Approval of Second Amendment to the City’s Agreement with Coastland Engineering LLP to Increase the Contract Not-To-Exceed Amount by $140,343 for the Sanitary Sewer Rehabilitation and Storm Sewer Replacement Project, And Approval of an Amended Overal — Piedmont City Council, September 16, 2024

City of Piedmont

COUNCIL AGENDA REPORT
DATE:

TO:

FROM:

September 16, 2024
Mayor and Council
Rosanna Bayon Moore, City Administrator
SUBJECT: Consideration of a Second Amendment to the City’s Agreement with Coastland Engineering LLP to Increase the Contract Not-To-Exceed Amount by $140,343 for the Sanitary Sewer Rehabilitation and Storm Sewer Replacement Project, and approval of an Amended Overall Contract Amount of $843,882

RECOMMENDATION
By a single motion, take the following actions:

1. Approve the proposed amendment to the City’s agreement with Coastland Engineering LLP for additional services for the Sanitary Sewer Rehabilitation and Storm Sewer Replacement Project, based on a time and materials basis, increasing the Contract NotTo-Exceed Amount by $140,343, and approve an amended overall Contract Amount of $843,882.

2. Authorize the City Administrator to execute related documents.

BACKGROUND
The City has identified several projects that have been programmed for the current fiscal year.

As these projects are similar in nature, they have been bundled to allow for an efficient design process. The projects are:

1. Rehabilitation of 3,100 lineal feet of existing sanitary sewer pipeline that has been determined to be deficient. This project will satisfy the annual mandated pipeline rehabilitation footage required under the City’s negotiated Cease and Desist Order.

2. Rehabilitation of sanitary sewer manholes that have been identified as sources of water infiltration into the sanitary sewer system.

3. Replacement of the deficient storm sewer system on Sharon Avenue.

4. Replacement of five storm sewer inlets that have been identified as undersized and sources of perpetual flooding.

FISCAL IMPACT
The $70,343 in storm drainage design service costs included in the proposed amendment are included in the Sharon Ave. Drainage Improvements (Project # SD002); and $70,000 in sanitary sewer costs are included in the Sewer Replacement account in the Sewer Fund in the approved Fiscal Year 2023-24 budget.

CITY ATTORNEY REVIEW
The attached Amendment to the Agreement for Professional Services have been reviewed and approved by the City Attorney.

By: Daniel Gonzales, Public Works Director
Attachments:

A. Second Amendment to Coastland Engineering LLP Agreement B. First Amendment to Coastland Engineering LLP Agreement C. Coastland Engineering LLP Agreement
Agenda Report Page 2

AMENDMENT TO CONTRACT
This Second Amendment to Contract (“Amendment”) is made and entered into on this 16th day of September, 2024 (the “Effective Date”) by and between the City of Piedmont, a California municipal corporation (“City”), and Coastland Civil Engineering LLP (“Independent Contractor”).

R E C I T A L S
A. City and Independent Contractor entered into a Contract, dated October 2, 2023 (as amended by the First Amendment to Contract dated May 6, 2024, “Original Contract” and, together with this Amendment, “Contract”), under which Independent Contractor provides certain design, project management, owner’s representative, and other services to the City in connection with the City’s Engineering On-Call Services (“Project”).

B. The parties now wish to amend the Original Contract to add as Additional Services the additional scopes of work: (1) the Sewer Rehabilitation – Truss Pipe CIPP Lining Project; and (2) Storm Drain Improvements and Sewer Manhole Rehabilitation Project described in Exhibits A and B attached hereto and incorporated herein, and increase the NTE by the amount of $140,343, as provided in Exhibit C, resulting in a total NTE amount of $843,882 under the Contract.

C. All capitalized terms not otherwise defined in this Amendment shall have the respective meanings provided in the Original Contract.

A G R E M E N T
NOW, THEREFORE, the parties hereto agree as follows:

1. The parties agree that the Recitals set forth above are true and correct and are incorporated herein.

2. The City hereby approves the “Sewer Rehabilitation – Truss CIPP Lining Project Scope of Work,” as provided in Exhibit A, as Additional Services under Paragraph 3 of the Contract.

3. The City hereby approves the “Storm Drain Improvements and Sewer Manhole Rehabilitation Project Scope of Work,” as provided in Exhibit B, as Additional Services under Paragraph 3 of the Contract.

4. As provided in Exhibit C [“Costs”], the Not to Exceed fees and reimbursable expenses for the Sewer Rehabilitation – Truss Pipe CIPP Lining & Storm Drain Improvements and Sewer Manhole Rehabilitation Projects Services Scope are $140,343, bringing the total NTE under the Contract to $843,882 under Paragraph 2(a) of the Contract.

5. Unless explicitly amended by this Amendment, all terms and provisions of the Contract shall remain in full force and effect.

Attachment A Agenda Report Page 3
2 [Signature Page Follows]
Attachment A Agenda Report Page 4
3 CONTRACTOR CITY
COASTLAND CIVIL ENGINEERING LLP CITY OF PIEDMONT, a California municipal corporation
By: ____________________________ By:
[Title] Rosanna Bayon Moore, City
Administrator
ATTEST:

Anna Brown, City Clerk
APPROVED AS TO FORM:

Michelle Marchetta Kenyon, City Attorney
Deepa Sharma, Assistant City Attorney
Attachment A Agenda Report Page 5

PROJECT SPECIFIC SUPPLEMENTAL AGREEMENT
Sewer Rehabilitation - Truss Pipe CIPP Lining &
Storm Drain Improvements and Sewer Manhole Rehabilitation Projects
WHEREAS, the City of Piedmont (herein referred to as “Agency”) entered into a Public Agency Agreement on October 2, 2023 (“Public Agency Agreement”) with Coastland Civil Engineering, Inc. (herein referred to as “Consultant”) to provide City Engineering Services; and
WHEREAS, said Public Agency Agreement for City Engineering allows for additional project specific engineering services to be assigned by the Agency on an as-needed basis; and
WHEREAS, the Agency has determined that the Agency needs Professional Engineering Services for the Sewer Rehabilitation - Truss Pipe CIPP Lining Project and Storm Drain Improvements and Sewer Manhole Rehabilitation Project (hereinafter referred to as “Projects”); and
WHEREAS, the Agency does not have the current staff with expertise to provide these services and needs to retain a consultant with the appropriate experience for this work; and
WHEREAS, Consultant has experienced staff with the proper experience and background to carry out the duties involved for this work; and WHEREAS, Agency wishes to retain Consultant for the performance of services associated with said Projects, subject to all the terms and conditions as set for in the original Public Agency Agreement with Consultant.

THEREFORE, Agency and Consultant mutually agree to the scope of work and additional fee as follows:

Scope of Work
All work associated with the Projects shall be per the scope of work attached as Exhibit “A” and “B.”
Payment Terms
For Consultant Services associated with the Project, Agency agrees to pay Consultant in accordance with the payment terms provided on Exhibit “C” attached hereto and incorporated herein by this reference.

Attachment A Agenda Report Page 6
IN WITNESS HEREOF, the parties have caused their authorized representative to execute this amendment on _______________, 2024.

