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AGREEMENT FOR CONSULTANT SERVICES
This Agreement for Consultant Services (the "Agreement") is made and entered into this _12th of August. 2024_by and between THE CITY OF PACIFICA, a municipal corporation (hereinafter referred to as "CITY") and _NCE a corporation (hereinafter referred to as "CONSULTANT"). CITY and CONSULTANT may be referred to individually as “Party” and collectively as the “Parties.”
RECITALS
WHEREAS, CITY requires civil engineering, pavement engineering, consultant services in connection with the FY 25-26 Pavement Resurfacing Project; WHEREAS, CONSULTANT is qualified to perform such services; and WHEREAS, CONSULTANT has agreed to provide CITY with such services on the terms and conditions set forth herein.
NOW, THEREFORE, for the considerations hereinafter set forth, CONSULTANT and CITY agree as follows:
ARTICLE 1 - SCOPE OF SERVICES
1.1. Scope of Work. CONSULTANT agrees to furnish the services set forth in Exhibit A, Scope of Work, which is attached hereto and incorporated herein (the "Services").
1.2. Compliance with Law. The Services shall be performed in accordance with all applicable federal, state and local laws, ordinances, rules, regulations and orders.
1.3. Time is of the Essence. CONSULTANT agrees to diligently prosecute the Services. In the performance of this Agreement, time is of the essence.
1.4. Professional Competence. CONSULTANT represents that it has the professional skills necessary to perform the Services and that it will perform the Services in a skillful and professional manner. CONSULTANT represents that it has all the necessary licenses to perform the Services and shall maintain them throughout the term of this Agreement.
CONSULTANT agrees that the Services shall be performed consistent with the professional skill and care ordinarily provided by CONSULTANT practicing in the same or similar locality under the same or similar circumstances. CITY and CONSULTANT agree that CONSULTANT is in responsible charge of the Services. Acceptance by CITY of the Services does not operate as a release of CONSULTANT from professional responsibility for the Services performed.
1.5. Independent Contractor. CONSULTANT is an independent contractor and not an employee of CITY. CONSULTANT expressly warrants that it will not represent that it is ATTACHMENT 1
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an employee of CITY. Persons employed or utilized by CONSULTANT in the performance of the Services will not be employees or agents of CITY. CONSULTANT is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes.
1.6. Confidentiality. CONSULTANT agrees to maintain in confidence and not disclose to any person, firm, governmental entity, or corporation, without CITY's prior written consent, any trade secret or confidential information, knowledge or data relating to the products, process, or operation of CITY. CONSULTANT further agrees to maintain in confidence and not to disclose to any person, firm, governmental entity, or corporation any data, information, technology, or material developed or obtained by CONSULTANT during the performance of the Services. The covenants contained in this Section 1.6 shall survive the termination of this Agreement for whatever cause.
1.7. Ownership of Material. Any reports and other material prepared by or on behalf of CONSULTANT under this Agreement (collectively, the "Documents") shall be and remain the property of CITY. All Documents not already provided to CITY shall be delivered to CITY on the date of termination of this Agreement for any reason. The Documents may be used by CITY and its agents, employees, representatives, and assigns, in whole or in part, or in modified form, for all purposes CITY may deem appropriate without further employment of or payment of any compensation to CONSULTANT.
1.8. Documentation. CONSULTANT shall keep and maintain full and complete documentation and accounting records, employee time sheets, and correspondence pertaining to the performance of the Services, and CONSULTANT shall make such documents available for review and/or audit by CITY and CITY's representatives at all reasonable times for at least four years after the termination of this Agreement or completion of the Services.
1.9. Testimony. CONSULTANT agrees to testify at CITY's request if litigation is brought against CITY in connection with the Services. Unless the action is brought by CONSULTANT or is based upon CONSULTANT's negligence, CITY will compensate CONSULTANT for the preparation and the testimony at CONSULTANT's standard hourly rates.
ARTICLE 2 - COMPENSATION
2.1. Compensation. Compensation for the Services shall be in accordance with Exhibit B, Compensation, attached hereto and incorporated herein. It is agreed that the compensation for the Services shall not exceed $183,200.00 ("Cost Ceiling").
2.2. Invoices. CONSULTANT shall submit monthly invoices in a form satisfactory to CITY on or before the tenth day of each month for Services provided during the preceding month. CONSULTANT shall submit time and cost records as necessary to substantiate performance of the Services. Within 35 days after receipt of each such invoice, CITY shall verify the accuracy of the invoice, correct the charges where appropriate and as - 3 -
discussed and mutually agreed with CONSULTANT, and make payment to CONSULTANT in an amount equal to the amount of such invoice, as verified or corrected by CITY. No payment hereunder shall be construed as evidence of acceptance of any of CONSULTANT's work. CITY reserves the right to withhold payment from CONSULTANT on account of Services not performed satisfactorily, delays in CONSULTANT's performance of Services, or other defaults hereunder. CONSULTANT shall not stop or delay performance of the Services under this Agreement on account of payment disputes with CITY.
2.3. Status Reports. Together with each monthly invoice, CONSULTANT shall submit a status report detailing the amount expended on the Services to that date and the remaining amount to be expended before the Cost Ceiling is reached. CONSULTANT shall notify CITY in writing when payments have reached 90 percent of the Cost Ceiling.
2.4. Withholding. In lieu of holding retention, CITY shall withhold CONSULTANT's final payment until the Services are complete and CITY has received all Documents.
CONSULTANT shall diligently continue and complete performance of the Services if the Services are not complete at the time CONSULTANT has performed services up to the Cost Ceiling.
ARTICLE 3 - TIME OF PERFORMANCE
3.1. Effective Date. This Agreement shall become effective upon execution of the second signature and shall remain in full force and effect until the Services are completed (the "Term"). CONSULTANT agrees to complete design services by December 31,2024 and construction support by August 30, 2025.
3.2. Termination. This Agreement may be terminated at any time by CITY upon written notice to CONSULTANT.
3.3. Final Payment. CONSULTANT shall be entitled to compensation for Services performed up to the time of such termination, it being understood that any payments are full compensation for the Services rendered under this Agreement.
3.4. Other Remedies. Nothing in this Article 3 shall be deemed to limit the respective rights of the parties to terminate this Agreement for cause or otherwise to exercise any rights or pursue any remedies which may accrue to them.
ARTICLE 4 - DESIGNATED CONTACTS
4.1. CITY Contact. CITY designates Roland Yip, P.E, its Deputy Director of Public Works, as its contact who shall be responsible for administering and interpreting the terms and conditions of this Agreement, for matters relating to CONSULTANT's performance under this Agreement, and for liaison and coordination between CITY and CONSULTANT. In the event CITY wishes to make a change in CITY 's representative, CITY will notify CONSULTANT of the change in writing.
