developed in task 3.5 for the roundabout to the previously contracted scope of work within the existing budget for this task as the project progresses through the DEER process.
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
Task 3.2. Stormwater Data Report
A Long Form Stormwater Data Report (SWDR) was previously partially prepared based on the signalized intersection design. With the transition to a roundabout configuration, this task will update the SWDR to reflect the revised layout and drainage collection points, consistent with the previously contracted scope of work.
Task 3.3. Right of Way Data Sheet
Right of Way Data Sheets were previously partially prepared based on the signalized intersection layout. With the shift to a roundabout configuration, this task will update the Data Sheets to reflect revised acquisition areas, updated utility impacts, and parcel ownership information consistent with the previously contracted scope of work for this task.
Task 3.4. Traffic Analysis Updates
No added scope
Task 3.5. Intersection Control Evaluation
This task was originally scoped to prepare an Intersection Control Evaluation (ICE) in accordance with Caltrans procedures in place prior to November 2024. The ICE was developed to support the justification of a signalized intersection alternative at SR-116 and West Cotati Avenue based on traffic operations, multimodal safety, and corridor consistency.
However, in November 2024, Caltrans implemented its new Intersection Safety and Operational Assessment Process (ISOAP), which superseded the ICE process and introduced a more stringent safety policy framework. In response, Fehr & Peers completed the required ISOAP screening effort under this task, even though it was outside the original contract scope. This initial ISOAP screening effort was used to confirm that Caltrans’ current policy would not support the signalized intersection alternative and instead strongly favored a roundabout configuration.
Once that determination was made, additional out-of-scope work was performed by Mark Thomas under this task to develop and evaluate a roundabout concept for discussion and grant funding efforts to move the project forward. This included preparation of roundabout concept layouts, identification of geometric and right-of-way implications, and conceptual cost estimates.
This task is not yet complete. Caltrans has confirmed that the project may proceed with a roundabout configuration, and Fehr & Peers will continue to support documentation of the ISOAP process, including operations modeling, final narrative, and related coordination, under this task. Additionally, any initial concept updates to the roundabout design will be completed under this task to develop GAD-level concepts to process a DEER approval. 35%’s will not be developed. Only high level GAD’s will be used for the geometric approval during the DEER process.
Task 3.6. Initial Site Assessment
Crawford & Associates will update the previously prepared Initial Site Assessment (ISA) to reflect the revised roundabout design. No new sampling or field investigations are anticipated as part of this update.
Task 3.7. Geotechnical Design and Materials Report
Crawford & Associates will update the previously prepared Materials Report to reflect the revised roundabout design.
The Materials Report provides the necessary geotechnical recommendations for the project elements. No new borings or additional geotechnical field work are anticipated. The separate Geotechnical Design Report will not be revised, as its recommendations are now fully incorporated into the updated Materials Report.
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
Task 3.8. Design Standard Decision Document
A Draft Design Standards Decision Document (DSDD) was previously partially prepared based on the signalized intersection design. With the transition to a roundabout configuration, this task will update the DSDD and DIB 78 to reflect the revised geometry, identify any new design exceptions, and provide updated justifications consistent with the previously contracted scope of work.
Task 3.9. Transportation Management Plan
A draft Transportation Management Plan (TMP) was previously partially prepared for the signalized intersection layout.
This task will update the TMP scope outlined in the previous contract to reflect the revised roundabout design, including changes to construction staging, access, and traffic handling assumptions, in coordination with Caltrans and the City and the previously contracted scope of work.
Task 3.10. DEER Preparation
A draft DEER was previously partially prepared based on the signalized intersection design. With the transition to a roundabout configuration, this task will update the DEER to reflect the revised project footprint, design features, and supporting attachments required for Caltrans review and approval, consistent with the previously contracted scope of work for this task.
TASK 4. FINAL DESIGN
Task 4.1. Utility Coordination
No added scope
Task 4.2. Right of Way Acquisition
No added scope
Task 4.3. Drainage Report
No added scope
Task 4.4. Resource Agency Permitting & NEPA Coordination Environmental documentation was previously prepared based on a signalized intersection design. With the transition to a roundabout configuration, this task will update CEQA documentation, and permitting exhibits to reflect the revised footprint. Updates will include an addendum to the 15183 Consistency Analysis, revised wetland impact figures, and updated permitting materials for Clean Water Act Section 401 and 404 and California Fish and Game Code Section 1602. The project alternatives analysis prepared for these permits will also be revised to reflect the elimination of the signal alternative and to document the rationale for advancing the roundabout design in compliance with environmental requirements. No new biological or wetland delineation field surveys will be conducted.
