1401 Willow Pass Road, Suite 500, Concord, CA 94520 (925) 827-4900 www.WeAreHarris.com June 22, 2023
Wladimir Wlassowsky, P.E.
Interim City Engineer
Oakland Department of Transportation (OakDOT)
7101 Edgewater Drive
Oakland, CA 94621-3001
AMENDMENT NO. 2 -PIEDMONT PINES PHASE II UTILITY UNDERGROUNDING DISTRICT Dear Wlad:
The Piedmont Pines Phase II utility undergrounding and street lighting project was successfully formed in July 2021, achieving a significant milestone that was more than four years in the making. However, there is significant work remaining, including completing the design work, obtaining construction bids, administering cash collections from interested property owners, issuing municipal bonds, and the undergrounding of existing overhead utilities and installation of new streetlights.
As previously discussed, the “District Update” portion of our services outlined in Amendment No.1 to the agreement between Harris and the City did not include all the hours Harris expended on the project due to the expanded scope of services. In addition, Amendment No.1 expired on December 31, 2021, with remaining work occurring throughout 2022 and expected to continue throughout 2027.
This Amendment No. 2 work completed to-date that was not included in the Original Contract scope of work or Amendment No. 1 and Harris’ remaining scope of work. The scope of work has been expanded to include additional support during the financing stage as well as assistance managing the project throughout the design phase, streetlight design services, and an optional task for assistance during construction. Harris is including Urban Design Consulting Engineers (UDCE) as the streetlight engineer consultant who will provide photometric calculations and prepare the streetlight design.
PROJECT TEAM
Alison Bouley, PE is a Vice President and in charge of Harris’ Municipal and District Finance team. She will serve as the assessment engineer and provide overall support to the team for the District Formation work. Alison has over 23 years of public finance experience including utility undergrounding districts.
Donna Segura will serve as the overall Project Manager for the contract and will oversee the completion of the Task 1, District Formation work. Donna is a Director at Harris and has over 23 years of experience in CFD and Assessment District Formation and Administration. Donna leads Harris’ District formation and Administration team.
Sindy Mikkelsen will serve as the lead on Tasks 2, 3 and 4, assisting the City with support during the design and construction phases. Over the last 30 years, Sindy has established herself as a trusted expert in municipal and civil design, with a specialty in utility undergrounding. Her experience encompasses a variety of achievements including developing a corrective action plan for Pacific Gas & Electric’s Rule 20A Program.
Luella Gabriel will provide support to Sindy for Tasks 2, 3 and 4. Luella has over 28 years of civil engineering experience, which includes paving, utility undergrounding design and coordination, substation civil design, grading, drainage, stormwater Attachment A
Harris & Associates, Inc. 2
treatment, slide repair, site layout, and pipe design. She is skilled in Civil 3D 2020 and has extensive experience in civil computer programs such as AutoCAD 2020, StormCad and FlowMaster.
Harris will be supported by our sub, UDCE. UDCE is an urban Civil Engineering design firm focused on complex, urban engineering issues. Formed in 2005 by highly experienced professionals in the industry, they have completed hundreds of site development, streetscape, joint trench, transportation, utility, and land development projects in the Bay Area. Their staff have decades of experience designing solutions for the most challenging urban projects.
The Harris team will be supported by other staff as necessary for successful completion of the project.
TASK 1 - DISTRICT FORMATION
EXPANDED SCOPE OF WORK COMPLETED AND ASSOCIATED COSTS THROUGH DECEMBER 31, 2021 Harris’ scope of work completed under Amendment No. 1 was expanded to meet unforeseen needs of the project as a result of the three-year project delay that occurred while waiting for the CPUC to approve certain roadways for undergrounding, along with a significant turnover of individuals working on the project during that time. The expanded scope of work and associated costs, during the term of Amendment #1 are as follows:
EXTENDED SCOPE OF SERVICES AND ASSOCIATED COSTS 2022 THROUGHT JUNE 2023 After Amendment No. 1 expired in December of 2021, Harris’ extended the scope of work into 2022. This work included meeting with the City staff to assist with staff changes and with continuity on the project, addressing issues with the first phase accounting issues and to help keep the PPNA committee informed. The extended scope of work completed in 2022 and the first half of 2023, and associated costs, are as follows:
Extended Scope of Work Completed 2022 Year-to-Date Harris Staff Hours Cost a. PPNA Meetings (one hour, monthly) Senior Analyst 5 $150.00 per hour $750 Project Supervisor 2 $205.00 per hour $410
b. Meetings with City (half hour, weekly) Senior Analyst 12.25 $150.00 per hour $1,838 Project Supervisor 4 $205.00 per hour $820
c. Project Coordination Senior Analyst 19.5 $150.00 per hour $2,925 Project Supervisor 1.5 $205.00 per hour $308
Senior Project Manager 1 $250.00 per hour $250
Subtotal $7,300
Rate
Attachment A
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REMAINING FINANCE SCOPE OF WORK AND ASSOCIATED COSTS
An outline of Harris’s remaining tasks and project milestones are shown below based on an estimated construction start date of September 2025 Harris has included additional hours in Task D to provide support and coordination to the City through bond sale. Should the hours exceed those listed, or if there are signification changes to the listed timeframe, an amendment may be necessary.