CITY OF PIEDMONT
BY: ___________________________________

COASTLAND CIVIL ENGINEERING, LLP
BY: ___________________________________
John L. Wanger, CEO

Attest:
________________________________
Anna Brown, City Clerk
Approved as to form and legality:
________________________________
Michelle Marchetta Kenyon, City Attorney
Deepa Sharma, Assistant City Attorney

Attachment A Agenda Report Page 7
Exhibit “A”
Sewer Rehabilitation – Truss CIPP Lining Project

SCOPE OF WORK
TASK 1 – PROJECT MEETINGS, PRELIMINARY RESEARCH AND COORDINATION Meetings with City
We propose to initially meet with City staff (kick-off meeting) to discuss project details, establish goals, review the project schedule and coordinate efforts. Additionally, this task includes two (2) progress design reviews (50%, and 90% submittals).

Background Information
We will assemble available City information pertaining to the project including as-built drawings, utility information, base maps, right-of-way data and additional pertinent information for the project.

We will take digital photos of each of the sites and observe existing conditions so we can identify any unusual or special conditions that may affect the project design or construction. As part of our site visit, we will observe ground conditions, existing improvements, and access to construction areas. Obstructions to accessing work areas will be identified. We will use GPS survey handheld equipment to tie in the manhole locations as well as dip the manholes for a depth measurement. We anticipate coordinating with public works staff to obtain access to the manholes on private property and assistance with removal of the manhole covers.

Utility Coordination
We propose to coordinate with outside utility companies to identify all known existing facilities (both underground and overhead) and that those utilities are identified accurately during the design phase. We will communicate with PG&E, AT&T, Comcast, and EBMUD informing them of the project and requesting their facility drawings.

Environmental Clearance
As the project is rehabilitation of an existing sewer line, the project is categorically exempt under CEQA.

Accordingly, we will prepare a Notice of Exemption in accordance with CEQA and provide this to the City for adoption and recordation with the County of Alameda.

TASK 2 – 50% SUBMITTAL
Following our background research, including documentation gathering, utility coordination, and field review, we will prepare a 50% submittal, which will include preliminary drawings, draft technical specifications, and an engineer’s opinion of probable construction cost.

We will provide the City with electronic files of the 50% plans, technical specifications, and engineer’s estimate (PDF, MS Word, and MS Excel formats as appropriate).

TASK 3 – 90% SUBMITTAL
Following the City’s review of the 50% submittal, we will prepare a 90% submittal, which will include the detailed improvement plans for the sewer main rehabilitation as well as any sewer manhole repairs/rehabilitation. We will also prepare the standard front end bid documents, special provisions and technical specifications and an updated engineer’s estimate of probable construction costs. Electronic copies of the plans, specifications and estimate (PDF, MS Word, and MS Excel formats as appropriate) will be provided for City review and comment.

Coastland’s Construction Management Department will perform a constructability review of the contract documents. Through this review, we will help minimize change orders and potential claims.

Attachment A Agenda Report Page 8
TASK 4 – FINAL SUBMITTAL
Upon completion of the 90% submittal and review by the City, we will prepare a final submittal of the plans, specifications and engineer’s opinion of probable construction cost.

Electronic copies of the stamped and signed drawings, specifications, and engineer’s opinion of probable construction cost will be provided to the City.

TASK 5 – BIDDING ASSISTANCE
We will provide the City with the Notice to Bidders for publication in the local paper. We will coordinate with BPX for the bid administration and electronic plan room for contractors to submit bids. We will provide BPX with a PDF of the signed and stamped improvement plans and project specifications for them to upload to the electronic plan room. We will also provide bid assistance to the City to answer any questions that may arise during the bidding phase. This will include preparing up to one addendum that may be necessary.

We will run the bid opening meeting and review information submitted by the low and second lowest bidder for technical accuracy, ensure that all forms are signed, ensure the contractor is in good standing with the State Contractor’s Licensing Board, verify necessary bonds are provided, check that insurance provided meets the contract specifications, check the status of the Contractor and any subcontractor’s Department of Industrial Relations registration, and provide a staff report and resolution for the award of the project.

EXCEPTIONS TO SCOPE OF SERVICES
The following work is not included in our proposal; however, Coastland would be pleased to provide these services if the City desires:
 Topographic Survey
 Right-of-way determination or preparation of associated documents.  Meetings beyond those noted above.
 Construction assistance (an estimate of this will be provided once the bid documents have been finalized).

Attachment A Agenda Report Page 9
Exhibit “B”
Storm Drain Improvements and Sewer Manhole Rehabilitation Project

We will take digital photos of each of the sites and observe existing conditions so we can identify any unusual or special conditions that may affect the project design or construction. As part of our site visit, each of the sewer manholes slated for rehabilitation, replacement or elimination will be assessed for materials to use and to identify any constructability challenges/restraints. We anticipate coordinating with public works staff to obtain access to the manholes on private property and assistance with removal of the manhole covers.

TASK 2 – TOPOGRAPHIC SURVEY
Our subconsultant, Cinquini & Passarino (CPI), will complete the needed topographical surveying for the storm drain improvement areas. The work will include performing a ground topographic survey and preparation of a map at 1” = 20’ scale with one-foot contour interval. The topographic survey will include the following:
• Topographic survey coverage area will include the area of Mountain Ave and Sharon Ave as well as the 5 locations of the inlet improvements listed above. • Topographic survey will include all necessary work to produce a topographic map, including features such as, but not limited to; building corners and elevations, curb lines, water meters, sewer cleanouts, valves, manholes (including rim, invert and pipe information), utility markings on the pavement, utility poles, driveway and doorway locations, sidewalks, trees four (4) inches and larger, retaining wall or decorative walls, and any other pertinent information that could apply to the project during design. • Topographic survey will be provided on North American Vertical Datum of 1988 and horizontally relate to California Coordinate System of 1983, Epoch 2017.50 as established by GNSS observations if we can achieve strong GNSS signals, else the project will be placed on an assumed horizontal basis and vertical datum.

TASK 3 – 50% SUBMITTAL
Following our background research, including documentation gathering, utility coordination, topographic survey, and field review, we will prepare a 50% submittal, which will include preliminary drawings and an engineer’s opinion of probable construction cost. We will also prepare a design memorandum of the sewer manhole conditions and rehabilitation options taking into consideration the constructability challenges for work within residential yards.

We will provide the City with electronic files of the 50% plans, design memorandum, and engineer’s estimate (PDF and MS Excel formats as appropriate).

Attachment A Agenda Report Page 10
TASK 4 – 90% SUBMITTAL
Following the City’s review of the 50% submittal, we will prepare a 90% submittal, which will include the plan and profiles of the proposed storm drain improvements, sewer manhole rehabilitation/replacements, and associated construction details. We will also prepare the standard front end bid documents, special provisions and technical specifications and an updated engineer’s estimate of probable construction costs.

Electronic copies of the plans, technical specifications and estimate (PDF) will be provided for City review and comment.

Coastland’s Construction Management Department will perform a constructability review of the contract documents. Through this review, we will help minimize change orders and potential claims.

TASK 5 – FINAL SUBMITTAL
Upon completion of the 90% submittal and review by the City, we will prepare a final submittal of the plans, specifications and engineer’s opinion of probable construction cost.

Electronic copies of the stamped and signed drawings, specifications, and engineer’s opinion of probable construction cost will be provided to the City.

TASK 6 – BIDDING ASSISTANCE
We will provide the City with the Notice to Bidders for publication in the local paper. We will coordinate with BPX for the bid administration and electronic plan room for contractors to submit bids. We will provide BPX with a PDF of the signed and stamped improvement plans and project specifications for them to upload to the electronic plan room. We will also provide bid assistance to the City to answer any questions that may arise during the bidding phase. This will include preparing up to one addendum that may be necessary.

