2200 Range Avenue, Ste. 201
Santa Rosa, CA 95403
(707) 528-4848
[email protected]
PROPOSAL MEMO
VIA EMAIL
DATE: August 27, 2025
TO: Craig Scott, City of Cotati
FROM: Ben Shick, PE
SUBJECT: Sewer Pump Station and Well Assessment Proposal Schaaf & Wheeler will provide the following scope of work to complete condition assessments for the City of Cotati’s sewer pump stations (Quail Hollow, Eagle (New Century), Benson, and Redwood) and three potable water Wells (Wells No. 1A, 2, and 3). This scope also includes preliminary design for the addition of generators at Quail Hollow and Eagle pump stations and preliminary design for a treatment system at Well No. 2. The attached fee estimate for each task is for budgeting purposes; some individual tasks may require more effort than estimated, some less.
Task 1: Data Collection, Review, and Site Visits
Schaaf & Wheeler will collect existing available information from the City, including as-builts, reports, models, and any other pertinent data available from the City. The existing data will be reviewed and evaluated and City Public Works staff will be interviewed.
Schaaf & Wheeler and subconsultants (J. Calton Engineering and Todd Groundwater) will visit each pump station site to visually assess the age and condition of the pump station equipment.
Current pump station operation and known issues will be discussed with City staff.
Task 2: Pump Station Evaluation
Schaaf & Wheeler will perform the following evaluations and system analyses for each pump station:
• Evaluate pump station site for accessibility, safety, flooding, and code compliance. • Evaluate existing electrical, mechanical, and communication/alarm equipment based on visible condition, age, reports, and discussions with operations and maintenance staff. • Pump station level sensors and controls will be evaluated for reliability, ease of operation,
• Evaluate condition of existing structures based on visible condition. This scope does not include structural evaluation of the structures and buildings. • Evaluate the emergency/back up power generation and switching gear for each pump station. Evaluate options for adding generators and/or receptacles for portable generators at pump stations that do not have backup power. • Pump station capacities will be evaluated and compared to the peak inflow rates from the current hydraulic model that was developed for the storm drain master plan. Pump station capacities will be evaluated based on existing available information and by performing pump drawdown testing, if feasible during the pump station stie visits. It is assumed that the peak pump station inflow rates to each pump station will be determined by reviewing and evaluating existing available reports and data.
To: Craig Scott, City of Cotati
Schaaf & Wheeler 2
August 27, 2025
• Evaluate the size, age, and condition of the force mains, fittings, and valves. Force main evaluations will be based on age, visible condition, size, material, cathodic protection devices where applicable, and discussions with operations and maintenance staff.
Task 3: Well Evaluation
Schaaf & Wheeler and subconsultants, J Calton Engineering and Todd Groundwater, will perform the following evaluations for the City’s Wells No. 1A, 2, and 3. Water quality evaluation and preliminary design for Well No. 2 is provided under Task 7.
Review of Well Documents and Water Quality Data
Todd staff will review available information relating to the well construction, maintenance, and water quality. On receiving notice to proceed, Todd staff will request the City provide all relevant well documentation information, including construction, rehabilitation, operations, water level and quality records. A portion of this information has already been made available to Todd staff, though we anticipate there may be more relevant information not yet provided.
Provide Recommendations for Zonal Water Quality Sampling for Well No. 2 Following review of available information, Todd staff will provide recommendations regarding the potential for zonal water quality sampling of Well 2. This sampling plan recommendation would provide multiple options for zonal sampling, weighing the costs and benefits of each for the well in question. Following delivery of these recommendations, if desired, Todd staff will draft a scope of work to execute the appropriate sampling program.
Should zonal sampling be conducted, Todd staff can be available to oversee field operations.
Memorandum of Results, Findings, and Recommendations
Based on findings from the well documentation and potential zonal sampling, Todd will summarize findings and recommendations in a Technical Memorandum (TM). The TM will include documentation of the background information reviewed and any zonal sampling results obtained, as well as analysis of these results. The TM will also include detailed recommendations for additional evaluation, rehabilitation, maintenance actions, and/or appropriateness of treatment solutions to achieve and maintain acceptable function of the well.