Remaining Scope of Work Harris Staff Hours Rate Cost
a. Prepare/Mail 1st Notice of Assessment Senior Analyst 12 $170.00 per hour $2,040 Project Director 2 $265.00 per hour $530
b. Prepare/Mail 2nd Notice of Assessment Senior Analyst 12 $170.00 per hour $2,040 Project Director 2 $265.00 per hour $530
c. Prepare Paid/Unpaid List Senior Analyst 12 $170.00 per hour $2,040 d. Senior Analyst 20 $170.00 per hour $3,400
Project Director 60 $265.00 per hour $15,900
e. Confirmed Engineer's Report Senior Analyst 1 2 $170.00 per hour $2,040 Project Director 4 $265.00 per hour $1,060
Assessment Engineer 4 $275.00 per hour $1,100
f. Prepare/Record Final Assessment Liens Senior Analyst 8 $170.00 per hour $1,360 Project Director 2 $265.00 per hour $530
g. PPNA Meetings (one hour, monthly through 9/30/2023) Project Director 14 $265.00 per hour $3,710 h. Project Director 12 $265.00 per hour $3,180
i. Meetings with City (half hour, weekly through 9/30/2025) P roject Director 55 $265.00 per hour $14,575 Subtotal $54,035
3% Escalation $1,621
Total $55,656
Coordination/Bond Issuance Support/Prepare Official Statement Tables *
Bond Financing Team Meetings and Coordination (one hour, six meetings)
Attachment A
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Timeframe Description Milestone/Task
Q2 2023 Project Design/Bid Phase Commences Project Milestone Q3 2023 Cash Collection Period Commences Project Milestone 1st Notice of Assessment Mailing Harris Task
Q4 2024 Project Design/Bid Phase Completed Project Milestone Q1 2025 Bond Financing Phase Commences Project Milestone 2nd Notice of Assessment Mailing Harris Task
Bond Issuance Support/OS Tables Harris Task
Q2 2025 Cash Collection Period Ends Project Milestone
Prepare Paid/Unpaid List Harris Task
Bond Issuance Project Milestone
Engineer's Report Confirmed Harris Task
Final Assessment Lien Recorded Harris Task
Q3 2025 Project Construction Commences Project Milestone Q4 2027 Project Construction Completed Project Milestone Q3 2023-Q2 2025 Coordination with City and Bond Team Harris Task TASK 1: FEE FOR DISTRICT FORMATION SERVICES
The following table summarizes the total amendment requested for District Formation Services including coordination with the City’s team through the bond sale.
EXPANDED SCOPE OF WORK THROUGH 12/31/ 2021 $14,770
EXTENDED SCOPE OF WORK 2022 THROUGH JUNE 2023 $7,300
REMAINING SCOPE OF WORK $55,656
TOTAL DISTRICT FORMATION SERVICES $77,726
TASKS 2-4: PROJECT MANAGEMENT DURING DESIGN AND CONSTRUCTION PHASE The following scope of work has been included for support during the design phase of the project as well as an optional task for support during the construction phase. This scope also includes Streetlight Design and construction support from our subconsultant, UDCE.
Our first task is to meet with City staff and PG&E to discuss the composite design process in which PG&E has taken the lead and presumably began work in April. We will continue to provide project management support until November 2024, when PG&E completes the final composite plans and Form B.