Additionally, we will assist the City in compiling the overall contract for DocuSign signatures from the contractor.

EXCEPTIONS TO SCOPE OF SERVICES
The following work is not included in our proposal; however, Coastland would be pleased to provide these services if the City desires:
 Environmental studies and permitting.
 Meetings beyond those noted above.
 Construction assistance (an estimate of this will be provided once the bid documents have been finalized).

Attachment A Agenda Report Page 11
Exhibit “C”

ESTIMATED COST
Sewer Rehabilitation – Truss CIPP Lining Project
Based upon the described scope of work in Exhibit “A”, the professional engineering services will be provided on a time and materials basis for a not to exceed amount of $66,440. The total amount specified is only for the described Scope of Work. If requested, work to be performed outside the scope of work or if the scope of work changes, both parties reserve the right to negotiate the cost for the extra work.

Sewer Rehabilitation – Truss CIPP Lining Project
Based upon the described scope of work in Exhibit “B”, the professional engineering services will be provided on a time and materials basis for a not to exceed amount of $73,903. The total amount specified is only for the described Scope of Work. If requested, work to be performed outside the scope of work or if the scope of work changes, both parties reserve the right to negotiate the cost for the extra work.

Attachment A Agenda Report Page 12
Santa Rosa Auburn Pleasant Hill Fairfield
1400 Neotomas Avenue 11641 Blocker Drive, Ste. 170 3478 Buskirk Avenue, Ste. 1000 420 Executive Court North, Ste. G Santa Rosa, CA 95405 Auburn, CA 95603 Pleasant Hill, CA 94523 Fairfield, CA 94534 Tel: 707.571.8005 Tel: 530.888.9929 Tel: 925.233.5333 Tel: 707.702.1961 www.coastlandcivil.com
June 13, 2024
Mr. Daniel Gonzales
Public Works Director
City of Piedmont
120 Vista Avenue
Piedmont, CA 94611
Subject: Proposal for Storm Drain Improvements and Sewer Manhole Rehabilitation Dear Daniel,
We are pleased to present this letter proposal for professional engineering associated with providing design services for various storm drain improvements, as well as rehabilitation/replacement of some sewer manholes.

PROJECT UNDERSTANDING
The City is in need of storm drain improvements at 5 inlet locations where ponding, excessive overland flow, and/or ineffective inlet capture has been observed. The locations include:
• Monticello Ave (near 10 Monticello Ave.)
• Artuna Ave. at the cul-de-sac
• St. James Dr. – 2 locations (near 99 and 150 St. James Dr.) • Dracena Ave (near 132 Dracena Ave.)
Based on our drainage assessment currently in progress, its anticipated that the storm drain improvements will involve replacing the existing drainage inlet with a larger City standard Type B curb inlet, as well as in some cases, upsizing sections of storm drain pipe. In the area of Artuna Avenue the improvements may involve installation of some trench drains at a couple of locations along the Dracena Park trail to increase the volume captured before it reaches the cul-de-sac at Artuna Ave.

Additionally, drainage improvements are needed along Sharon Avenue and Mountain Avenue based on the Sharon Avenue Drainage Study that was prepared in January 2020. The proposed drainage improvements will increase the capacity of the public storm drain system and mitigate flooding in the vicinity of 64 Sharon Avenue. Improvements include installation of approximately 500 lineal feet of new 12-inch storm drain pipe along Mountain Ave and Sharon Ave., as well as associated manholes. The existing 10- inch storm drain that runs along the south side of Sharon Avenue will be abandoned in place. The existing 10-inch storm drain along Mountain Ave will be removed/abandoned as required for the new storm drain pipe installation.

The City has also indicated there are some sewer manholes that are in need of rehabilitation or replacement, as well as a few that need to be eliminated. The list of these manholes and proposed treatment as provided by the City is as follows:
• 7 Maxwelton MH405-61 – Rebuild
• 4 Cavanaugh Court MH310-48 – Rebuild
• 4 Cavanaugh Court Storm Drain – Rebuild
• 501 Hampton Triangle MH352-10 – Partial Rebuild
Attachment A Agenda Report Page 13
June 12, 2024
Mr. Daniel Gonzales
• 136 Sandringham MH316-77 - Rebuild
• 50 Inverleith MH352-21 - Rebuild
• 37 Dudley (no manhole number but manhole is reportedly buried). - Eliminate • 126 Caperton MH423-03. Manhole buried under a tree - Eliminate Many of these manholes are located in the rear yards of residences and may present some access challenges for construction of the improvements (access for equipment and bringing in materials). Each of these manholes will need to be reviewed in the field to assess the condition, as well as evaluate the type and material of the rehabilitation/replacement for the manhole to ensure constructability.

Based on this understanding, the following is our proposed scope of work:

We will take digital photos of each of the sites and observe existing conditions so we can identify any unusual or special conditions that may affect the project design or construction. As part of our site visit, each of the sewer manholes slated for rehabilitation, replacement or elimination will be assessed for materials to use and to identify any constructability challenges/restraints. We anticipate coordinating with public works staff to obtain access to the manholes on private property and assistance with removal of the manhole covers.

TASK 2 – TOPOGRAPHIC SURVEY
Our subconsultant, Cinquini & Passarino (CPI), will complete the needed topographical surveying for the storm drain improvement areas. The work will include performing a ground topographic survey and preparation of a map at 1” = 20’ scale with one-foot contour interval. The topographic survey will include the following:
• Topographic survey coverage area will include the area of Mountain Ave and Sharon Ave as well as the 5 locations of the inlet improvements listed above. • Topographic survey will include all necessary work to produce a topographic map, including features such as, but not limited to; building corners and elevations, curb lines, water meters, sewer cleanouts, valves, manholes (including rim, invert and pipe information), utility markings on the pavement, utility poles, driveway and doorway locations, sidewalks, trees four (4) inches and larger, retaining wall or decorative walls, and any other pertinent information that could apply to the project during design. • Topographic survey will be provided on North American Vertical Datum of 1988 and horizontally relate to California Coordinate System of 1983, Epoch 2017.50 as established by GNSS observations Attachment A Agenda Report Page 14
June 12, 2024
Mr. Daniel Gonzales
if we can achieve strong GNSS signals, else the project will be placed on an assumed horizontal basis and vertical datum.

We will provide the City with electronic files of the 50% plans, design memorandum, and engineer’s estimate (PDF and MS Excel formats as appropriate).

TASK 4 – 90% SUBMITTAL
Following the City’s review of the 50% submittal, we will prepare a 90% submittal, which will include the plan and profiles of the proposed storm drain improvements, sewer manhole rehabilitation/replacements, and associated construction details. We will also prepare the standard front end bid documents, special provisions and technical specifications and an updated engineer’s estimate of probable construction costs.

Electronic copies of the plans, technical specifications and estimate (PDF) will be provided for City review and comment.

Coastland’s Construction Management Department will perform a constructability review of the contract documents. Through this review, we will help minimize change orders and potential claims.

Electronic copies of the stamped and signed drawings, specifications, and engineer’s opinion of probable construction cost will be provided to the City.

Additionally, we will assist the City in compiling the overall contract for DocuSign signatures from the contractor.

Attachment A Agenda Report Page 15
June 12, 2024
Mr. Daniel Gonzales

PROJECT SCHEDULE
After considering our specific approach to this project, we have provided a proposed preliminary schedule and will work closely with the City to meet your scheduling goals. The following schedule provides a framework for completion of project tasks and reflects a realistic approach to completing this project.