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4.2. CONSULTANT Contact. CONSULTANT designates J. Ryan Shafer P.E., G.E, as its contact, who shall have immediate responsibility for the performance of the Services and for all matters relating to performance under this Agreement. Any change in CONSULTANT's designated contact shall be subject to written approval by CITY.
ARTICLE 5 - INDEMNIFICATION AND INSURANCE
5.1. Indemnification. CONSULTANT shall, to the fullest extent allowed by law, with respect to claims, liability, loss, damage, costs, or expenses, including reasonable attorney's and expert witness fees, awards, fines, penalties, or judgments, arising out of or relating to the Services (collectively "Claims"), defend, indemnify, and hold harmless CITY, its Officials, officers, employees and agents (the "CITY Parties"), except to the extent the Claims are attributable to CITY Parties' gross negligence or willful misconduct. CONSULTANT shall defend the CITY Parties as required by California Civil Code Section 2778, and with counsel reasonably acceptable to those parties.
CONSULTANT shall have no right to seek reimbursement from the CITY Parties for the costs of defense. The obligations contained in this Section 5.1 shall survive the termination of this Agreement for whatever cause for the full period of time allowed by law and shall not in any way be limited by the insurance requirements of this Agreement.
To the extent that CONSULTANT, is a design professional, as that term is defined in Civil Code section 2782.8(c)(3), the Consultant shall, to the fullest extent allowed by law, with respect to claims, liability, loss, damage, costs, or expenses, including reasonable attorney’s and expert witness fees, awards, fines, penalties, or judgments (collectively “Claims”), defend, indemnify and hold harmless CITY, its officials, officers, employees and agents (“CITY Parties”) from those Claims that are caused by the negligence, recklessness, or willful misconduct of the Consultant. In no event shall the cost to defend charged to the Consultant exceed the Consultant’s proportionate percentage of fault. However, notwithstanding the previous sentence, in the event one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, the Consultant shall meet and confer with other parties regarding unpaid defense costs. The obligations contained in this Section 5.1 shall survive the termination of this Agreement for whatever cause for the full period of time allowed by law and shall not in any way be limited by the insurance requirements of this Agreement.
5.2. Health and Safety. CONSULTANT may perform part of the Services at sites which contain unknown working conditions and contaminated materials. CONSULTANT shall be solely responsible for the health and safety of CONSULTANT's employees during the performance of the Services.
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5.3. Insurance. CONSULTANT and all of CONSULTANTS employees, subcontractors, consultants and other agency shall procure, provide and maintain at all times during the performance of this Agreement, and for such additional periods as described herein, the insurance listed below with insurers licensed to do business in the State of California and with a Best's rating of no less than A:VII.
A. Commercial Automobile Liability Insurance. Commercial Automobile Liability Insurance providing bodily injury liability and property damage, to protect against all liability arising out of the use of any owned, leased, passenger or commercial automobile at a minimum amount of $1,000,000 combined single limit and $2,000,000 aggregate. Coverage shall apply to hired and non-owned autos.
B. Commercial General Liability Insurance. Commercial General Liability Insurance, with limits providing a minimum amount of $1,000,000 combined single limit coverage for each occurrence, $2,000,000 general aggregate and $2,000,000 products/completed operations aggregate. The insurance shall cover all operations including but not limited to the following: (1) premises, operations and mobile equipment liability; (2) completed operations and products liability; (3) contractual liability insuring the obligations assumed by CONSULTANT in this Agreement; (4) broad form property damage liability; (5) personal injury liability endorsement, including death; and (6) automobile bodily injury and property damage insurance, including all owned, hired and non-owned equipment.
C. Professional Liability Insurance. Professional Liability Insurance protecting against liabilities arising out of or in connection with negligent acts, errors, or omissions of CONSULTANT and all of CONSULTANTS employees, subcontractors, consultants and other agency in connection with this Agreement, at a minimum amount of $1,000,000 combined single limit coverage and $1,000,000 aggregate, on a "claims made basis" with a continuation of coverage extension for liabilities for two years from the date the Services are substantially complete. Such professional liability policies shall include coverage for liability assumed by the CONSULTANT under this Agreement.
D. Workers Compensation Insurance. Workers Compensation insurance, occupational disease insurance and employer’s liability insurance shall be required with minimum limits as required by law, covering all workplaces involved in this Agreement.
E. Policy Terms. Concurrently with execution of this Agreement, CONSULTANT shall provide CITY with Certificates of Insurance evidencing that CONSULTANT has obtained or maintains the insurance required by this Section
5.3. The Certificates shall be on forms acceptable to CITY. CONSULTANT shall also furnish CITY with original endorsements with the following documentation:
• Precluding cancellation or reduction in coverage before the expiration of thirty (30) days after CITY shall have received written notification thereof from CONSULTANT by United States mail;
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• Providing that CONSULTANT's insurance shall apply separately to each insured against whom claim is made or suit is brought, and include a “separation of insureds” or “severability” clause which treats each insured separately, except with respect to the limits of the insurer's liability (cross-liability endorsement);
• Excepting CONSULTANT’S professional liability insurance, naming CITY, its City Council, boards, commissions, committees, officers, employees and agents as additional insureds (“Additional Insureds”); and • Providing that for any claims relating to CONSULTANT's services hereunder, CONSULTANT's insurance coverage shall be primary insurance with respect to CITY, its City Council, boards, commissions, committees, officers, employees and agents, and that any insurance or self-insurance maintained by CITY for itself, its City Council, boards, commissions, committees, officers, employees and agents shall be in excess of CONSULTANT's insurance and shall not be contributory with it.
• It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverages requirements and/or limits shall be available to the Additional Insured, including but not limited to any umbrella or excess insurance.
Furthermore, the requirements for coverage and limits shall be the greater of:
(a) the minimum coverage and limits specified in this Agreement; or (b) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured.
F. Material Breach. If CONSULTANT fails to maintain insurance coverage or provided insurance documentation which is required pursuant to this Agreement, it shall be deemed a material breach of this Agreement. CITY, at its sole option, may terminate this Agreement and obtain damages from CONSULTANT resulting from said breach. Alternatively, CITY may purchase the required insurance coverage, and without further notice to CONSULTANT, may deduct from sums due to CONSULTANT any premium costs advanced by CITY for such insurance. These remedies shall be in addition to any other remedies available to CITY.