Harris has assumed that the construction phase will occur between July 2025 through end of 2027. If the timeframe is extended or additional work requested, an additional scope may be warranted.
Attachment A
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HARRIS SCOPE OF WORK
Task Description Scope Deliverables
TASK 2: PROJECT MANAGEMENT (DURING DESIGN PHASE)
2.1 Project Meetings
2.2 Site Walks
Meet with City Staff (20 meetings) – Meet with City staff to discuss design process and coordinate the schedule. These meetings will mainly be virtual and a few in person when required. Follow-up with items as needed.
Meet with residents within the district (5 meetings) to assist the city in answering questions. These meetings will be virtual.
Meet with PG&E and all joint trench participants (10 meetings) to discuss various plan submittals (Initial and Final Composites, and Form B). These meetings will be virtual.
Project site walk – Walk the site with City staff and PG&E.
Meeting minutes and
update schedule.
Meeting minutes
Meeting minutes
Field notes and photos
TASK 3: Streetlight Design
Streetlight Design Coordination with Streetlight Consultant UDCE to prepare streetlight design. A detailed scope of work is included below for our subconsultant UDCE.
Photometric
calculations, streetlight
layout and exhibits
TASK 4: PROJECT MANAGEMENT (DURING CONTRUCTION PHASE) (OPTIONAL)
4.1 Project Meetings Meet with City Staff and Utility Agencies (40 meetings) – Meet with City staff and utility agencies to provide construction support.
Meeting minutes
4.2 Streetlight Construction Support UDCE will be available for construction administrative support for bidding, permitting, addendas, review submittals, respond to RFI’s, issue structural bulletins, attend meetings (3), punchlist walk, review contractor redlines and closeout
Submittal reviews, RFI
responses, structural
bulletins, field meeting
notes
Task 3: Streetlight Design Scope for UDCE
The following scope elements are included as part of this scope of work:
• Design and Prepare Streetlight Construction Documents (conduits, routing, trench sections, crossings, vaults, and circuits).
• Design and Prepare Single Line Diagram
The following limits of work have been assumed and include public streets and sidewalks.
Attachment A
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STANDARDS AND DELIVERABLES
Work will be performed using the following standards unless otherwise requested in advance:
• AutoCAD, using National CAD Standard, current editions • VISUAL software for photometric analysis
• Plans will be in PDF 34 x 22 size, or to match that used by the design team • Specifications will be in Construction Specifications Institute (CSI) 6-digit format or on the Plans
BASIC SERVICES
Photometrics and Construction Documents
1. Request record drawings from PG&E
2. Receive and review streetlight records from City of Oakland
3. Review Client provided topographic field survey and advise on any supplemental survey needs
4. Perform engineer’s field review to validate field survey, existing streetlight type and wattage, proposed streetlight locations
5. Perform photometrics analysis in accordance with IES-RP8 guidance a. Existing plus Proposed minus Select removed streetlights b. Re-iteration may be required to adjust for conformity
6. Attend up to (5) five virtual meetings of up to one hour each to coordinate the design with the team
7. Design and Prepare Plans, submit in PDF
Attachment A
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a. Streetlight Plans
b. Streetlight Construction Details
c. Specifications – using City’s standard Special Provisions to the Public Works Greenbook
8. Receive, review, respond to City comments, and update the Construction Documents up to (2) two rounds
9. Construction Documents (Stamped and Signed) up to two full size sets
10. Submit to Client exhibit for streetlight electric secondary service points for submission of PGE service application by City
EXCLUDED SERVICES
Bulk printing services for submissions
Application, Utility Company Engineering Advancements, and Permit fees Coordination, submission, and issuance of any AHJ permit applications Field Topographic and Underground Utility Surveying
Coordination and/or performing potholing, vacuum extraction potholing, or underground utility locating Coordination and/or revision of design documents due to potholing or underground locating after Design Development Phase will require an Additional Service Request. 3D modelling
Drafting of Easements and Plats
Determination of Sea Level Rise
Design of Geotechnical, Environmental, Structural, Electrical, Landscape Architecture, Planting, Irrigation, Site Lighting, Traffic Signal, and other work not specified. Preparation of PG&E Form B
Work related to agencies not specified in the Scope of Work
ASSUMPTIONS
Regular attendance at weekly or bi-weekly OAC-type meetings is excluded from this proposal. UDCE plans to update the design team with coordination information via email prior to these types of meetings for review and comment, reserving meetings included in the various design phases of this proposal to focus directly on dry utility coordination items.