Coastland | DCCM is prepared to begin work upon receipt of a Notice to Proceed (estimated June 24, 2024).

Our preliminary schedule shows estimated completion dates of major milestones dependent on City review timeframes. Our proposed schedule allows time for a two-week City review at 50% and 90% submittals.

ESTIMATED COST
Based upon our described scope of work, we propose to provide our professional engineering services on a time and materials basis for a not to exceed amount of $73,903. The total amount we have specified is only for our described Scope of Work. If requested, work to be performed outside the scope of work or if the scope of work changes, we reserve the right to negotiate the cost for the extra work.

Please note that in the not-to-exceed amount, we have included an estimated amount of reimbursable expenses (i.e., mileage, printing, plotting, etc.). These reimbursable costs will be billed at cost plus 15%.

We greatly appreciate the opportunity to serve the City of Piedmont on this project. We are prepared to begin work upon authorization. If you have any questions regarding this proposal, please let us know. We appreciate the opportunity and look forward to continuing our work with the City.

Sincerely,
John Wanger, PE Heidi Utterback, PE
CEO Principal
Enclosure: Work Estimate
Task Task Description Weeks
Notice to Proceed 6/24/2024 
1 Mettings with City ongoing  
2 Background Information 2 weeks
3 Topographic Survey 4 weeks
4 50% Submittal 3 weeks
~ City Review 2 weeks
5 90% PS&E 3 weeks
~ City Review 2 weeks
6 Final PS&E 2 weeks
Jun-24 Aug-24 Sep-24
Piedmont - Storm Drain and Sewer Manhole Improvements - Design Schedule Jul-24 Oct-24
Attachment A Agenda Report Page 16
June 12, 2024
Mr. Daniel Gonzales
Principal Supv. Senior Asst
Engineer Engineer Engineer Engineer
$249 $223 $212 $185 $117 $212
1 MEETINGS WITH CITY
Kick off Meeting (1) 2 2 4 $922
Design Progress Meetings (2) 2 2 4 $922
Subtotal 8 $1,844
2 BACKGROUND INFORMATION
Background Information 2 2 4 8 $1,662
Field Review 12 12 24 $4,764
Coordinate with Utility Companies 4 1 5 $857
Subtotal 37 $7,283
3 SURVEYING
Topographic Survey $16,307 CPI
Coordinate with subconsultant 1 2 4 7 $1,413
Subtotal 7 $17,720
4 50% SUBMITTAL
Preliminary Plans 8 12 60 80 $15,636
Design Memorandum 2 4 2 8 $1,716
Preliminary Cost Estimate 1 1 4 6 $1,201
Subtotal 94 $18,553
5 90% SUBMITTAL
Plans and Details 6 8 40 54 $10,590
Specifications 1 2 8 1 12 $2,270
Cost Estimate 1 1 4 6 $1,201
QC Review 4 6 10 $2,268
Subtotal 82 $16,329
6 FINAL DOCUMENTS
Plans and Details 4 6 20 30 $5,968
Specifications 1 1 5 2 9 $1,620
Cost Estimate 1 1 3 5 $1,016
QC Review 2 4 6 $1,346
Subtotal 50 $9,950
7 BIDDING ASSISTANCE
Bidding Support 4 2 2 2 10 $2,024
Subtotal 10 $2,024
Direct Costs (repro, mileage, etc.) $200
Total Design Cost 42 0 58 172 6 10 288 $73,903

DESIGN WORK ESTIMATE
TASK
Construction TOTAL FEE
Manager
TOTAL
HOURS
Admin
Task Information Billing Classification & Rate
NOTES
Storm Drain and Sewer MH
Improvements Proposal for Professional Engineering Services Hour & Cost Information
Hours & Cost
Attachment A Agenda Report Page 17

PROJECT SPECIFIC SUPPLEMENTAL AGREEMENT
Storm Drain Improvements and Sewer Manhole Rehabilitation WHEREAS, the City of Piedmont (herein referred to as “Agency”) entered into a Public Agency Agreement on October 2, 2023 (“Public Agency Agreement”) with Coastland Civil Engineering, Inc. (herein referred to as “Consultant”) to provide City Engineering Services; and
WHEREAS, said Public Agency Agreement for City Engineering allows for additional project specific engineering services to be assigned by the Agency on an as-needed basis; and
WHEREAS, the Agency has determined that the Agency needs Professional Engineering Services for Storm Drain Improvements and Sewer Manhole Rehabilitation (hereinafter referred to as “Project”); and
WHEREAS, the Agency does not have the current staff with expertise to provide these services and needs to retain a consultant with the appropriate experience for this work; and
WHEREAS, Consultant has experienced staff with the proper experience and background to carry out the duties involved for this work; and WHEREAS, Agency wishes to retain Consultant for the performance of services associated with said Project, subject to all the terms and conditions as set for in the original Public Agency Agreement with Consultant.

THEREFORE, Agency and Consultant mutually agree to the scope of work and additional fee as follows:

Scope of Work
All work associated with the Project shall be per the scope of work attached as Exhibit “A.”
Payment Terms
For Consultant Services associated with the Project, Agency agrees to pay Consultant in accordance with the payment terms provided on Exhibit “B” attached hereto and incorporated herein by this reference.

IN WITNESS HEREOF, the parties have caused their authorized representative to execute this amendment on _______________, 2024.

Attachment A Agenda Report Page 18

CITY OF PIEDMONT
BY: ___________________________________

COASTLAND CIVIL ENGINEERING, LLP
BY: ___________________________________
John L. Wanger, CEO

We will take digital photos of each of the sites and observe existing conditions so we can identify any unusual or special conditions that may affect the project design or construction. As part of our site visit, each of the sewer manholes slated for rehabilitation, replacement or elimination will be assessed for materials to use and to identify any constructability challenges/restraints. We anticipate coordinating with public works staff to obtain access to the manholes on private property and assistance with removal of the manhole covers.

We will provide the City with electronic files of the 50% plans, design memorandum, and engineer’s estimate (PDF and MS Excel formats as appropriate).

Attachment A Agenda Report Page 20
TASK 4 – 90% SUBMITTAL
Following the City’s review of the 50% submittal, we will prepare a 90% submittal, which will include the plan and profiles of the proposed storm drain improvements, sewer manhole rehabilitation/replacements, and associated construction details. We will also prepare the standard front end bid documents, special provisions and technical specifications and an updated engineer’s estimate of probable construction costs.

Electronic copies of the plans, technical specifications and estimate (PDF) will be provided for City review and comment.

Coastland’s Construction Management Department will perform a constructability review of the contract documents. Through this review, we will help minimize change orders and potential claims.

Electronic copies of the stamped and signed drawings, specifications, and engineer’s opinion of probable construction cost will be provided to the City.

Additionally, we will assist the City in compiling the overall contract for DocuSign signatures from the contractor.

Attachment A Agenda Report Page 21
Exhibit “B”

ESTIMATED COST
Based upon the described scope of work, the professional engineering services will be provided on a time and materials basis for a not to exceed amount of $73,903. The total amount specified is only for the described Scope of Work. If requested, work to be performed outside the scope of work or if the scope of work changes, both parties reserve the right to negotiate the cost for the extra work.