Task 4: Establish Improvements & Estimates of Probable Construction Costs Schaaf & Wheeler will develop recommended short term and long-term improvements for each pump station and well. Short term improvements will be developed with the goal of utilizing existing available funds to improve the operation and safety of the pump stations. Long term improvements will be established for full pump station rehabilitations/replacements.
Estimates of probable construction costs will be developed for the proposed improvements.
To: Craig Scott, City of Cotati
Schaaf & Wheeler 3
August 27, 2025
Task 5: Technical Memorandum
Schaaf & Wheeler will prepare a technical memorandum summarizing assessment, findings, recommendations, and estimates of probable construction costs. The technical memorandum will include a summary of the assessment detailed in Tasks 2 and 3 and will include recommendations for short-term and long-term improvements for each facility. The recommended improvements will be prioritized, and replacement schedules will be provided.
This scope includes submitting a draft memo for review and comment followed by a final memorandum. One meeting will be scheduled to review and discuss the draft memorandum.
Task 6: Generator Preliminary Design
Schaaf & Wheeler and electrical subconsultant, J. Calton Engineering will provide preliminary design documents for the installation of permanent backup generators at the Quail Hollow and Eagle Pump Stations. The design will include generator sizing, a basic site plan, wiring diagram, and material specifications with the intention that the preliminary design documents will be sent to a design-build generator company for final design and installation. Final design documents can be provided for an additional fee upon request. Construction support services is not included, but can be provided for an additional fee upon request.
Task 7: Well No. 2 Treatment Evaluation and Preliminary Design Schaaf & Wheeler and subconsultant, Trussell Technologies, Inc. will provide water quality evaluation, treatment alternatives analysis, and preliminary design documents for the preferred treatment alternative for Well No. 2 as detailed herein:
Coordination and Project Management
Trussell will provide project management activities throughout the project to facilitate adherence to the schedule and budget. Project management activities will include all necessary project coordination including meetings and monthly invoicing activities.
Water Quality Evaluation
This task includes review of relevant background materials to evaluate the current water quality of Well No. 2. Trussell will review relevant documents and data that will aid in the understanding of current operations, water quality targets, system constraints, and other information relevant to potential treatment design options.
Trussell will conduct one site visit to gain familiarity with the City’s wells and learn more from engineering and operations staff regarding well operation and well site constraints.
Analysis results will be compiled and presented at a virtual conference call.
Treatment Alternatives Analysis
Trussell will identify and compare two technically viable treatment alternatives that can be implemented at No. Well 2 to meet the water quality targets. The analysis will focus exclusively on source‑water constituents introduced through the well. Considerations for this evaluation will include, but not be limited to:
• Water quality goals and source water quality
• Site constraints (footprint, access, utilities, sewer discharge options) • Implementation feasibility (construction complexity, permitting, schedule) To: Craig Scott, City of Cotati
Schaaf & Wheeler 4
August 27, 2025
• Operability (operator skill level, maintenance, chemical handling, residuals management)
• High-level, budgetary cost differences (capital and annual O&M) For both alternatives, Trussell will prepare high-level design information including basic design criteria, a process flow schematic, and approximate space requirements. An associated budgetary cost estimate will also be provided to facilitate comparison between alternatives.
The initial concepts for the two viable alternatives will be presented to the City during a virtual conference call. Based on the information provided, the City will select the preferred treatment alternative. This scope does not include an Alternatives Analysis report; however, the alternatives analysis will be summarized in the Preliminary Design Report.
Preliminary Design
Trussell will develop the preliminary design and construction cost estimate for the selected design alternative. The preliminary design will include key design criteria, document project constraints, and describe project elements. A process flow diagram and high-level site layout will also be developed.
Prior to completing the Preliminary Design Report, Trussell will lead a workshop to review design elements with the City. Feedback provided during the workshop will be incorporated into the Preliminary Design Report. A draft report will be submitted to the City for review and comment prior to finalizing.
Assumptions:
This scope of work was prepared under the following assumptions:
1. This scope excludes evaluation, review, and recommendations for the pump station communication system and data.
2. The City will have the capability of collecting additional water quality data for Well No. 2 (as needed) and will be able to operate the well at full-scale flows during sampling.
3. Water quality targets for treated well water will comply with the California drinking water requirements for maximum contaminant levels (MCL) or, if none, secondary maximum contaminant level (sMCL).