ADDITIONAL SERVICES
Any services not included above shall be considered Additional Services and shall be paid for by the Client in addition to the compensation for Basic Services. Additional Services shall only be provided if authorized in writing by Client. Additional Services shall include, but not be limited to:
Making revisions to drawings, specifications, or other documents when such revisions are a) inconsistent with approvals or instructions previously given by Client; b) required by revision of codes, laws or regulations subsequent to the preparation of such documents; or c) due to changes required as a result of Client’s failure to render decisions in a timely manner.
Providing services required due to significant changes in the project, including but not limited to, size, quality, complexity, schedule, or method of contracting for construction. Preparing drawings, specifications, or other documents and providing other services in connection with construction change orders.
Providing services in connection with substitutions proposed by the construction contractor. Providing services made necessary by default of the construction contractor, or by major defects of deficiencies in the work of the construction contractor.
Providing services in evaluating an extensive number of claims submitted by the construction contractor or others in connection with the work.
Attachment A
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Providing services in connection with a public hearing, arbitration proceeding, or legal proceeding except where Consultant is a party thereto.
Preparing documents for alternate, separate, or sequential bids.
Additional Services will be performed on a time and materials basis per Urban Design Consulting Engineer’s Fee Schedule in effect at time services are performed, or for a mutually agreed upon lump sum, as negotiated by Client and Consultant prior to commencing such services.
TOTAL FEE FOR SUPPORT DURING DESIGN AND CONSTRUCTION
The following tables summarizes the fee for support during design and construction including the streetlight design.
Subconsultants
Project Director
Senior Project
Manager
Project Manager
Project Engineer
Financial/Distri
ct Engineer
Financial
Assessment
Analyst
Urban Design
Consulting
Engineers
(SL)
COST PER TASK
Hourly Rate $285 $250 $205 $145 $240 $140
COST
2. 1 Project Meetings
Meetings with City Staff and Utility Agencies (20 meetings) 4 80 40 $29,340 Meetings with Residents (5 meetings) 40 20 $14,100
Meetings with Utility Agencies (10 meetings) 4 40 20 $15,240
2.2 Site Walks
Project Site Walks 2 24 24 $11,490
Task 2 Subtotal 295 434 309 145 240 140 -$ $70,170
3% Escalation for 2024 Rates $2,105
TASK 2 TOTAL 295 434 309 145 240 140 -$ $72,275
Streelight De
sign w/ markup 68,750$ $68,750
Coordination with UDCE 24 40 $14,200
Task 3 Subtotal 600 1,076 762 290 480 280 68,750.00 $ $82,950 3% Escalation for 2024 Rates $2,489
TASK 3 TOTAL 600 1,076 762 290 480 280 68,750.00 $ $85,439
4.1 Project Meetings
Meetings with City Staff and Utility Agencies (40 meetings) 10 360 80 $109,250
4.2 Streetlight Construction Support
Streetlight Construction Support w/ markup 20 2 0 11,000.00$ $20,100 Task 4 Subtot
al 10 380 100 0 0 0 11,000.00 $ $129,350
3% Escalation for 2025-2027 Rates $11,994
OPTIONAL TASK 4 TOTAL 10 380 100 0 0 0 11,000.00 $ $141,344 TOTAL $299,058
Harris & Associates
HOURS
TASK 2 - PROJECT MANAGEMENT (During Design Phase) 2023-2024 OPTIONAL TASK 4 - PROJECT MANAGEMENT (During Construction Phase) 2025-2027 TASK 3 - Streetlight Design
Assumptions:
1. Hours and fee subject to adjustment during scoping session with the City
2. Hours and fee for individual tasks are a guide; the total hours and cost for the project take precedence
3. Hours and fee may be renegotiated if the project is delayed by factors beyond Harris' control
4. The number of budgeted meetings is indicated on the spreadsheet
5. Fees shown are based on Harris 2023 standard rates
6. Task 1 rates assume a July 2023 start date
7. Optional Task 2 rates assume a July 2025 start date
8. Tasks performed by Financial/District Engineer & Assessment Analyst are included in separate scope
9. Land acquisition, contracting, and permitting tasks are not included Attachment A