Attachment A Agenda Report Page 22
Santa Rosa Auburn Pleasant Hill Fairfield
1400 Neotomas Avenue 11641 Blocker Drive, Ste. 170 3478 Buskirk Avenue, Ste. 1000 420 Executive Court North, Ste. G Santa Rosa, CA 95405 Auburn, CA 95603 Pleasant Hill, CA 94523 Fairfield, CA 94534 Tel: 707.571.8005 Tel: 530.888.9929 Tel: 925.233.5333 Tel: 707.702.1961 www.coastlandcivil.com
July 29, 2024
Mr. Daniel Gonzales
Public Works Director
City of Piedmont
120 Vista Avenue
Piedmont, CA 94611
Subject: Proposal for Sewer Rehabilitation-Truss Pipe CIPP Dear Daniel,
We are pleased to present this letter proposal for professional engineering associated with providing design services for the CIPP lining of truss sewer main pipe in various locations of the City.

PROJECT UNDERSTANDING
The City is in need of CIPP lining approximately 3100 lineal feet of truss sewer main pipe ranging in size from 8” to 12” in diameter. The most cost-effective treatment for sewers, where feasible, is lining of the pipe. Cured-in-place pipe (CIPP) lining can provide the full structural strength of a new pipe and requires no excavation as it is installed from a manhole access point.

Based on the NASSCO pipe condition data provided by the City, using CIPP lining of the existing sewer main appears to be the appropriate repair method to use on the majority of the truss pipe. There is one location provided by Public Works staff that appears to need a spot repair. Additionally, City staff have indicated there are a few lampholes that need to be removed and replaced with manholes. Finally, there are also a few new manholes in the area of truss pipe in the rear yards of 62, 66, 70, 80 La Salle Avenue and 280 Indian Rd. that need to be installed. The proposed new manhole installations will offer Public Works staff with better access points and shorter distances for improved cleaning and inspections. The City would like to use HDPE manholes with gasketed plastic frames and lids at these new manhole locations.

A majority of the locations of the truss sewer pipe are in residential side or rear yards. The listing/locations of the sewer mains are as follows:

Mainline ID Size (inches) LF Location
300-32+300-30 10 37 Oak Rd & 178 Oak Rd
300-30+300-29 10 21 Oak Rd (in street adjacent to 171 Oak Rd) 340-05+340-02 10 85 Valant Pl (in street adjacent to 21-23 Valant Pl) 340-08B+340-05 6 66 23 Valant Pl & 284 Indian Rd (rear yards) 340-08A+340-08B 10 29 294 Indian Rd & 23 Valant Pl (rear yards) 340-08+340-08A 10 57 288 & 294 Indian Rd (rear yards)
340-09+340-08 10 92 284 & 288 Indian Rd (rear yards)
340-10+340-09 10 82 284 Indian Rd (rear yard)
340-11+340-11A 10 144 280 Indian Rd (rear yards)
340-11A+340-10 10 71 280 & 284 Indian Rd (rear yards)
340-12+340-11 10 249 280 Indian Rd (rear yard)
340-13+340-12 10 69 280 Indian Rd (rear yard)
340-14+340-13 10 118 280 Indian Rd (rear yard)
340-17+340-14 10 282 62-70 La Salle Ave & 280 Indian Rd (rear yards) Attachment A Agenda Report Page 23
July 29, 2024
Mr. Daniel Gonzales
340-19+340-17 10 162 54-62 La Salle Ave (rear yards)
340-42+340-41 10 90 27 Glen Alpine Rd & 2 Indian Rd (rear yards) 340-43+340-42 10 78 27 Glen Alpine Rd (rear yard)
340-49+340-1A 8 23 61 Glen Alpine Rd (rear yard)
340-50+340-49 8 136 55 Glen Alpine Rd (rear yard)
340-51+340-50 8 221 55-71 Glen Alpine Rd (rear yards)
343-17+343=05 8 232 22-28 Littlewood Dr (rear yards)
343-18_343-17 8 123 20-22 Littlewood Dr (rear yards)
343-19+343-18 8 237 16-18 Littlewood Dr & 85 Calvert Ct (rear yards) 343-20+343-19 8 114 85 Calvert Ct (rear yard)
400-51+400-50 12 282 Moraga Ave (street/SW area between Highland & Bonita) Our proposal assumes all sewer mains within the project are within City right of way or public utility easements.

Based on this understanding, the following is our proposed scope of work:

Environmental Clearance
As the project is rehabilitation of an existing sewer line, the project is categorically exempt under CEQA.

Accordingly, we will prepare a Notice of Exemption in accordance with CEQA and provide this to the City for adoption and recordation with the County of Alameda.

Attachment A Agenda Report Page 24
July 29, 2024
Mr. Daniel Gonzales
We will provide the City with electronic files of the 50% plans, technical specifications, and engineer’s estimate (PDF, MS Word, and MS Excel formats as appropriate).

Coastland’s Construction Management Department will perform a constructability review of the contract documents. Through this review, we will help minimize change orders and potential claims.

TASK 4 – FINAL SUBMITTAL
Upon completion of the 90% submittal and review by the City, we will prepare a final submittal of the plans, specifications and engineer’s opinion of probable construction cost.

Electronic copies of the stamped and signed drawings, specifications, and engineer’s opinion of probable construction cost will be provided to the City.

EXCEPTIONS TO SCOPE OF SERVICES
The following work is not included in our proposal; however, Coastland would be pleased to provide these services if the City desires:
 Topographic Survey (other than the GPS survey done during the field investigation)  Right-of-way determination or preparation of associated documents.  Meetings beyond those noted above.
 Construction assistance (an estimate of this will be provided once the bid documents have been finalized).

Coastland | DCCM is prepared to begin work upon receipt of a Notice to Proceed (estimated August 15, 2024). Our preliminary schedule shows estimated completion dates of major milestones dependent on City review timeframes. Our proposed schedule allows time for a two-week City review at 50% and 90% submittals.

Attachment A Agenda Report Page 25
July 29, 2024
Mr. Daniel Gonzales

ESTIMATED COST
Based upon our described scope of work, we propose to provide our professional engineering services on a time and materials basis for a not to exceed amount of $66,440. The total amount we have specified is only for our described Scope of Work. If requested, work to be performed outside the scope of work or if the scope of work changes, we reserve the right to negotiate the cost for the extra work.

Sincerely,
John Wanger, PE Heidi Utterback, PE
CEO Principal
Enclosure: Work Estimate
Project Specific Supplemental Agreement
Task Task Description Weeks
Notice to Proceed 8/15/2024 
1 Mettings with City ongoing  
1 Background Information 3 weeks
2 50% Submittal 4 weeks
~ City Review 2 weeks
3 90% PS&E 4 weeks
~ City Review 2 weeks
4 Final PS&E 2 weeks
Aug-24 Oct-24 Nov-24
Piedmont - Sewer Rehab-Truss Pipe CIPP - Design Schedule Sep-24 Dec-24
Attachment A Agenda Report Page 26
July 29, 2024
Mr. Daniel Gonzales
Principal Supv. Senior Asst
Engineer Engineer Engineer Engineer
$240 $220 $205 $180 $125 $210
1 PROJECT MEETINGS, BACKGROUND RESEARCH AND COORDINATION Kick off Meeting (1) 2 2 4 $890
Design Progress Meetings (2) 3 3 6 $1,335
Background Information 2 2 4 8 $1,610
Field Review 12 12 24 $4,620
Utility Coordination 1 4 1 6 $1,085
Environmental Clearance-Notice of Exemption 2 2 4 $890
Subtotal 52 $10,430
2 50% SUBMITTAL
Preliminary Plans 6 4 12 64 86 $16,300
Preliminary Technical Specifications 1 2 4 7 $1,370
Preliminary Cost Estimate 1 1 4 6 $1,165
QC Review 4 4 8 $1,800
Subtotal 107 $20,635
3 90% SUBMITTAL
Plans and Details 6 4 16 48 74 $14,240
Specifications 1 2 8 1 12 $2,215
Cost Estimate 1 1 4 6 $1,165
QC Review 4 6 10 $2,220
Subtotal 102 $19,840
4 FINAL DOCUMENTS
Plans and Details 4 2 8 24 38 $7,360
Specifications 1 2 6 2 11 $1,980
Cost Estimate 1 1 4 6 $1,165
QC Review 2 4 6 $1,320
Subtotal 61 $11,825
5 BIDDING ASSISTANCE
Bidding Support 6 2 4 2 2 16 $3,310
Subtotal 16 $3,310
Direct Costs (repro, mileage, etc.) $400
Total Design Cost 48 12 70 188 6 14 338 $66,440

