TASK ORDER NO. 1
CITY OF PACIFICA
AND
SCHAAF AND WHEELER INC.
SECTION 1 – PURPOSE
The purpose of this Task Order is to authorize and direct Schaaf and Wheeler Inc. to proceed with the work specified in SECTION 2 below, in accordance with the provisions of the Master Agreement for Consultant Services between the City of Pacifica (“CITY”) and Schaaf and Wheeler Inc (“CONSULTANT”) hereto dated August 15, 2023 (“MASTER AGREEMENT”) SECTION 2 – SCOPE OF WORK
The items authorized by this Task Order are presented in Attachment “A” – Scope of Services, which is attached hereto and incorporated by this reference.
SECTION 3 – COMPENSATION AND PAYMENT
Compensation shall be as provided in the MASTER AGREEMENT. Compensation for services as set forth in SECTION 2 shall be as set forth in Attachment “B” – Compensation, which is attached hereto and incorporated by this reference. Total compensation for all services provided under this Task Order shall not exceed four hundred forty thousand dollars ($440,000) (“Cost Ceiling”).
SECTION 4 – TIME OF PERFORMANCE
The services described in SECTION 2 of this Task Order shall be completed by June 30, 2024 or as extended in writing by the City Manager.
SECTION 5 – ITEMS AND CONDITIONS
All terms and conditions contained in the MASTER AGREEMENT are incorporated by reference and remain in full force and effect.
Approved this 15th day of August, 2023.
OAK #4818-2196-0582 v1
[Signatures on Next Page]
CITY OF PACIFICA
By: Date
Kevin Woodhouse, City Manager
Approved As To Form
By:
Michelle Marchetta Kenyon, City Attorney
CONSULTANT
Schaaf and Wheeler Inc.
By: Date
Glen Anderson, V.P.
7/28/2023
ATTACHMENT “A”
SCOPE OF SERVICES
Project Understanding and Approach
Schaaf & Wheeler 1
Project Understanding and Approach
Narrative Description of the Project
The City of Pacifica’s Lower Linda Mar Rehabilitation and Repair Project consists of preparing bid documents for pipe bursting and manhole rehabilitation/replacement. The bid documents will be established to provide base scope and additive bid items as listed in the table below and detailed in the RFP. The design will include preparation of bid documents for the base scope and additive bid items.
Base Scope 17,900 LF of Pipe Bursting
Additive Bid Item 1 7,500 LF of Pipe Bursting
Additive Bid Item 2 3,500 LF of Pipe Bursting
Total 28,900 LF of Pipe Bursting
Schaaf & Wheeler’s proposed approach for key scope items is detailed below. Schaaf & Wheeler will complete the scope of work detailed in the RFP.
Task 1.1 Project Management
Schaaf & Wheeler has a 10+ year working relationship with the proposed subconsultants for this project. All necessary project data including budgeting, schedule, and technical requirements will be coordinated between all team members. Schaaf & Wheeler will review all data and reports received from subconsultants and will identify issues with missing data, incomplete data, poor quality, etc.
Schaaf & Wheeler will prepare and submit status updates to the City with each monthly invoice.
The updates will include status of the project budget, schedule, and scope updates along with any issues that arise throughout the project.
Task 1.2 Kickoff and Progress Meetings
Schaaf & Wheeler will attend the project kickoff meeting, and three progress meetings, each assumed to be four hours in duration. Meeting agenda and minute preparation will be performed by Schaaf & Wheeler, and circulated to all attendees in PDF or MS Word format. Additional, short duration conference calls are anticipated throughout the project and are included in this scope.
Task 1.3 Public Outreach
Public outreach is a critical task for a successful project. The project will be disruptive to the residents, and it will be necessary to convey the details and importance of the project to all residents that will be impacted by the project. Site specific outreach and meetings may be necessary in locations where excavations will be required on private property or within easements.
Project Understanding and Approach
Schaaf & Wheeler 2
Schaaf & Wheeler has extensive experience performing public outreach for large scale sewer rehabilitation projects throughout the Bay Area. Schaaf & Wheeler will assist the City with preparing and distributing door hangers, conducting public meetings, and drafting project schedules and writeups for public outreach documents.
Project Understanding and Approach
Schaaf & Wheeler 3
Task 1.4 Project Schedule
Schaaf & Wheeler’s proposed design and construction schedule is included below.