Task 4.5. Maintenance Agreement Support
No added scope
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
Task 4.6. Landscape Concept Plan
A landscape concept plan was previously prepared for the signalized intersection design. This task will update the plan to reflect the revised roundabout configuration, including the central island and perimeter areas, consistent with the previously contracted scope of work.
Task 4.7. 65% PS&E
The 65% PS&E scope is revised to remove references to the traffic signal design and reflect a single-lane roundabout configuration. The updated plans will comply with Caltrans DIB 89-02 (Design Guidance for Separated Bikeways) and DIB 94 (Complete Streets), incorporating current standards for multimodal safety and accessibility. A small reallocation of budget is proposed with this modification to move some of Fehr & Peers time to task 3.5 as this task will be less intensive without a signal. Otherwise, no changes to the overall budget are proposed with this modification, as no work had previously begun on this task.
Task 4.8. 95% PS&E
The 95% PS&E scope is revised to remove references to the traffic signal design and reflect a single-lane roundabout configuration. No changes to the overall budget are proposed with this modification, as no work had previously begun on this task.
Task 4.9. 100% PS&E
The 100% PS&E scope is revised to remove references to the traffic signal design and reflect a single-lane roundabout configuration. No changes to the overall budget are proposed with this modification, as no work had previously begun on this task.
Task 4.10. Bid Documents
No added scope
TASK 5. BID SUPPORT
Task 5.1. Design Support During Bidding
No added scope
ASSUMPTIONS & EXCLUSIONS
Note: This list is not exclusive or a replacement of the previous contract’s Assumptions & Exclusions Development plans will be provided to the design team prior to 65% and no significant changes will be made to the development plans that affect the project design after these plans have been provided. A cooperative agreement between the City and Caltrans is not required Caltrans project approval will come through the DEER process and not full project development Any reports not specifically noted in this scope of work are not included 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 Traffic operational modeling is limited to ISOAP Phase 2 support
SR 116 & West Cotati Avenue Intersection Safety Improvements City of Cotati
The project will utilize local funds for design and use a blend of local, state and federal funds for construction Non-standard retaining walls or bridges will not be utilized Assessment and rehabilitation of existing pavement is not included in this scope 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
Sr. Engineering Manager Project Manager Project Engineer Design Engineer II LAUD Division Manager LAUD Project Manager Landscape Architect Landscape Designer IILandscape Designer I Survey Manager II Project Surveyor III Project Surveyor II Asst Surveyor II Survey Technician II 2-Person Crew (OE3) Project Accountant Sr. Project Coordinator Fehr & Peers M Group Crawford & Associates, Inc. Associated Right of Way Services Sub MarkUp
$475 $314 $223 $200 $313 $259 $186 $161 $126 $305 $288 $246 $176 $161 $405 $178 $199 5%