ARTICLE 6 - NOTICES
All notices or other communications required or permitted hereunder shall be in writing, and shall be personally delivered or sent by facsimile or reputable overnight courier and shall be deemed received upon the earlier of: (1) if personally delivered, the date of delivery to the address of the person to receive such notice; (2) if delivered by Federal Express or other overnight courier for next business day delivery, the next business day; (3) if sent by facsimile, with the original sent on the same day by overnight courier, the date on which the facsimile is received, provided it is before 5:00 P.M. Pacific Time; or (4) if sent electronically, the date of delivery on the confirmed read receipt. Notice of change of address shall be given by written notice in the manner described in this Article 6. Rejection or other refusal to accept or the inability to deliver because of a change in address of which no notice was given shall be deemed - 7 -
to constitute receipt of the notice or communication sent. Unless changed in accordance herewith, the addresses for notices given pursuant to this Agreement shall be as follows:
If to CITY: Kevin Woodhouse
170 Santa Maria Avenue
Pacifica, CA 94404
Phone: (650) 738-7409
Facsimile: (650) 359-6038
Email: [email protected]
If to CONSULTANT: J. Ryan Shafer, P.E., GE, Principal_
1003 W. Cutting Boulevard, Suite 110
Pt. Richmond, CA 94804
Phone: (510) 215-3620
Email: [email protected]
ARTICLE 7 - MISCELLANEOUS
7.1. Entire Agreement. This Agreement represents the entire understanding of CITY and CONSULTANT as to those matters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may only be modified by an amendment in writing signed by each party.
7.2. No Assignment. The Services are deemed unique and neither party shall assign, transfer, subcontract or otherwise substitute its interest in this Agreement or any of its obligations hereunder without the prior written consent of the other party. As limited by this Section
7.2, this Agreement is to be binding on the successors and assigns of the parties hereto.
7.3. Severability. If any part of this Agreement is determined to be unconstitutional, invalid or beyond the authority of either party, such decision shall not affect the validity of the remainder of this Agreement, which shall continue in full force and effect, provided that the remainder of this Agreement can be interpreted to give effect to the intentions of the parties.
7.4. Counterparts. This Agreement may be signed in counterparts and, when fully signed, such counterparts shall have the same effect as if signed in one document.
7.5. Choice of Law. This Agreement and all matters relating to it shall be governed by the laws of the State of California without reference to its choice of laws principles and venue shall be in the appropriate court in San Mateo County, California.
7.6. Waiver. No failure on the part of either Party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder. A waiver by either CITY or CONSULTANT of any breach of this Agreement shall not be binding upon the waiving party unless such waiver is in writing. In the event of a written - 8 -
waiver, such a waiver shall not affect the waiving party's rights with respect to any other further breach.
7.7. Mediation. In the event the parties are unable to resolve a dispute arising under this Agreement through good faith negotiations, the parties agree to submit the matter to mediation with a mutually agreeable mediator. Prior to the mediation, the parties shall exchange any documents reasonably necessary to resolve the matter to be mediated.
7.8. Attorney’s Fees. If any action at law or in equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, which may be set by the court in the same action or in a separate action brought for that purpose, in addition to any other relief to which that party may be entitled.
Interpretation. In the event this Agreement is ever construed in any dispute between the parties, it and each of its provisions shall be construed without regard to the party or parties responsible for its preparation and shall be deemed to have been prepared jointly by the parties. The rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be employed in interpreting this Agreement.
7.9. Authority. Each individual executing this Agreement on behalf of one of the parties represents that he or she is duly authorized to sign and deliver the Agreement on behalf of such party and that this Agreement is binding on such party in accordance with its terms.
Third Parties. Nothing contained in this Agreement shall create a contractual relationship with, or cause of action in favor of, a third party against either the CITY or CONSULTANT.
CONSULTANT’s Services hereunder are being performed solely for the benefit of CITY.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date set forth above.
CITY OF PACIFICA
By: Date
Kevin Woodhouse, City Manager
Approved As To Form
By:
Michelle Marchetta Kenyon, City Attorney
CONSULTANT: NCE
By: Date
J. Ryan Shafer, P.E., GE, Principal
8-2-2024
EXHIBIT A
SCOPE OF WORK
City of Pacifica
FY 25/26 Pavement Resurfacing and Concrete Improvements Project Scope of Work
Date: July 19th, 2024
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PROJECT UNDERSTANDING AND APPROACH
NCE has recently updated the FY 2025/26 to FY 2029/30
Work Plan with an average of $2.2 million annual
paving budget. The updated 5-year Work Plan was
reviewed and approved by the City Council in early July 2024. Similar to previously completed projects, the 5-
year Work Plan was developed based on City budget,
the desire to have a resurfacing project each year,
grouping projects by neighborhoods for efficiency of
design, construction (less mobilization), future
maintenance or utility works, and to be able to
resurface more streets with a limited paving annual
budget. The City indicated that they wanted to use
conventional and rubberized cape seals, double slurry seals, multi-layer seal with base repairs, or single-layer surface seal in lieu of more costly conventional overlays or reconstruction as a stop gap interim measure until additional funding sources can be identified. Cost-effective cape seal, double slurry seal, or multi-layer seal will be applied on residential and collector streets in generally fair to very poor condition and slurry seals will be applied to residential and collector streets in generally fair to good condition in an effort extend pavement life, address moderately cracked pavement, and improve ride quality.
The City would now like to complete the FY 2025/26 Pavement Resurfacing Project with a total construction cost of approximately $1.8 million, not including design, construction management or construction contingency. The resurfacing street list is attached herein and includes the street sections, limits, and other pertinent street attributes. We understand that the City would like to begin the design and complete construction documents for bidding in early 2025 and begin construction in Summer 2025. An optional task of professional service support is also included per City’s request. We have collected pavement structure information over the past five years and had average existing material thicknesses in various neighborhoods throughout the City. Since all selected streets in FY 2025/26 projects are surface seal candidates without rehabilitation or reconstruction, pavement core samples will not be performed for this project. We have included one (1) day coring as an optional task (up to 12 core samples including 2 bulk samples) for sections with problematic subgrade issues identified in the pavement condition survey if needed.
Key Assumptions
In order to deliver the most cost-effective design strategy, we have made the following key assumptions:
City’s Responsibilities
NCE has assumed that the City will be able to provide the following to the extent available:
1. Provide information regarding utilities (i.e., water, sanitary sewer, electrical, and storm drain), boundary, right-of-way, and property limits, and existing construction as available.
2. Provide aerial maps for base-mapping information, if necessary.
3. Provide project requirements, including design objectives, budget, constraints, and criteria.
4. Provide existing technical specifications as the basis for developing new technical specifications.
5. Provide City Standard Provisions and Standard Design Criteria.
6. Provide electronic files of City’s cover sheet template, if preferred.
City of Pacifica
FY 25/26 Pavement Resurfacing and Concrete Improvements Project Scope of Work
Date: July 19th, 2024
Page | 2
7. Provide Front End specifications.
8. Provide bike path and pedestrian master plan as the reference.
Pavement Testing and Design
1. Pavement design will be based on Caltrans Standards with a combination of coring, pavement condition surveys, laboratory testing of subgrade, and observed field conditions depending on rehabilitation strategy.