Project Understanding and Approach
Schaaf & Wheeler 4
Task 2.1 Base Map Development
Schaaf & Wheeler’s subconsultant, Kier + Wright
(K+W), will perform surveying services to develop a
project base map for the base scope and additive bid
item locations. The proposed methodology is detailed
below:
▪ Utility Research: Utility research will consist of
contacting all franchise utility providers for their
utility plans within the project limits.
▪ Utility survey: Utility survey will include the
surface evident utilities and the approximate
locations of the subsurface utility lines in the
project area. Utility lines and gravity flow
information will be plotted to scale and shown
on the orthophoto described below. Utility
information will be obtained from utility records
from local utility companies and the City.
▪ MH Dips: All accessible sanitary sewer and
storm drain structures will be measured to obtain rim and invert elevations and to confirm pipe sizes.
▪ Drone Orthophoto Background: K+W will perform a drone flight to prepare an orthorectified photo for the entire project area which will be used as a background for the project base map.
K+W will review recorded assessor maps from these easement stretches to identify the limits of existing recorded Public Utility Easements along the existing SS alignment for incorporation into the base map.
Task 2.2 Potholing and Utility Location
Schaaf & Wheeler’s subconsultant,
Subtronic, will provide potholing for
critical utilities that could be impacted
by the proposed sewer main
rehabilitation work.
Schaaf & Wheeler will identify the
proposed utility potholing locations
and will present the locations to the
City on a utility potholing plan prior to
proceeding with the work. The
proposed scope of services assumes
the following:
▪ Utility potholing of 60 utilities is
included in the proposed fee.
▪ Subtronic will provide traffic control during utility potholing. ▪ Backfill and compact with Class 2 AB and re-surface with hot mix asphalt in paved areas.
Project Understanding and Approach
Schaaf & Wheeler 5
▪ Install PK nails or high visibility whiskers or stakes directly above the utility. ▪ Prepare utility potholing report.
Schaaf & Wheeler will manage the potholing process and will have staff on site during critical potholing activities. Schaaf & Wheeler will record all marked utilities within the USA limits and will update the project Base Map as necessary.
Task 3, 4, and 5 Design Documents
Schaaf & Wheeler’s proposed team has recently completed several large-scale sewer rehabilitation projects throughout the Bay Area. The bid documents will be prepared in an efficient and accurate manner to provide the City with a constructible project. Schaaf & Wheeler has identified the following tasks and processes that will minimize unforeseen conditions and changes during construction:
▪ Thorough document research and review to identify existing conditions. ▪ Detailed utility investigation to identify and document existing conditions and potential conflicts.
▪ Accurately identify all lateral connections. Prepare exhibits and tables identifying lateral locations, and surface improvements that will be impacted by Construction. ▪ Confirm suitability of the proposed pipe rehabilitation method (pipe bursting). If there are locations with dense utilities or very shallow pipes, alternate construction methods may be necessary.
▪ Prepare detailed construction documents to identify existing conditions, constraints, and to outline the contractor’s responsibilities.
▪ Perform constructability reviews to identify potential issues or conflicts during the design process.
Specifications:
Schaaf & Wheeler will utilize the City’s standard specifications to develop a complete set of front end and technical specifications. Schaaf & Wheeler has an extensive library of technical specifications from recent pipe bursting projects throughout the Bay Area to draw upon. The City’s standard specifications will be tailored to provide a concise, detailed, and constructible set of bid documents.
Construction Drawings:
Construction drawings will be developed in AutoCAD 2023 format. Plan view sheets will be prepared at 1:40 scale to accurately identify the proposed pipe bursting alignments, pipe sizes, lengths, and manhole locations.
Schaaf & Wheeler’s design staff will perform field investigations to become familiar with the area, confirm existing utilities shown on the project base map, and to identify potential conflicts/issues. Construction drawings will include title sheet, notes sheets, plan view improvement plans, and construction details.
Engineer’s Opinion of Probable Construction Cost:
Schaaf & Wheeler has multiple recent bid results for similar pipe bursting projects throughout the Bay Area. Engineer’s opinion of probable construction cost will be developed based on previous bid results, estimated quantities and production of work, and quotes from material suppliers.