DESIGN WORK ESTIMATE
TASK
Construction TOTAL FEE
Manager
TOTAL
HOURS
Admin
Task Information Billing Classification & Rate
NOTES
Truss Pipe Sewer Rehabilitation Proposal for Professional Engineering Services
Hour & Cost
Information
Hours & Cost
Attachment A Agenda Report Page 27

PROJECT SPECIFIC SUPPLEMENTAL AGREEMENT
Sewer Rehabilitation - Truss Pipe CIPP Lining Project
WHEREAS, the City of Piedmont (herein referred to as “Agency”) entered into a Public Agency Agreement on October 2, 2023 (“Public Agency Agreement”) with Coastland Civil Engineering, Inc. (herein referred to as “Consultant”) to provide City Engineering Services; and
WHEREAS, said Public Agency Agreement for City Engineering allows for additional project specific engineering services to be assigned by the Agency on an as-needed basis; and
WHEREAS, the Agency has determined that the Agency needs Professional Engineering Services for the Sewer Rehabilitation - Truss Pipe CIPP Lining Project (hereinafter referred to as “Project”); and
WHEREAS, the Agency does not have the current staff with expertise to provide these services and needs to retain a consultant with the appropriate experience for this work; and
WHEREAS, Consultant has experienced staff with the proper experience and background to carry out the duties involved for this work; and WHEREAS, Agency wishes to retain Consultant for the performance of services associated with said Project, subject to all the terms and conditions as set for in the original Public Agency Agreement with Consultant.

THEREFORE, Agency and Consultant mutually agree to the scope of work and additional fee as follows:

IN WITNESS HEREOF, the parties have caused their authorized representative to execute this amendment on _______________, 2024.

Attachment A Agenda Report Page 28

CITY OF PIEDMONT
BY: ___________________________________

COASTLAND CIVIL ENGINEERING, LLP
BY: ___________________________________
John L. Wanger, CEO

SCOPE OF WORK

A majority of the locations of the truss sewer pipe are in residential side or rear yards. The listing/locations of the sewer mains are as follows:

Mainline ID Size (inches) LF Location
300-32+300-30 10 37 Oak Rd & 178 Oak Rd
300-30+300-29 10 21 Oak Rd (in street adjacent to 171 Oak Rd) 340-05+340-02 10 85 Valant Pl (in street adjacent to 21-23 Valant Pl) 340-08B+340-05 6 66 23 Valant Pl & 284 Indian Rd (rear yards) 340-08A+340-08B 10 29 294 Indian Rd & 23 Valant Pl (rear yards) 340-08+340-08A 10 57 288 & 294 Indian Rd (rear yards)
340-09+340-08 10 92 284 & 288 Indian Rd (rear yards)
340-10+340-09 10 82 284 Indian Rd (rear yard)
340-11+340-11A 10 144 280 Indian Rd (rear yards)
340-11A+340-10 10 71 280 & 284 Indian Rd (rear yards)
340-12+340-11 10 249 280 Indian Rd (rear yard)
340-13+340-12 10 69 280 Indian Rd (rear yard)
340-14+340-13 10 118 280 Indian Rd (rear yard)
340-17+340-14 10 282 62-70 La Salle Ave & 280 Indian Rd (rear yards) 340-19+340-17 10 162 54-62 La Salle Ave (rear yards)
340-42+340-41 10 90 27 Glen Alpine Rd & 2 Indian Rd (rear yards) 340-43+340-42 10 78 27 Glen Alpine Rd (rear yard)
340-49+340-1A 8 23 61 Glen Alpine Rd (rear yard)
340-50+340-49 8 136 55 Glen Alpine Rd (rear yard)
340-51+340-50 8 221 55-71 Glen Alpine Rd (rear yards)
343-17+343=05 8 232 22-28 Littlewood Dr (rear yards)
343-18_343-17 8 123 20-22 Littlewood Dr (rear yards)
343-19+343-18 8 237 16-18 Littlewood Dr & 85 Calvert Ct (rear yards) 343-20+343-19 8 114 85 Calvert Ct (rear yard)
400-51+400-50 12 282 Moraga Ave (street/SW area between Highland & Bonita) We are assuming all sewer mains within the project are within City right of way or public utility easements.

Based on this understanding, the following is our proposed scope of work:

Attachment A Agenda Report Page 30

Environmental Clearance
As the project is rehabilitation of an existing sewer line, the project is categorically exempt under CEQA.

Accordingly, we will prepare a Notice of Exemption in accordance with CEQA and provide this to the City for adoption and recordation with the County of Alameda.

We will provide the City with electronic files of the 50% plans, technical specifications, and engineer’s estimate (PDF, MS Word, and MS Excel formats as appropriate).

Coastland’s Construction Management Department will perform a constructability review of the contract documents. Through this review, we will help minimize change orders and potential claims.

Attachment A Agenda Report Page 31
Electronic copies of the stamped and signed drawings, specifications, and engineer’s opinion of probable construction cost will be provided to the City.

Task Task Description Weeks
Notice to Proceed 8/15/2024 
1 Mettings with City ongoing  
1 Background Information 3 weeks
2 50% Submittal 4 weeks
~ City Review 2 weeks
3 90% PS&E 4 weeks
~ City Review 2 weeks
4 Final PS&E 2 weeks
Aug-24 Oct-24 Nov-24
Piedmont - Sewer Rehab-Truss Pipe CIPP - Design Schedule Sep-24 Dec-24
Attachment A Agenda Report Page 32
Exhibit “B”

ESTIMATED COST
Based upon the described scope of work, the professional engineering services will be provided on a time and materials basis for a not to exceed amount of $66,440. The total amount specified is only for the described Scope of Work. If requested, work to be performed outside the scope of work or if the scope of work changes, both parties reserve the right to negotiate the cost for the extra work.

Attachment A Agenda Report Page 33
OAK #4872-3014-4814 v1

AMENDMENT TO CONTRACT
This First Amendment to Contract (“Amendment”) is made and entered into on this 6 th
day of May, 2024 (the “Effective Date”) by and between the City of Piedmont, a California municipal corporation (“City”), and Coastland Civil Engineering LLP (“Independent Contractor”).

R E C I T A L S
A. City and Independent Contractor entered into a Contract, dated October 2, 2023 (“Original Contract” and, together with this Amendment, “Contract”), under which Independent Contractor provides certain project management, owner’s representative, and other services to the City in connection with the City’s Engineering On-Call Services (“Project”).

