1401 Willow Pass Road Suite 500 Concord, CA 94520-7964 925.827.4900 f.866.356.0998 weareharris.com (Email to [email protected])
Date: November 30, 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
Amendment #1
Dear Craig:
As you recall, the scope of the 2026 Pavement Preservation Project (2026 Project) was revised to remove most of the slurry seal streets except for E. Cotati Ave from the PS&E package and include Lund Hill Ln, Lasker Ln and Oretsky Way. These three streets were previously designed in the 2023 Pavement Rehabilitation Project and slated for FDR pavement treatment but were not incorporated during the construction phase. The city requested Harris to repackage the 2026 Project as we were starting the original 90% PS&E Phase. A few more add-ons to the package included adding speed cushions along Lipton Way and slurry seal with striping at the Sunflower Park parking lot. The new scope items required field work and developing additional plans and details.
The 2026 Project opened bids on August 5, 2025, but was later pulled due to lack of funding.
During this time, we had $1,905 remaining in the budget and mentioned to the city that we will request an amendment once the project is ready to go out to bid again.
In late October we were requested to field check the digouts we measured and marked in the Sunflower Park parking lot in August. We also provided cost estimates based on the bid tabs to repackage the 2026 Project to include E. Cotati Ave and Santero Way to include slurry seal only.
We exhausted our budget at this point and would like to request an amendment as shown in Attachment A. I understand you are uncertain about adding Santero Way due to future developments that have not been secured. Please let us know if there are other streets that can be added to project that are adjacent to E. Cotati Ave, and I will adjust the amendment accordingly.
We have generated a map of the listed streets above. See Exhibit 1 1401 Willow Pass Road Suite 500 Concord, CA 94520-7964 925.827.4900 f.866.356.0998 weareharris.com
PROJECT SCHEDULE
The tentative revised design schedule is shown below:
• Dec 10, 2025 – NTP (tentative)
• Dec 15, 2025 to Jan 9, 2026 – Prepare/Submit Repackage 100% PS&E • Jan 12, 2026 to Jan 16, 2026 – City review
• Jan 19, 2026 to Jan 27, 2026– Prepare/Submit Final PS&E • Jan 28, 2026 to Feb 17, 2026 – Advertising period (21 days) • Feb 24, 2026 – Council Approval to Construct / Award
• May 2026 – Construction starts
The design work will be completed by Jan 27, 2026. 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 Repackaged 100% and Final PS&E documents will include specifications, cost estimate and a set of full-size 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 Amendment #1 for Harris’ level of effort (Attachment A) to execute the scope of work. The proposed fee is in the not-to-exceed total amount of $24,990. 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 Feb 2026.
1401 Willow Pass Road Suite 500 Concord, CA 94520-7964 925.827.4900 f.866.356.0998 weareharris.com Please contact Luella Gabriel (925-969-8140) if you have any questions regarding our proposal.
We look forward to working with you again.
Sincerely,
Harris & Associates
Luella Gabriel Elizabeth Reyes, PE, PMP, QSD
Project Manager Sr. Project Manager
Enclosures: Exhibit 1 – 2026 Project Limits Map
Attachment A: Amendment #1 Fee
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:11/30/25
2026 Pavement Preservation Project - AMENDMENT #1 Attachment A
PHASE, TASK PROJECT PROJECT PROJECT DESIGN
DIR MGR ENGR ENGR
0.0 PROJECT ADMINISTRATION PHASE
0.1 Progress Meetings (1 mtg) 2 $530
0.2 Progress Reports (2 reports) 2 $530
0.3 Project Management Tasks 0.5 6 $1,740
SUBTOTAL HOURS 0.5 0 10 0 0 $2,800
1.0 INVESTIGATION PHASE
1.1 Kick-off Meeting $0
1.2 Data Collection 1 6 $1,465
1.3 Field Investigation 8 $1,160
SUBTOTAL HOURS 0 0 1 6 8 $2,625
2.0 FINAL DESIGN PHASE
2.1 Repackage Plans (100%) 1 8 4 $2,445
2.2 Estimate of Probable Construction Cost (100%) 0.5 8 $1,733
2.3 Specifications and Contract Documents (100%) 0.5 8 $1,733
2.4 Quality Review (100%) 4 $1,160
2.5 Review Meeting (1 Mtg) 1 1 $465
2.6 Final Contract Documents 0.5 2 6 4 $2,460
SUBTOTAL HOURS 0.5 4 5 31 8 $9,995
3.0 BID PERIOD SERVICES
3.1 Attend Pre-Bid Meeting 1 1 $465
3.2 Answer Bidder's Questions 4 2 $1,460
3.3 Prepare Addenda (assume 1) 4 2 2 $1,750
SUBTOTAL HOURS 0 0 9 5 2 $3,675
4.0 DESIGN SERVICES DURING CONSTRUCTION
4.1 Attend Construction Kick-off Meeting 1 1 $465
4.2 Attend Construction meetings (up to 2) 0.5 2 $680
4.3 Respond to RFI's (assume 2) 2 1 $730
4.4 Review Contractor Submittals (assume 4) 1 4 $1,065
4.5 Change Order Assistance 1 4 2 $1,355
4.6 Site Visit (assume 1) 1 1 $465
4.7 Prepare Record Drawings 1 1 4 $1,135
SUBTOTAL HOURS 0.5 1 9 11 6 $5,895
HOURS PER POSITION 2 5 34 53 24
HOURLY RATE (TYPICAL) $300 $290 $265 $200 $145
FEE ESTIMATE PER POSITION $450 $1,450 $9,010 $10,600 $3,480 PROJECT TOTAL $24,990
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. The number of budgeted meetings is indicated.
8. 9. No utility mapping will be required.
10. No public meetings or Council presentations will be required.
11. No topography surveys will be required.
12. Fee assumes design completion in year 2026.
13. Hourly rates shown include all indirect costs, including travel time, mileage, miscellaneous reproduction and copying costs, mailings
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.
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.
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