2. No core samples will be performed for this project since all selected streets are surface seal candidates.
3. Base and spot repairs will be measured in length and width to estimate bid quantities for all street sections.
It is the intent that base/spot repair quantities will be for bidding quantity purposes only and that actual locations will be re-marked by NCE with the City’s inspectors prior to construction as an optional task. In addition, a field calibration meeting will be setup as needed to identify the best approach to address fatigue cracking, rutting, more severe longitudinal/transverse and block cracking, and poor ride quality. This field meeting might include:
a. Base repairs depth (agree on depth and discuss experience of City staff with likely thickness of existing pavement, agree on 3-inch, 4-inch, or 6-inch base repairs). b. Spot repair or thin mill and fill (Type III microsurfacing spot repair) to address more severe areas of block and longitudinal, transverse cracking, and/or bad pavement seams. c. Microsurfacing leveling course to address ride quality and localized distortions/irregularities. d. Consideration of other pavement treatment technologies such as sandwich seals that may be beneficial to the extent this fits in the City’s budget.
4. A no-fee encroachment permit will be pulled with the City for all pavement testing if required.
Topographic Surveying, Base Maps, and Right-of-Way
1. To provide a cost-effective design, preventive maintenance (surface seals) street sections will only include vicinity maps delineating limits of treatment with accurate field inventories for bid quantities and appropriate detail sheets. Plan sheets will include curb and gutter replacement, and base repair schedules only. Plan sheets will not show individual locations on design plans. Base repair and curb repairs will be marked in the field on the pavement in white paint and numbered and verified prior to construction by the City’s CM and NCE.
2. A critical assumption is that all street resurfacing and improvement work will be within City right-of-way, as this has impacts to the level of effort required to completion of design.
3. Design sheet information will be based on field inventories and approximate field measurements to verify items, such as utility covers, cross-slope, street widths and lengths, medians, and repair candidates for curb and gutter.
4. Again, to provide cost-effective design, our scope does not include any topographic surveys with the assumption that the project will not include significant drainage improvements, complex changes in street geometry or intersection improvements, or full pavement section reconstruction. Should we determine that aerial base maps are not sufficient and topographic information is required for developing drainage improvements and/or for more complex pavement geometries and/or streets that may need to be reconstructed, we can provide topographic survey work at an additional cost.
5. Based on previous project experiences, we will determine which existing curb returns may need a topographic survey to design based on the following criteria: high street grades, utility obstructions, and City of Pacifica
FY 25/26 Pavement Resurfacing and Concrete Improvements Project Scope of Work
Date: July 19th, 2024
Page | 3
other criteria agreed upon by the City and NCE. Recommended locations will be submitted to the City for further review. Topographic survey and design of these 3D curb ramps could be provided by NCE at additional scope and fee if desired.
Utility Coordination and Location
1. Assumes no significant roadway reconstruction requiring lowering or relocation of utilities.
2. NCE will prepare and distribute utility notification letters to collect facility maps and as-builts, confirm utility planned work, and notify utilities of the City’s utility cut moratorium on improved streets.
3. The subject street sections are expected to be candidates for preventive maintenance, utility locating is currently not included in our scope of work. If significant roadway reconstruction is required, we will discuss with the City utility locating options (e.g., GPR) and can provide for additional scope and fee.
4. Utility covers will be field located approximately and inventoried for the purposes of placing onto plan sheets and developing bid quantities for adjustment of utility covers if needed.
Traffic Striping
1. Traffic striping is assumed to match existing striping.
2. No significant traffic striping changes or design requiring traffic studies or assessment of traffic impacts is planned or included as a part of this scope.
3. Striping plans will not be developed in this project.
4. As part of the Bike and Pedestrian Master Plan from the City, NCE will incorporate the following striping improvements: class III, and class IIIB bicycle facilities. NCE will identify street lists to receive these improvements as well.
Traffic Control Plans
1. Traffic control plans are not included in this scope of work. We have assumed as is typical to have the contractor prepare traffic control plans in accordance with project technical specifications and requirements and submit to the City traffic engineering group for review.
Curb Ramps
1. It is assumed that all non-compliant curb ramps will be replaced or retrofitted (e.g., detectable warning surface embedded in concrete) in accordance with Caltrans standards, which we have estimated to be approximately 20 locations. Curb ramps will be replaced or retrofitted based on guidance from the Department of Justice/Department of Transportation Joint Technical Assistance on the Title II of the ADA Requirements to Provide Curb Ramps when Streets, Roads, or Highways are altered through Resurfacing dated July 8, 2013. For the purposes of developing this scope of work, we have assumed that surface seal streets that will receive slurry seal or double slurry seal applications will not require assessment and/or replacement of curb ramps. Further clarification on curb ramp replacement included in this scope of work is as follows:
a. Replaced/retrofitted/added curb ramps are assumed to be readily constructed with only minor grade adjustments.
b. Utility relocations (e.g. utility poles, utility boxes, and drainage inlets, for example) required to construct curb ramps are not included in this scope of work.
City of Pacifica
FY 25/26 Pavement Resurfacing and Concrete Improvements Project Scope of Work
Date: July 19th, 2024
Page | 4
c. All ramp construction shall be within City ROW.
d. Curb ramp design for the purposes of this scope
of work includes paving conforms up to 4 feet
beyond gutter lip or face of curb.
e. For curb ramps within hills or steepened grades,
curb ramp design shall only extend up to 15 feet
in the uphill direction, beyond which is
considering chasing the grade.
2. Curb ramps will be field verified to determine the appropriate standard case ramp and NCE will develop a curb ramp detail for those that will require a custom curb ramp. Curb ramp details will not be to survey accuracy and not contain elevations, and therefore some adjustments may be required during construction.
Drainage
1. The project will, to the extent possible, and within the context of proposed preventive maintenance, address visible drainage issues or settled curb. However, it should be noted that no topographic survey data will be obtained and therefore drainage improvements will not include detailed flow line surveys.
2. No major drainage improvements are assumed for this project requiring significant stormwater drain and pipe alteration and/or reconstruction.
Curb and Gutter and Sidewalk
1. Curb and gutter sections will only be replaced to the extent that it affects pavement treatment (e.g., tree root uplift or settlement) or to improve drainage.
2. Sidewalk replacement is not included in this scope of work, but can be added if required for additional scope and fee.
Encroachment Permit
1. NCE will apply for no-fee City encroachment permits for all field work, including pavement coring work, if required.
Deliverable Packages
1. NCE will prepare two separate Plans, Specifications & Estimates (PS&E) deliverable packages. One package will include concrete improvements such as curb ramps or curb and gutter repairs and the second package will include pavement resurfacing elements such as surface seal, base/spot repairs, and traffic striping and markings.
The purpose of our services will be to provide pavement and civil engineering design in support of the planned project by the City. To accomplish the stated purpose, we propose the following scope of services.