B. The parties now wish to amend the Original Contract to add as Additional Services the additional scope (“Construction Management and Inspection Services Police Dispatch Center Modernization Project”) described in Exhibit A attached hereto and incorporated herein, and increase the NTE by the amount of $303,539, also as provided in Exhibit A, resulting in a total NTE amount of $703,539 under the Contract.

C. All capitalized terms not otherwise defined in this Amendment shall have the respective meanings provided in the Original Contract.

A G R E M E N T
NOW, THEREFORE, the parties hereto agree as follows:

1. The parties agree that the Recitals set forth above are true and correct and are incorporated herein.

2. The City hereby approves the Construction Management and Inspection Services Police Dispatch Center Modernization Project Services Scope as Additional Services under Paragraph 3 of the Contract.

3. As provided in Exhibit A, the Not to Exceed fees and reimbursable expenses for the Construction Management and Inspection Services Police Dispatch Center Modernization Project Services Scope are $303,539, bringing the total NTE under the Contract to $703,539 under Paragraph 2(a) of the Contract.

4. Unless explicitly amended by this Amendment, all terms and provisions of the Contract shall remain in full force and effect.
[Signature Page Follows]
Attachment B Agenda Report Page 34
2 OAK #4872-3014-4814 v1

CONTRACTOR CITY
COASTLAND CIVIL ENGINEERING LLP CITY OF PIEDMONT, a California municipal corporation
By: ____________________________ By:
[Title] Rosanna Bayon Moore, City
Administrator
ATTEST:

Anna Brown, City Clerk
APPROVED AS TO FORM:

Michelle Marchetta Kenyon, City Attorney
Deepa Sharma, Assistant City Attorney
Attachment B Agenda Report Page 35
Santa Rosa Auburn Pleasant Hill Fairfield
1400 Neotomas Avenue 11641 Blocker Drive, Ste. 170 3478 Buskirk Avenue, Ste. 1000 420 Executive Court North, Ste. G Santa Rosa, CA 95405 Auburn, CA 95603 Pleasant Hill, CA 94523 Fairfield, CA 94534 Tel: 707.571.8005 Tel: 530.888.9929 Tel: 925.233.5333 Tel: 707.702.1961 www.coastlandcivil.com
April 9, 2024
Mr. Daniel Gonzales
Public Works Director
City of Piedmont
120 Vista Avenue
Piedmont, CA 94611
VIA EMAIL: [email protected]
RE: Proposal for Construction Management and Inspection Services Police Dispatch Center Modernization Project
Dear Daniel,
In response to your request, I am happy to provide you with this proposal for providing construction management and inspection services to the City of Piedmont for the Police Dispatch Center Modernization Project. To say that this project is a critical construction project is quite an understatement. As the Police Dispatch Center serves as a critical hub for all emergency services within the City, the success of this project is essential.

One of the keys to success of this project will be communication between the contractor and Police Department staff. The Dispatch Center must remain fully operational for the duration of this project. Police staff will be temporarily displaced during construction and that is no small inconvenience. Ensuring that the contractor fully understands the critical nature of enabling the Dispatch Center to remain operational during construction is a must. To ensure that this happens, we have included additional hours of our Construction Manager’s time for coordination and communication with the City, the contractor and the architect.

Another critical component of this project will be schedule coordination. There are a few long lead time items associated with the construction (e.g., computers and electronics) that will need to be well coordinated. We will work with the contractor at the onset of the project to ensure the entire team has a good understanding of the timing of any long-lead items. Additionally, we will work with the contractor to not start critical portions of the project that will involve temporary relocation of Police Department staff until all materials are in hand.

APPROACH TO SCOPE OF SERVICES
Our team will monitor the schedule, quality and cost of the project for the duration. Additionally, we will be observing the construction to ensure that all work is in compliance with the approved contract documents. Our team approach, managed by Dennis Sheil – our Construction Manager for the project, will provide the City with expertise focused on quality and coordination of services.

This will include oversight of daily construction activities from our inspector, weekly project Attachment B Agenda Report Page 36
April 9, 2024
Police Dispatch Center Modernization Project Proposal
coordination meetings with the contractor, City and architect, early identification of any issues and identification of a solution and close coordination with Police Department staff. The bullet list of those tasks is provided below as listed in our Project Work Estimate are an outline of the services we will provide during construction:

Task 1 – Pre-Construction Meeting
Our Construction Manager will schedule and administer the pre-construction meeting with all key City staff, contractor staff and construction management and inspection staff. Our construction manager will also prepare the meeting agenda and record the minutes. This pre-construction meeting will be key to setting the project tone and developing a cooperative relationship, but also setting expectations regarding the execution of the work.

Task 2 – Project Startup
Prior to commencement of construction, our team will photo document all existing conditions of the Dispatch Center and surrounding areas that will be impacted by construction. Additionally, the construction management team will set up all project files, including our web based CMIS program, to ensure all correspondence, field reports, pay estimates, RFI’s and other documents are accessible to the entire project team.

Task 3 – Inspections and Documentation
During the course of construction, we anticipate having daily part time presence of our inspector to observe construction and coordinate with both the contractor and City staff. Our inspector will observe work to ensure that it is in conformance with the contract documents, and work with the contractor and our construction manager to resolve any questions or issues and ensure that the overall project is moving forward in a positive manner. Daily reports will be filed with all daily inspections to note crews and equipment at the site each day, as well as document what work was included each day. Photographs will also be included in the daily reports documenting the work that took place each day.

Task 4 – Meetings
During the course of the project, we anticipate holding weekly meetings with the contractor, the architect (if needed) and City staff for coordination, review of work performed, review of upcoming work and resolve any issues that come up. An agenda and minutes will record and track issues, such as schedule look ahead, RFIs, submittal status, risks, potential changes, action items, coordination and safety.

Task 5 – Construction Management
Our construction manager will be responsible for the overall performance of the project team as well as the contractor’s performance of the work regarding quality, schedule performance and project budget. Our construction manager and inspector will coordinate to prepare project reports, weekly statements of working days and collation of inspection reports. Our construction manager will be the primary point of communication between the project and the City, keeping City staff fully informed on project progress, issues and risks. Our construction manager will also be responsible for the maintenance of the project records.

REQUESTS OF INFORMATION
Attachment B Agenda Report Page 37
April 9, 2024
Police Dispatch Center Modernization Project Proposal
Our construction manager will create and maintain a Request for Information (RFI) log, which will track the timing and impacts of contractor’s RFIs. The construction manager will direct RFIs to the Design Consultant, as appropriate. The goal will be to respond to RFIs within 5 business days from the contractor’s submission.

Our construction manager will create and maintain a Potential Change Order log tracking all project issues, extra work and risks that may result in a Contract Change Order (CCO). The construction manager will issue written directives to the contractor to ensure that all extra work has been authored, documented and agreed upon by the parties. The construction manager will review and analyze CCO proposal for accuracy, reasonableness, and entitlement, and if required will negotiate with the Contractor to determine an equitable CCO amount. The construction manager will prepare written CCOs with all supporting documentation, and will obtain the signature of the Contractor, the construction manager and the City prior to authorizing payment for changed work. As part of our change order management and schedule management process, we will evaluate and provide recommendations regarding any Contractor time extension requests.