1.0 Project Management
1.1 Project Management and Administration 19 5 4 20 8 56 $16,624 - - - - $0 $16,624
1.2 Meetings and Coordination 15 25 40 $14,969 - - - - $0 $14,969
1.3 Project Schedule 1 1 $475 - - - - $0 $475
1.4 Quality Management Plan 1.5 1.5 $334 - - - - $0 $334 Subtotal Phase 1 35 30 5.5 0 0 0 0 0 0 0 0 0 0 0 0 20 8 98.5 $32,401 $0 $0 $0 $0 $0 $32,401
2.0 Surveys and Mapping
2.1 Aerial Mapping (ABC) 0 $0 - - - - $0 $0
2.2 Base Map 0 $0 - - - - $0 $0
2.3 Appraisal Maps 0 $0 - - - - $0 $0
2.4 Legal Descriptions and Plats 0 $0 - - - - $0 $0
2.5 Record Right of Way Map 0 $0 - - - - $0 $0
2.6 Record of Survey 0 $0 - - - - $0 $0
2.7 Supplemental Topo 0 $0 - - - - $0 $0
2.8 Potholing 0 $0 - - - - $0 $0
Subtotal Phase 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 $0 $0 $0 $0
3.0 Caltrans DEER
3.1 Geometric Approval Drawings (35% Plans) 0 $0 - - - - $0 $0
3.2 Stormwater Data Report 2 16 10 28 $6,188 - - - - $0 $6,188
3.3 Right of Way Data Sheet 4 8 10 22 $5,035 - - - 12,000 $600 $17,635
3.4 Traffic Analysis Updates 0 $0 - - - $0 $0
3.5 Intersection Control Evaluation 8 24 100 165 297 $66,580 1,500 - - $75 $68,155
3.6 Initial Site Assessment 2 2 $628 - - 2,604 - $130 $3,362
3.7 Geotechnical Design and Materials Report 2 2 $628 - - 5,508 - $275 $6,411
3.8 Design Standard Decision Document 1 4 10 60 75 $15,955 - - - $0 $15,955
3.9 Transportation Management Plan 4 16 20 $4,815 - - - $0 $4,815
3.10 DEER Preparation 8 2 10 $2,955 - - - $0 $2,955
Subtotal Phase 3 9 50 152 245 0 0 0 0 0 0 0 0 0 0 0 0 0 456 $102,783 $1,500 $0 $8,112 $12,000 $1,081 $125,475
4.0 Final Design
4.1 Utility Coordination 0 $0 - - - - $0 $0
4.2 Right of Way Acquisition 0 $0 - - - $0 $0
4.3 Drainage Report 0 $0 - - - - $0 $0
4.4 Resource Agency Permitting & NEPA Coordination 4 4 8 20 36 $8,935 - 31,244 - - $1,562 $41,741
4.5 Maintenance Agreement Support 0 $0 - - - - $0 $0
4.6 Landscape Concept Plan 2 16 40 40 40 138 $23,715 - - - - $0 $23,715
4.7 65% PS&E 0 $0 (1,500) - - - -$75 -$1,575
4.8 95% PS&E 0 $0 - - - $0 $0
4.9 100% PS&E 0 $0 - - - $0 $0
4.10 Bid Documents 0 $0 - - - $0 $0
Subtotal Phase 4 4 4 8 20 2 16 40 40 40 0 0 0 0 0 0 0 0 174 $32,650 -$1,500 $31,244 $0 $0 $1,487 $63,881
5.0 Bid Support
5.1 Design Support During Bidding 0 $0 - - - $0 $0
Subtotal Phase 5 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 $0 $0 $0 $0 TOTAL HOURS 48 84 165.5 265 2 16 40 40 40 0 0 0 0 0 0 20 8 728.5 0 0 0 0 Anticipated Salary Increases (2% for 2 years) $3,357 $0 $0 $0 $0 $0 $3,357 OTHER DIRECT COSTS $0 $0 $0 $0 $0 $0
TOTAL COST $22,800 $26,355 $36,824 $53,000 $625 $4,140 $7,450 $6,450 $5,050 $0 $0 $0 $0 $0 $0 $3,550 $1,590 $171,190 $0 $31,244 $8,112 $12,000 $2,568 $225,114
TOTAL COST
COST PROPOSAL FOR PROJECT SCOPE - City of Cotati: SR 116 & West Cotati Total MT
Cost
Mark Thomas
Total
Hours
Subconsultants
Please note that the rates shown are for estimating purposes only. See rate schedule for actual rates/ranges.
MT Fee (A-1 Rates)
8/6/2025
EXHIBIT B
ID % Task Name Duration Start Finish Predecessors