City of Pacifica
FY 25/26 Pavement Resurfacing and Concrete Improvements Project Scope of Work
Date: July 19th, 2024
Page | 5
Project Scope
Task 1 – Project Management & Meetings
1A) Project Kick-off Meeting/Progress Meetings:
NCE’s Project Manager will arrange a Kick-Off Meeting with the City to initiate work on the project. The objectives of the Kick-Off Meeting will be:
Review of the Scope of Work
Establish Lines of Communication
Confirm Deadlines
Establish Project Schedule and Milestones
Define Design and Operation Criteria
Whether a simple preventive maintenance project or a complex reconstruction project, it is critical to establish effective lines of communication with, and coordination amongst, the various stakeholders from the start to ensure the delivery a high-quality project within budget and on schedule.
In addition to City staff (Engineering, Maintenance, etc.), NCE will research and coordinate, as-needed, with other agencies such as PG&E, AT&T, North Coast County Water District, Sewer and Stormwater, Schools, etc., to identify any potential conflicts, requirements, or design issues early to help minimize delays (and costs) later in the design process or during construction. At the Kick-Off Meeting, key deliverables for each Task and the Project Schedule would be reviewed and adjusted accordingly to meet City needs.
NCE is very sensitive to construction costs, particularly the volatile price of materials, which have affected the scope of many similar projects. In order to keep the City aware of overall project costs, NCE will begin developing Preliminary Engineering Cost Estimates as soon as we have developed our engineering design recommendations to closely monitor any potential funding issues, which may develop. During the course of the project, NCE will be seeking to develop the most appropriate and cost-effective pavement surface seal alternatives as we completed in FY 2020/21 to FY 2024/25 pavement resurfacing program to stay within the planned project budget and schedule.
Throughout the project, NCE staff will be available to attend regularly scheduled progress meetings with the City, to maintain good communications for this project to offer up efficiency and reduce the number of design review and coordination meetings. Therefore, we have assumed up to four (4) progress meetings for FY 2025/26 resurfacing project to be included in our scope. The purpose of the progress meetings will be to identify and resolve any design or funding issues that may surface in a timely manner, present design alternatives and recommendations to City staff, and continue coordination with project stakeholders as necessary.
Deliverables: Kick-off/Progress Meeting Agendas and Minutes 1B) Utility Coordination:
NCE will coordinate with utility agencies early in the design process to help avoid potential construction delays and unnecessary disruptions to public services. Utility coordination will be a critical item to keep utility providers informed about the project and schedule. One of the first and earliest items that NCE will complete is sending notification letters to applicable utility providers with a preliminary project schedule for street rehabilitation and surface seal projects for each year of projects. This will allow for the earlier notification to allow utility providers to perform maintenance on their facilities prior to moratorium on the street paving area.
City of Pacifica
FY 25/26 Pavement Resurfacing and Concrete Improvements Project Scope of Work
Date: July 19th, 2024
Page | 6
NCE will also carefully document all utility coordination notifications, conversations, and meetings with utility contacts and information in a matrix format with dates of contacts and mailing detailed in this matrix. Follow-up calls will be made for each of the above notifications to confirm receipt. NCE will also keep the City informed of any project delays related to utilities.
Deliverables: Utility notification letters
Task 2 – Pavement Design
The scope of work we would perform under this task consists of the following:
2A) Pavement and Curb & Gutter Condition Survey:
NCE will perform a pavement condition survey of each street section based on distresses. The surveys will generally cover the travel and parking lanes. Pavement condition surveys serve the purpose of further refining the appropriate pavement surface treatments.
This condition survey will generally note the presence of load related and environmental distresses, such as alligator cracking, longitudinal and transverse cracking, rutting, patches and utility cuts, distortions and depressions as they pertain to developing appropriate pavement treatments. In addition, potential base repairs will be identified in the condition survey. Our scope of work and condition surveys do not address issues including but not limited to traffic, safety and road hazards, geometric issues, or short-term maintenance that should be performed (i.e. pothole that should be repaired).
A visual assessment of all curb and gutters will be included to identify areas where drainage or the adjacent pavement has been compromised. Our scope will limit repair recommendations to only those sections of curb and gutter that are damaged to the extent that they will affect pavement surface seals or cause ponding water or tripping hazard (i.e., tree root damage extending into pavement). If damaged curb and gutter areas are more extensive than anticipated, it may require additional time to complete, and we will notify the City if more time is required to complete these surveys.
Assume curb and gutter replacement criteria will remain the same as previous projects. NCE will meet with the City and establish updated condition criteria for assessment and replacement if needed. Based on the criteria established with the City, NCE will then determine what level of curb and gutter replacement will be pursued for design plans and documents.
2B) Pavement Design Recommendations:
Based on a combination of existing pavement condition, construction consideration and City’s budget, NCE will perform pavement design analysis and design services, and develop pavement preventive maintenance recommendations for each street section. No pavement core sample will be performed for this project. If sections with server problematic subgrade are identified in the pavement condition survey and pavement rehabilitation is needed, NCE will discuss with the City and perform pavement coring as an optional task. NCE will next develop recommendations including, but not limited to, the following:
Slurry Seal
Double Slurry Seal
Rubber Cape Seal
Conventional Cape Seal
City of Pacifica
FY 25/26 Pavement Resurfacing and Concrete Improvements Project Scope of Work
Date: July 19th, 2024
Page | 7
Multi-layer Surface Seal
Locations and treatments of failed pavement sections (base repairs or spot repairs) NCE will then summarize its recommendations in a pavement design tables to the City that, at a minimum, will include street inventory, pavement structure thickness, base repair percentage, recommended treatments, and lab testing results.
NCE will submit the draft pavement design tables to the City for initial review. Upon receipt of any comments from the City, NCE will then prepare its final pavement design tables and submit to the City.
Task 2 Deliverables: Draft & Final Pavement Design Tables.
Task 3 – Plans, Specifications & Estimates
The work that will be performed during developing design PS&E are outlined in the subsequent Tasks. 3A) Design Data Gathering:
NCE will review relevant available data and records from the City as listed in the previous section, public and private utility providers, and other sources that may be appropriate to support the preparation of project contract documents. These may include, but are not limited to, the City drainage structure inventory maps, aerial photographs of the City; as-built street improvement and infrastructure plans, striping and markings, as-built plans from utility providers, including any preliminary plans for future work that may conflict with this project. The gathered information will be compiled and included in the base map used for design. It shall be noted that available record data (e.g., utilities, right-of-way) used to prepare the base map for streets undergoing rehabilitation will only be shown in their approximate location and that the depth of utilities will not be indicated. Based on our review we will identify any data gaps or missing information and provide this information to the City for review and discussion. 3B) 60% PS&E:
NCE will prepare the 60% PS&E for the planned surface seal street sections. The 60% plans for subject street sections will incorporate schematic design elements, localized base repairs (digouts) quantities, striping quantities, curb and gutter repair schedules, and limits of work. On subject street sections to offer the most cost-effective approach, plans will only include vicinity maps delineating limits of treatment with accurate field inventories for bid quantities and appropriate detail sheets with exceptions noted under key assumptions. Plan sheets will include curb and gutter replacement and base repair schedules only, but will not show individual locations on design plans. Base repair and curb repairs will be marked in the field on the pavement in white paint and numbered, and verified prior to construction. Additionally, a table summarizing major work items (e.g. surface seal area, base repair area, etc.) and their estimated quantities will be developed and included on the respective plan sheets. We find that this information is particularly useful to contractors when assembling construction bids and schedules, thus resulting in more competitive bids, and to the City for verifying pay quantities during construction.