To: Craig Scott, City of Cotati
Schaaf & Wheeler 5
August 27, 2025
Schaaf & Wheeler proposes to complete this work on a time and materials basis for a fee not to exceed $296,979 as outlined on the attached fee estimate. If you have any questions regarding this scope and budget, do not hesitate to contact me at (415) 420-1123 or [email protected].
Best regards,
SCHAAF & WHEELER
Ben Shick, PE
Vice President
RCE 68813
Principal Project Manager
Senior Engineer
Assistant Engineer
Hourly Rate $305 $255 $205
Task 1 Data Collection, Review, and Site Visits 16 0 24 9,800 $ 7,625 $ - $ -$ $ - $ 17,806 381 $ $ 7,657 $ 10,150 A Collect & Review Existing Data 4 12 3,680 $ 1,575 $ 79$ 5,334 $ 2,294 $ 3,040 $ B Site Visits 12 12 6,120 $ $ 6,050 $ 12,473$ 303 $ 5,363 $ 7,109 Task 2 Pump Station Evaluation 8 0 40 10,640 $ $ 7,000 $ - -$ $ - $ 17,990$ 350 $ 17,990 - $ A Pump Station Evaluation 8 40 10,640 $ $ 7,000 $ 17,990$ 350 $ 17,990 Task 3 Well Evaluation 6 0 10 3,880 $ $ 3,600 $ 19,359 $ - $ 1,148 - $ 27,987 $ $ 27,987 $ - A Review Documents and Data 4 8 2,860 $ 3,600$ $ 7,080 $ 14,074$ 534 $ 14,074 B Recommendations for Water Sampling (Well No. 2) 2 2 1,020 $ 12,279$ 614$ 13,913$ $ 13,913 Task 4 Establish Improvements & Estimates 14 0 32 10,830 $ $ 7,000 $ - -$ $ - $ 18,180 350 $ $ 7,817 $ 10,363 A Establish Improvements 12 16 6,940 $ $ 4,000 $ 11,140$ 200 $ 4,790 $ 6,350 B Estimates of Probable Construction Cost 2 16 3,890 $ $ 3,000 150$ 7,040 $ $ 3,027 $ 4,013 Task 5 Technical Memorandum 18 0 44 14,510 $ $ 4,525 $ 16,680 $ - $ 1,060 - $ 36,775 $ $ 15,813 $ 20,962 A Draft Technical Memorandum 12 32 10,220 $ 3,525$ 12,000$ 776$ 26,521$ $ 11,404 $ 15,117 B Final Technical Memorandum 6 12 4,290 $ 1,000$ $ 4,680 $ 10,254$ 284 $ 4,409 $ 5,845 Task 6 Generator Preliminary Design 6 0 16 5,110 $ 13,500 $ - $ -$ $ - $ 19,285$ 675 $ 19,285 - $ A Generator Preliminary Design 6 16 5,110 $ 13,500$ 675$ 19,285$ $ 19,285 Task 7 Well 2 Treatment Eval and Prelim. Design 24 0 20 11,420 $ - $ - $ 140,510 $ - $ 7,026 $ 158,956 $ 158,956 $ - $ A Coordination and PM 12 $ 3,660 10,700$ 535$ 14,895$ $ 14,895 B Water Quality Evaluation $ - $ 23,810 1,191$ 25,001$ $ 25,001 C Treatment Alternatives Analysis 4 4 2,040 $ 42,620$ 2,131$ 46,791$ $ 46,791 D Preliminary Design 8 16 5,720 $ 63,380$ 3,169$ 72,269$ $ 72,269 TOTAL EXCLUDING OPTIONAL TASKS 92 0 186 66,190 $ $ 43,250 $ 36,039 $ 140,510 -$ 10,990 $ 296,979 $ $ 218,230 $ 78,749 Trussell Technologies, Inc.,
Treatment
Subconsultant
Markup (5%)
Total for Water Wells
Total for Sewer Pump Stations
Schaaf & Wheeler
City of Cotati
Schaaf & Wheeler
Fee Estimate - August 27, 2025
Schaaf & Wheeler Subtotal
J Calton Engineering, Electrical
Todd Groundwater,
Well Evaluation
Presidio Systems Inc.,
CCTV Inspection
Total
$278,799