PROGRESS PAYMETS
At the initiation of the project, our construction manager will create a Pay Application spreadsheet, with project expenditures date, current amounts due and earned value data recording work completed, workdays consumed and value of work in pace. Each month, Coastland will provide accurate calculations for all work items completed and accepted to provide progress payment recommendations to the City.

SCHEDULE MANAGEMENT TO MONITOR EARNED VALUE
Our construction manager will continually review the construction progress and perform necessary measurements and quantity calculations to ensure that the Contractor progress represent the value of the work completed to date.

SPECIAL INSPECTION AND TESTING
As Special Inspections and Testing will be performed by others, our construction manager and inspector will assist in scheduling these services. Additionally, we will review all submitted special inspection and testing results to ensure compliance with the construction documents and work with the contractor if deficiencies are noted.

Task 6 - Conflict Resolution and Claims Management
The key to claims avoidance is managing risk, not only risks to the City but all the project partners.

Our construction manager and inspector will work to resolve all issues prior to the completion of the work.

In the event that there are outstanding claims, Coastland will support the City throughout the Dispute process by providing detailed schedule and cost analyses, as well written responses to Contractor claims. Our goal is to avoid all claims; however, if a claim is filed, all time spent on claims will be provided on a time and material basis.

Attachment B Agenda Report Page 38
April 9, 2024
Police Dispatch Center Modernization Project Proposal
Task 7 – Project Closeout
Following completion of the work, we will organize and conduct the post-construction meeting.

We will verify completion of punch list items, issue notice of completion, prepare recommendations for final acceptance of the project and review as-builts for accuracy and completeness.

WORK ESTIMATE
We propose to provide our services on a time-and-materials basis with a not-to-exceed amount of $303,539 in accordance with the attached Work Estimate. Our proposal is based on a project duration of 175 working days (35 weeks), part-time construction management and part time inspection. Our proposal includes factors such as attending meetings, project closeout and vehicle costs.

If the contract time extends beyond 30 working days, or the scope or level of services changes, our costs may also increase. Similarly, if the contract time is reduced, charges will decrease accordingly.

We greatly appreciate the opportunity to assist the City with this important project. If you have any questions on this proposal, please do not hesitate to contact me at [email protected] or at (707) 495-5201.

Sincerely,
John Wanger
CEO
Attachment B Agenda Report Page 39

CM Inspector Inspector
OT Admin
$190 $175 $263 $120
1 Pre-Construction Meeting 6 2 2 10 $1,730 Agendas / conduct meeting 2 Project Start-Up 8 4 16 28 $3,440 Assemble filing / CM program 3 Inspections & Documentation 200 525 725 $129,875 Based on 175 working days 4 Progress Meetings/Other Mtgs 60 72 64 196 $31,680 Assume attendance @ 35 mtgs 5 Construction Management 416 225 641 $106,040
6 Conflict Resolution & Claim Management
7 Project Closeout 24 24 24 72 $11,640 As-builts / files Vehicle/Equipment expenses $19,134 $19,134 1,063 hours x $18/hr= $19,134 Total Hours 714 627 0 331 1,672
of $135,660 $109,725 $0 $39,720 $19,134 $303,539
Project Total $135,660 $109,725 $0 $39,720 $19,134 $303,539 1 Based on 175 working days.
2 Based on part time inspection during construction. No overtime hours have been included. 3 Based on part time Construction Management and Admin. 4 Materials, testing and special inspections will be provided by others Provided on a T&M Basis, if needed
NOTES: Coastland reserves the right to adjust estimated hours should the Contractor schedule overtime work.

HOURS AND COST INFORMATION
Direct
Costs
Total
Hours Total Costs Comments
Task No.
(Coastland
Code)
Task Information

TASK INFORMATION

WORK ESTIMATE
City of Piedmont PROPOSAL FOR CM
& INSPECTION SERVICES Dispatch Center ModernizationProject Attachment B Agenda Report Page 40

PROJECT SPECIFIC SUPPLEMENTAL AGREEMENT

POLICE DISPATCH CENTER MODERNIZATION PROJECT
WHEREAS, the City of Piedmont (herein referred to as “Agency”) entered into a Contract on October 2, 2023 (“Public Agency Agreement”) with Coastland Civil Engineering, LLP (herein referred to as “Consultant”) to provide City Engineering Services; and WHEREAS, said Public Agency Agreement for City Engineering allows for additional project specific engineering services to be assigned by the Agency on an as-needed basis; and WHEREAS, the Agency has determined that the Agency needs Construction Management and Inspection services associated with the Police Dispatch Center Modernization Project (hereinafter referred to as “Project”); and
WHEREAS, the Agency does not have the current staff with expertise to provide these services and needs to retain a consultant with the appropriate experience for this work; and WHEREAS, Consultant has experienced staff with the proper experience and background to carry out the duties involved for this work; and
WHEREAS, Agency wishes to retain Consultant for the performance of services associated with said Project, subject to all the terms and conditions as set for in the original Public Agency Agreement with Consultant.

THEREFORE, Agency and Consultant mutually agree to the scope of work and additional fee as follows:

Scope of Work
All work associated with the Project shall be per the scope of work attached as Exhibit “A.” Payment Terms
For Consultant Services associated with the Project, Agency agrees to pay Consultant in accordance with the payment terms provided on Exhibit “B” attached hereto and incorporated herein by this reference.

IN WITNESS HEREOF, the parties have caused their authorized representative to execute this amendment on _______________, 2024.

CITY OF PIEDMONT
BY: ___________________________________
Jen Cavenaugh, Mayor
COASTLAND CIVIL ENGINEERING, INC.

BY: ___________________________________
John L. Wanger, CEO
Attachment B Agenda Report Page 41

SCOPE OF WORK
Task 1 – Pre-Construction Meeting
Our Construction Manager will schedule and administer the pre-construction meeting with all key City staff, contractor staff and construction management and inspection staff. Our construction manager will also prepare the meeting agenda and record the minutes. This pre-construction meeting will be key to setting the project tone and developing a cooperative relationship, but also setting expectations regarding the execution of the work.

REQUESTS OF INFORMATION
Our construction manager will create and maintain a Request for Information (RFI) log, which will track the timing and impacts of contractor’s RFIs. The construction manager will direct RFIs to the Attachment B Agenda Report Page 43
Design Consultant, as appropriate. The goal will be to respond to RFIs within 5 business days from the contractor’s submission.

Task 6 - Conflict Resolution and Claims Management
The key to claims avoidance is managing risk, not only risks to the City but all the project partners.

Our construction manager and inspector will work to resolve all issues prior to the completion of the work.

Attachment B Agenda Report Page 44
Task 7 – Project Closeout
Following completion of the work, we will organize and conduct the post-construction meeting.

We will verify completion of punch list items, issue notice of completion, prepare recommendations for final acceptance of the project and review as-builts for accuracy and completeness.

Attachment B Agenda Report Page 45
Exhibit “B”

ESTIMATED COST
Based on our scope of work, we are proposing that the services associated with this project be completed on a time and materials basis for a not-to-exceed amount of $303,539. The amount quoted is assuming that all of the work for this project will fall under the scope of work as described in the proposal. If additional work is necessary that falls outside of this scope of work, the parties can either re-negotiate a new scope of work or the Consultant can provide these services on a time and materials basis per the Consultant’s schedule of hourly rates.

Payments to Consultant shall be made in accordance with the Public Agency Agreement.

Attachment B Agenda Report Page 46
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Piedmont City CouncilSeptember 16, 2024

Piedmont City Council
September 16, 2024