NCE understands that the City will provide the “Front End” documents and Special Provisions. The technical specifications will be prepared in MS Word format and will follow the City’s formatting conventions. The technical specifications and details will reference the City’s standard provisions and Caltrans 2018 Standards (including subsequent updates). NCE will, however, recommend deviating from Caltrans standards where, from our experience, such changes will improve the likelihood of achieving a successful construction project without compromising the integrity of the design. NCE recognizes the value of incorporating Caltrans Standard Specifications in projects such as these, both because these specifications have been developed by an agency that designs and builds a vast amount of highway work, and because most contractors performing public works construction in Northern California are familiar with them. Caltrans, however, has the resources to administer projects quite City of Pacifica
FY 25/26 Pavement Resurfacing and Concrete Improvements Project Scope of Work
Date: July 19th, 2024
Page | 8
differently than most local agencies, so NCE advocates modifying the Caltrans Standard Specifications to better fit the abilities, needs, and budgets of municipal agencies.
NCE also believes that an efficient yet thorough Quality Control/Quality Assurance program is essential for getting the maximum value out of every dollar spent on construction. Projects designed by NCE therefore, contain technical specifications that attempt to optimize the balance between using rigid, but time-tested, specifications and meeting local agency needs, with the ultimate goal of obtaining the very best value for its clients.
The Engineer’s Cost Estimate will be prepared in MS Excel format and will be based on the most recent construction cost data available to NCE for projects of this type. Because of NCE’s involvement in the design and construction of numerous similar projects throughout California, we are confident in our ability to estimate the construction cost of the City’s project. This initial estimate will then be updated and refined as the design effort progresses.
It is assumed that the City will require a 10-day review/comment period once the 60% PS&E package is submitted.
Deliverables: One reproducible copy of 60% plans, technical specifications, and engineer’s estimate. 3C) 90% PS&E:
The 60% PS&E will be revised to incorporate comments received from the City. NCE will meet with the City to review these comments, from which the 90% PS&E will be prepared. NCE will provide a response to each comment that is included in a comment table provided by the City. The 90% PS&E will include additional design information and details typically expected at this stage of completion. The 90% PS&E will then be packaged and submitted similar to the 60% PS&E unless directed otherwise.
The technical specifications will be further refined and at this stage of the design. We will review and comment on the City’s Front End documents (bid and contract forms, General Provisions, Special Provisions, etc.), which the City will prepare and provide. The Engineer’s Cost Estimate will also be updated to reflect the revised quantities of work depicted on the plans.
It is assumed that the City will require a 5-day review/comment period once the 90% PS&E package is submitted.
Deliverables: One reproducible copy of 90% plans, technical specifications, and engineer’s estimate. 3D) Final (100%) PS&E:
The 90% PS&E will be revised to incorporate comments received from the City. NCE will again meet with the City to review these comments, from which the final (100%) PS&E will be prepared. NCE will provide a response to each comment that is included in a comment table provided by the City. The final (100%) PS&E will include all notes and details necessary for construction. One reproducible copy of the final (100%) PS&E will then be packaged and submitted similar to the 90% PS&E unless directed otherwise. It is assumed that the City will require a 5-day review/comment period once the final (100%) PS&E package is submitted.
Upon receipt of the City’s final review comments, the project documents will be finalized for bidding purposes.
A final quantity calculation will be tabulated, and this will be entered into the final Engineer’s Cost Estimate for the project. All final documents will be reviewed, stamped and signed by NCE’s registered civil engineer, and the final PS&E will be delivered to the City in both hard copy and electronic formats.
Deliverables: One electronic file of the final plans, technical specifications, and engineer’s estimate. The electronic files for the final construction plans, specifications, and engineer’s estimate will be in AutoCAD 2022, Microsoft Word, and Microsoft Excel, respectively.
City of Pacifica
FY 25/26 Pavement Resurfacing and Concrete Improvements Project Scope of Work
Date: July 19th, 2024
Page | 9
Task 4 – As Needed Professional Services (Optional)
4A) Additional Design and Construction Supports Services:
NCE will assist the City with as needed professional services that may include surveying additional curb ramps with NCE labor if needed, marking base/spot repairs with the contractor during construction, advising the City during construction regarding pavement treatments, submittals, RFIs, and other items that may come up during the course of design and construction.
4B) Pavement Coring:
NCE will collect pavement section core samples (4” – 8” diameter cores) on streets with problematic subgrade issues identified in pavement condition survey. All coring locations will be marked with white paint for utility location by Underground Service Alert (USA). Our current fee estimate assumes up to 12 core locations (including up to 2 bulk samples) that we estimate will take one (1) day to complete. For each core sample, NCE will measure and record the thickness and material type of each layer encountered in the pavement section, including the presence of any pavement reinforcing fabric.
Bulk samples of subgrade will be obtained at up to two (2) locations. We will collect bulk samples of subgrade materials at the core locations for laboratory testing such as R-value, moisture content and Atterberg Limits (plasticity index) determinations. The thickness of aggregate base (AB) will be measured at the bulk sample location only.
The core holes will penetrate through the pavement section and will then be backfilled with the excavated materials and capped with AC cold patch. NCE will then compile the coring and laboratory data and append it to its pavement design memorandum. Each core sample will be logged and stored at NCE’s office and retained through the duration of the project including construction before they are disposed. Additionally, NCE will apply for and obtain a no-fee encroachment permit from the City prior to starting the coring and provide traffic control in accordance with the same standards discussed in pavement deflection testing.
Additional scope and fee for traffic control will be required for performing any coring activities and laboratory testing if bulk samples of subgrade are performed. NCE can provide additional scope and fee depending on the type of coring to be performed.
SCHEDULE
NCE will provide a detailed design schedule to achieve delivery of construction documents for bidding in early 2025 once we have a notice to proceed and agreement on the revised scope of work. We will discuss further the level of effort and time to complete construction documents given the significant number of curb ramps that may require replacement and/or retrofit.
FEE ESTIMATE
NCE will provide the defined scope of work for a not to exceed fee of $149,400 and $183,200 with optional Task 4 as shown in the attached fee estimate. We will use our 2023 charge rates for this project in the spirit of receiving repeated trust from the City to design these types of projects.