1 0% SR 116 & West Cotati Avenue Improvements 406 days Tue 8/12/25 Tue 3/2/27 2 0% City Council Approval 0 days Tue 8/12/25 Tue 8/12/25 3 0% Kick off Meeting & Contracting 21 days Tue 8/12/25 Tue 9/9/25 2 4 0% Concept Updates under Task 3.5 45 days Wed 9/10/25 Tue 11/11/25 3 5 0% Task 1 - Project Management 362 days Wed 9/10/25 Thu 1/28/27 3 6 0% Task 2 - Surveys and Mapping 382 days Mon 9/15/25 Tue 3/2/27 7 0% 2.1 Aerial Mapping (ABC) 60 days Mon 9/15/25 Fri 12/5/25 3FS+3 days 8 0% 2.2 Base Map 60 days Mon 12/8/25 Fri 2/27/26 7
9 0% 2.3 Appraisal Maps 20 days Wed 4/1/26 Tue 4/28/26 37FF,8 10 0% 2.4 Legal Descriptions and Plats 20 days Wed 6/10/26 Tue 7/7/26 9FS+30 days 11 0% 2.5 Record Right of Way Map 60 days Wed 10/14/26 Tue 1/5/27 28FF,9 12 0% 2.6 Record of Survey (after construction) 0 days Tue 3/2/27 Tue 3/2/27 11,48FF 13 0% 2.7 Supplemental Topo 30 days Wed 2/25/26 Tue 4/7/26 7,37SS+25 days 14 0% 2.8 Potholing 30 days Wed 4/29/26 Tue 6/9/26 37
15 0% Task 3 - Caltrans DEER 90 days Wed 11/12/25 Tue 3/17/26 16 0% 3.1 Geometric Approval Drawings (35% Plans) 30 days Wed 11/12/25 Tue 12/23/25 4 17 0% 3.2 Stormwater Data Report 30 days Wed 11/12/25 Tue 12/23/25 4 18 0% 3.3 Right of Way Data Sheet 30 days Wed 11/12/25 Tue 12/23/25 4 19 0% 3.4 Traffic Analysis Updates 30 days Wed 11/12/25 Tue 12/23/25 4 20 0% 3.5 Intersection Control Evaluation 30 days Wed 11/12/25 Tue 12/23/25 4 21 0% 3.6 Initial Site Assessment 20 days Wed 11/12/25 Tue 12/9/25 4 22 0% 3.7 Geotechnical Design and Materials Report 20 days Wed 11/12/25 Tue 12/9/25 4 23 0% 3.8 Design Standard Decision Document 30 days Wed 11/12/25 Tue 12/23/25 4 24 0% 3.9 Transportation Management Plan 30 days Wed 11/12/25 Tue 12/23/25 4 25 0% 3.10 DEER Preparation 60 days Wed 12/24/25 Tue 3/17/26 16,17,18,19,20,21,22,23,24 26 0% Task 4 - Final Design 340 days Wed 11/12/25 Tue 3/2/27 27 0% 4.1 Utility Coordination 180 days Wed 4/29/26 Tue 1/5/27 37 28 0% 4.2 Right of Way Acquisition 180 days Wed 4/29/26 Tue 1/5/27 37,10FF 29 0% 4.3 Drainage Report 30 days Wed 3/18/26 Tue 4/28/26 37FF 30 0% 4.4 Resource Agency Permitting & NEPA Coord 150 days Wed 12/24/25 Tue 7/21/26 31 0% USACE Nationwide Permit 120 days Wed 12/24/25 Tue 6/9/26 16 32 0% USFWS Biological Opinion 90 days Wed 12/24/25 Tue 4/28/26 16 33 0% RWQCB Permit 150 days Wed 12/24/25 Tue 7/21/26 16 34 0% NEPA Coordination 120 days Wed 12/24/25 Tue 6/9/26 16 35 0% 4.5 Maintenance Agreement Support 90 days Wed 4/29/26 Tue 9/1/26 37 36 0% 4.6 Landscape Concept Plan 20 days Wed 11/12/25 Tue 12/9/25 4 37 0% 4.7 65% PS&E 70 days Wed 1/21/26 Tue 4/28/26 25FS-40 days,36 38 0% 4.8 95% PS&E 90 days Wed 4/29/26 Tue 9/1/26
39 0% Prepare 95% PS&E 45 days Wed 4/29/26 Tue 6/30/26 37,13,14FF 40 0% QA/QC & IDR 15 days Wed 7/1/26 Tue 7/21/26 39
41 0% Agency Review 30 days Wed 7/22/26 Tue 9/1/26 40
42 0% 4.9 100% PS&E 70 days Wed 9/2/26 Tue 12/8/26
43 0% Prepare 95% PS&E 25 days Wed 9/2/26 Tue 10/6/26 38 44 0% QA/QC & IDR 15 days Wed 10/7/26 Tue 10/27/26 43
45 0% Agency Review 30 days Wed 10/28/26 Tue 12/8/26 44 46 0% 4.10 Bid Documents 60 days Wed 12/9/26 Tue 3/2/27 42,27FF,28FF,30FF,35FF 47 0% Task 5 - Bid Support 0 days Tue 3/2/27 Tue 3/2/27 48 0% 5.1 Design Support During Bidding 0 days Tue 3/2/27 Tue 3/2/27 46 8/12
3/2
3/2
3/2
Qtr 3, 2025 Qtr 4, 2025 Qtr 1, 2026 Qtr 2, 2026 Qtr 3, 2026 Qtr 4, 2026 Qtr 1, 2027 Qtr 2, 2027 City of Cotati - SR 116 & West Cotati Avenue Intersection Safety Improvements August 6th, 2025
EXHIBIT C