Project Understanding and Approach
Schaaf & Wheeler 6
Design Review Workshops:
Schaaf & Wheeler will conduct design review workshops with the City to discuss the draft construction documents and specifications. Schaaf & Wheeler will prepare meeting agendas and minutes to be distributed to all attendees.
Unique Approaches and Strengths
Efficient project management will play a critical role in providing a quality service that meets the City’s needs. Schaaf & Wheeler’s project manager, Ben Shick, PE will be the City’s point of contact throughout the project. All project staff and subconsultants will report to Ben to expedite coordination and deliverables for the City.
Schaaf & Wheeler’s proposed design team works almost exclusively on sewer rehabilitation projects within the Bay Area. The relevant experience projects presented in this proposal were all completed by the proposed project team. Schaaf & Wheeler has a close working relationship with the proposed subconsultants for base map development and utility potholing, which will help keep the project on schedule and within budget.
▪ Consistent Communication: Bi-weekly conference calls allow Schaaf & Wheeler team to communicate with the City’s project staff on a consistent, prescheduled basis. This allows the City staff to be aware of progress made, needed input and keeps them involved in the project and decision making. Similar to construction progress meetings, these conference calls are typically very short, providing an update to both parties. If an issue arises, it can be dealt with quickly, limiting the potential impact to schedule and budget.
▪ QA/QC: Our designated principal-incharge, Glen Anderson, PE, is on board to provide quality control review of all
deliverables. With each quality control
review, a detailed comment and response
form will be filled out and submitted to the
City with the associated submittal. A typical
iteration of our quality review procedure is
shown in the adjacent figure.
▪ Dedicated Staffing: Ben Shick and Glen
Anderson are both principal owners and
vice presidents at Schaaf & Wheeler. As
such, they are committed to completing the
project for the City.
Estimate of Hours and Fee
Schaaf & Wheeler 16Estimate of Hours and Fee
Principal Project
Manager
Senior Engineer
Associate
Engineer
Assistant
Engineer
$275 $235 $210 $195
Task 1 Project Management 80 40 8 0 $33,080 $0 $0 $0 $33,080 40 $11,000 $11,00016 16 8 $9,840 $9,84016 24 $10,040 $10,040 8 $2,200 $2,200
Task 2 Base Map Development 12 0 24 40 $16,140 $40,380 $178,880 $21,926 $257,326 4 40 $8,900 $40,380 $4,038 $53,3188 24 $7,240 $178,880 $17,888 $204,008 Task 3 65% Construction Documents 36 50 48 134 $57,860 $0 $0 $0 $57,860 32 40 48 120 $51,680 $51,680
2 2 12 $3,360 $3,3602 8 2 $2,820 $2,820
Task 4 95% Construction Documents 28 42 48 106 $48,320 $0 $0 $0 $48,320 24 32 48 96 $42,920 $42,920
2 2 8 $2,580 $2,5802 8 2 $2,820 $2,820
Task 5 100% Design - Bid Documents 16 24 36 84 $33,980 $0 $0 $0 $33,980 12 16 24 60 $23,800 $23,800
4 8 12 24 $10,180 $10,180
Task 6 Bid Support 8 12 0 16 $8,140 $0 $0 $0 $8,140
4 8 $2,980 $2,9804 4 16 $5,160 $5,160
Total 180 168 164 380 $197,520 $40,380 $178,880 $21,926 $438,706
1. The approximate cost per utility pothole is $3,400. The cost per pothole may vary based on number of potholes scheduled per day, depth of utility, ground cover, etc.
1.3 Public Outreach1.4 Project Schedule
Hourly Rates
10% Subconsultant
Markup
Total
1.1 Project Management1.2 Kickoff and Progress Meetings Estimate of Hours and Fee
Schaaf & Wheeler
Total
Kier & Wright -
Surveying
Subtronic -
Potholing
2.1 Base Map Development2.2 Potholing and Utility Location (60 Potholes @ $3,400/ea1)
3.1 Construction Documents3.2 Engineer's Opinion of Probable Construction Cost - 65%3.3 65% Design Review WorkshopPrebid MeetingAddenda (three)4.1 Contruction Documents4.2 Engineer's Opinion of Probable Cost - 95%4.3 Design Review Workshop5.1 Prepare Draft Bid Documents5.2 Prepare Final Bid Documents ATTACHMENT “B”
COMPENSATION
(Documented in Attachment A)