FY 2025/26 PAVEMENT RESURFACING PROJECT STREET LIST
City of Pacifica
5-Year Work Plan
FY 2025/26 Street List
StreetID SectionID Street Name Beg Location End Location 2024 PCI
FC Surface
Type
Length
(ft)
Width
(ft)
Area
(sf) Treatment Year
ATHENI 4045 Athenian Way GRAND AVE DEAD END/Driveway 52 R AC 425 21 8,925 Slurry Seal 2025/26 STANLE 4725 Stanley Avenue KENT RD LIVINGSTON AVE 34 R AC 1,148 20 22,960 Double Slurry + 10% BR 2025/26 BLACKB 4075 Blackburn Terrace KENT RD DEAD END 12 R AC 356 22 7,832 Double Slurry 2025/26 OLYMPI 4540A Olympian Way GRAND AVE #304 OLYMPIAN WAY 0 R AC 650 14 9,100 Slurry Seal + 10% BR 2025/26 KATHLE 4375 Kathleen Court PARK PACIFICA CUL DE SAC 59 R AC 1,385 30 41,550 Slurry Seal 2025/26 GRANDT 4330B Grand Teton Drive BIG BEND DR PARK PACIFICA AVE (NORTH INT.) 58 R AC 1,334 31 41,354 Slurry Seal 2025/26 GRANDT 4330A Grand Teton Drive PARK PACIFICA AVE (SOUTH INT.) BIG BEND DR 42 R AC 1,519 31 47,089 Slurry Seal 2025/26 BIGSUR 4060 Big Sur Way PARK PACIFICA AVE CUL DE SAC 41 R AC 508 25 12,700 Slurry Seal 2025/26 ASPEND 4040 Aspen Drive TERRA NOVA BLVD PARK PACIFICA AVE 47 R AC/AC 1,952 30 58,560 Slurry Seal 2025/26 POINTR 4565 Point Reyes Way PARK PACIFICA AVE CUL DE SAC 40 R AC 497 25 12,425 Rubber Cape Seal 2025/26 YOSEMI 4810A Yosemite Drive PARK PACIFICA AVE ODDSTAD BLVD 48 R AC 1,257 30 37,710 Slurry Seal 2025/26 YOSEMI 4810B Yosemite Drive ODDSTAD BLVD HOUSE #945 34 R AC 596 37 22,052 Slurry Seal + 10% BR 2025/26 YOSEMI 4810C Yosemite Drive HOUSE #945 CUL DE SAC 27 R AC 445 31 13,795 Slurry Seal + 10% BR 2025/26 HUMBOL 4355 Humbolt Court YOSEMITE DR CUL DE SAC 2 R AC 1,305 25 32,625 Rubber Cape Seal 2025/26 KINGSC 4520 Kings Canyon Way YOSEMITE DR CUL DE SAC 29 R AC 423 25 10,575 Slurry Seal + 10% BR 2025/26 SEQUOI 4700 Sequoia Way ODDSTAD BLVD CUL DE SAC 45 R AC 172 29 4,988 Slurry Seal 2025/26 BROOKS 4110 Brooks Place LINCOLN PL CUL DE SAC 35 R AC 184 25 4,600 Slurry Seal + 10% BR 2025/26 PARKPA 4455A Park Pacifica Avenue CUL DE SAC JUDSON PL 31 C AC 402 37 14,874 Slurry Seal 2025/26 PARKPA 4455E Park Pacifica Avenue YOSEMITE DR BIG SUR WAY 31 C AC 1,540 29 44,660 Rubber Cape Seal + 50% Spot Repair 2025/26 PARKPA 4455F Park Pacifica Avenue BIG SUR WAY EVERGLADES DR 25 C AC 2,079 29 60,291 Rubber Cape Seal + 50% Spot Repair 2025/26 YELLOW 4805 Yellowstone Way PARK PACIFICA AVE CUL DE SAC 9 R AC 317 25 7,925 Rubber Cape Seal 2025/26 BRYCEC 4085 Bryce Canyon Way PARK PACIFICA AVE CUL DE SAC 9 R AC 256 25 6,400 Rubber Cape Seal 2025/26 MUIRWY 4500 Muir Way ODDSTAD BLVD CUL DE SAC 5 R AC 231 29 6,699 Slurry Seal + 10% BR 2025/26 CRATER 4200 Crater Lake Way ODDSTAD BLVD CUL DE SAC 0 R AC 313 29 9,077 Slurry Seal + 10% BR 2025/26 TIOGAW 4750 Tioga Way ODDSTAD BLVD CUL DE SAC 4 R AC 289 29 8,381 Slurry Seal + 10% BR 2025/26 LINCOL 4400A Lincoln Boulevard PARK PACIFICA AVE BROOKS PL 20 R AC 519 37 19,203 Slurry Seal + 10% BR 2025/26 LINCOL 4400B Lincoln Boulevard BROOKS PL CUL DE SAC 9 R AC 669 25 16,725 Slurry Seal + 20% BR 2025/26 BARTON 4285 Barton Place LINCOLN PLACE CUL DE SAC 18 R AC 544 25 13,600 Slurry Seal + 10% BR 2025/26 RANDOL 4675 Randolf Place LINCOLN PL CUL DE SAC 16 R AC 162 25 4,050 Slurry Seal + 10% BR 2025/26 WOODRO 4800 Woodrow Place LINCOLN PL CUL DE SAC 3 R AC 239 25 5,975 Slurry Seal + 10% BR 2025/26 CARLET 4190 Carleton Pl PARK PACIFICA AVE CUL DE SAC 17 R AC 301 25 7,525 Slurry Seal + 10% BR 2025/26 JUDSON 4370 Judson Place PARK PACIFICA AVE CUL DE SACS 23 R AC 369 29 10,701 Slurry Seal + 10% BR 2025/26 PARKPA 4455C Park Pacifica Avenue HOUSE #943 ODDSTAD BLVD 18 C AC 1,244 37 46,028 Rubber Cape Seal 2025/26 PARKPA 4455D Park Pacifica Avenue ODDSTAD BLVD YOSEMITE DR 13 C AC 1,049 37 38,813 Rubber Cape Seal 2025/26 BIGBEN 4105 Big Bend Drive GRAND TETON DR ODDSTAD BLVD 16 R AC 378 37 13,986 Rubber Cape Seal 2025/26 BIGBEN 4105A Big Bend Drive ODDSTAD BLVD GLACIER AVE 25 R AC 1,099 37 40,663 Rubber Cape Seal 2025/26 BIGBEN 4105B Big Bend Drive GLACIER AVE PRAIRIE CREEK DR 32 R AC 932 29 27,028 Rubber Cape Seal 2025/26 BIGBEN 4105C Big Bend Drive PRAIRIE CREEK DR CUL DE SAC 41 R AC 534 29 15,486 Rubber Cape Seal 2025/26 PRAIRI 4475A Prairie Creek Drive RAINIER AVE GLACIER AVE 55 R AC 675 29 19,575 Rubber Cape Seal 2025/26 PRAIRI 4475B Prairie Creek Drive GLACIER AVE BIG BEND DR 52 R AC 1,168 29 33,872 Rubber Cape Seal 2025/26 GLACIE 4295A Glacier Avenue BIG BEND DR PRAIRIE CREEK DR 66 R AC 249 33 8,217 Rubber Cape Seal 2025/26 GLACIE 4295B Glacier Avenue PRAIRIE CREEK DR ST LAWRENCE DR 76 R AC 1,210 30 36,300 Rubber Cape Seal 2025/26 GLACIE 4295C Glacier Avenue ST LAWRENCE DR CAPE BRETON DR 66 R AC 1,072 33 35,376 Rubber Cape Seal 2025/26 STLAWR 4680 St. Lawrence Court GLACIER AVE CUL DE SAC 0 R AC 335 25 8,375 Rubber Cape Seal 2025/26 STLAWR 4685A St. Lawrence Drive ODDSTAD BLVD GLACIER AVE 43 R AC 588 33 19,404 Rubber Cape Seal 2025/26 ROBERT 3400B Roberts Road 692 ft W/O FASSLER DR FASSLER DR 58 A AC/AC 692 43 29,756 Slurry Seal 2025/26 ROBERT 3400A Roberts Road CRESPI DR 692 ft W/O FASSLER DR 60 A AC/AC 2,960 37 109,520 Slurry Seal 2025/26 CRESPI 4155A Crespi Drive ST HWY 1 LADERA WAY 19 C AC 1,321 65 85,865 Slurry Seal + 10% BR 2025/26 LAMIRA 4835 La Mirada Way CRESPI DR DEAD END NORTH OF ALTA VISTA 22 R AC 654 29 18,966 Double Slurry 2025/26 CORONA 4150A Corona Drive DEAD END NORTHEAST OF ESCALERO ESCALERO AVE 22 R AC 1,509 29 43,761 Double Slurry 2025/26 1/2
City of Pacifica
5-Year Work Plan
FY 2025/26 Street List
StreetID SectionID Street Name Beg Location End Location 2024 PCI
FC Surface
Type
Length
(ft)
Width
(ft)
Area
(sf) Treatment Year
CORONA 4150B Corona Drive ESCALERO AVE CUL DE SAC 19 R AC 909 25 22,725 Double Slurry 2025/26 CORDOV 4145 Cordova Court CORONA DR CUL DE SAC 52 R AC 294 29 8,526 Double Slurry 2025/26 ESCALE 4270C Escalero Avenue CRESPI DR CORONA DR 57 R AC/AC 797 29 23,113 Slurry Seal 2025/26 ESCALE 4270D Escalero Avenue CORONA DR CORONA DR 42 R AC/AC 388 29 11,252 Slurry Seal 2025/26 ORTEGA 4545 Ortega Court LADERA WAY CUL DE SAC 28 R AC 477 29 13,833 Multi-Layer 2025/26 2/2
FEE ESTIMATE
Task Description Principal
Project
Manager
Senior
Engineer
Project
Engineer
Staff
Engineer
Field
Technician Clerical
Labor
Expenses Coring
Traffic
Control
Laboratory
Testing
Reimbursable
Expenses Total Cost
Rate $310 $245 $205 $180 $155 $115 $105
1. Project Management & Meetings
1A. Project Kick-off Meeting/Progress Meetings 6 16 8 $ 7,420 $ 100 $ 7,500 1B. Utility Coordination 2 2 20 2 $ 4,210 $ 100 $ 4,300 Sub-Total 6 18 10 0 20 0 2 $ 11,630 $ - $ - $ - $ 200 $ 11,800
2. Pavement Rehabilitation Design
2A. Pavement and C & G Condition Survey 2 2 24 40 $ 11,420 $ 400 $ 11,800 2B. Pavement Design Recommendations 8 2 24 8 $ 8,530 $ 100 $ 8,600 Sub-Total 8 4 2 48 48 0 0 $ 19,950 $ - $ - $ - $ 500 $ 20,400
3. Plans, Specifications & Estimates (PS&E)
3A. Design Data Gathering 2 24 72 $ 15,970 $ 1,200 $ 17,200 3B. 60% PS&E 16 12 12 16 240 $ 50,440 $ 100 $ 50,500
3C. 90% PS&E 8 6 8 16 155 $ 32,495 $ 100 $ 32,600
3D. Final (100%) PS&E 8 4 8 8 64 2 $ 16,670 $ 200 $ 16,900 Sub-Total 32 24 28 64 531 0 2 $ 115,575 $ - $ - $ - $ 1,600 $ 117,200 Total 46 46 40 112 599 0 4 $ 147,155 $ - $ - $ - $ 2,300 $ 149,400
4. As Needed Professional Services (Optional) $ -
4A. Additional Design and Construction Supports Services 8 16 16 40 16 4 $ 19,780 $ 200 $ 20,000 4B. Pavement Coring 2 8 6 12 $ 4,240 $ 5,000 $ 2,200 $ 1,980 $ 400 $ 13,800 Total With Optional Task 54 64 56 160 621 12 8 $ 171,175 $ 5,000 $ 2,200 $ 1,980 $ 2,900 $ 183,200 City of Pacifica
FY 25/26 Pavement Resurfacing and Concrete Improvements Project Fee Estimate
July 19, 2024
Labor Hours
- 2 -
EXHIBIT B
Compensation
CITY shall pay CONSULTANT for the Services on a cost reimbursement basis, up to the Cost Ceiling (as defined in Section 2.1 of the Agreement). CONSULTANT agrees to use appropriate methods to contain its fees and costs under this Agreement. Compensation shall include only the following costs, which shall all count toward the Cost Ceiling:
1. Direct Labor
Direct labor costs shall be the total number of hours worked on the job by each employee times the agreed hourly rate for such employee's labor as set forth on the attached Exhibit B. CITY will pay all personnel at their regular straight-time rate, including any work performed on overtime or on holidays or weekends.
2. Subconsultant Costs
Subconsultant services shall be billed at cost plus a 10 percent markup. CONSULTANT shall provide a copy of each subconsultant's invoice for which it seeks payment from CITY with any invoice in which such payment is requested.
3. Other Direct Costs
The following categories of costs are eligible for reimbursement, which shall be made at the actual cost to CONSULTANT without any additional mark-up:
a. Reasonable living and traveling expenses of employees when away from home office on business in its prosecution of the Services. CONSULTANT must have prior approval of CITY to be reimbursed for these expenses.
b. Automobile expenses for personal vehicle use, if necessary, at the IRS approved mileage rate.
c. Reproduction of drawings and specifications by CONSULTANT as required under this Agreement, at rates prevailing in this community for bulk reproduction or at other reasonable rates approved by CITY.
d. Special overnight delivery or messenger services.
Payments to CONSULTANT for reimbursable costs/expenses will be made only after the specific costs/expenses have been incurred and CONSULTANT has submitted substantiating documentation, such as copies of paid invoices or other documentation confirming that such costs/expenses have been incurred.