2.Approval of a Third Amendment to the City’s Agreement with Coastland Engineering LLP to Increase the Contract Not-To-Exceed Amount by $994,615 for City Engineering Services, and Approval of an Amended Overall Contract Amount of $1,838,497

City of Piedmont

COUNCIL AGENDA REPORT
DATE: March 17, 2025
TO: Mayor and Council
FROM: Rosanna Bayon Moore, City Administrator
SUBJECT: Consideration of a Third Amendment to the City’s Agreement with Coastland Engineering LLP to Increase the Contract Not-To-Exceed Amount by $994,615 for City Engineering Services, and Approval of an Amended Overall Contract Amount of $1,838,497

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 design and construction services, on a time and materials basis, increasing the Contract Not-To-Exceed Amount by $994,615, and approving an amended overall Contract Amount of $1,838,497.

2. Authorize the City Administrator to execute related documents.

BACKGROUND
Coastland Engineering LLP (Coastland) has provided the City with as-needed, on-call City Engineering Services since 2011. The base professional services have included representation at City Council meetings, participation in regional meetings on the City’s behalf, responding to public inquiries, and management of the City’s capital improvement program. Additional engineering services provided have included project specific design services, construction inspection, and Building Department services. The City most recently renewed its agreement with Coastland on October 2, 2023, and amended the agreement on May 6, 2024 and September 16, 2024 to include additional design and construction management services consistent with the scope of work described within the original agreement. The City is currently within the allocated amount of the current contract – the additional funds that are being requested are for additional scopes of work that are identified below.

Examples of these additional services previously authorized under prior amendments are:
• Inspection Services, Building Plan Check Services, and Fire, Life, Safety Services for the Piedmont Community Pool Project
• Construction Management and Inspection Services for the Emergency Dispatch Center Modernization Project.
• Design of Sanitary Sewer System Improvements
2 • Design of Storm Drain System Improvements
Additional services that are anticipated to be initiated within the next 8 months include the following:
• Finalize design of the 2025 Roadway Resurfacing Project • Update of the City’s Pavement Management Plan
• Construction Management and Inspection Services for the Grand Avenue Pavement Rehabilitation Project
• Design of Civil Improvements for the Linda Beach Tot Lot Play Equipment Replacement Project
• Construction Management and Inspection Services for the 2025 Roadway Resurfacing Project
• Design of additional miscellaneous storm and sewer improvements as identified. • Design of Piedmont Park pathway repairs.
• Construction Management and Inspection Services for Linda Pickleball Project • Construction Management and Inspection Services for Sidewalk Replacement Project

FISCAL IMPACT
Design and construction funding for various projects have been budgeted in the project line items of the Facilities Capital Fund, Roadway Capital Project schedule, or the Sewer Fund. The estimated design and construction management and inspection (CMI) costs are represented in the table below:

Project Name
Engineering CMI Bldg Total
Linda Tot Lot 22,500$ 10,000$ -$ 32,500$
Future design projects 51,600$ -$ 51,600$
Grand Ave Paving -$ 190,500$ -$ 190,500$
2025 Paving Project 92,050$ 375,000$ -$ 467,050$
Truss Pipe project 50,000$ 50,000$ -$ 100,000$
Linda Tennis Court -$ 40,000$ -$ 40,000$
Sidewalk Replacement project -$ 40,000$ -$ 40,000$
Pavement Management Plan 33,215$
Storm and Sewer Repairs 29,750$
Building Department Service -$ -$ 10,000$ 10,000$
Totals 279,115$ 705,500$ 10,000$ 994,615.00$
Estimated budget needs as of
The final scope of service for the 2025 Paving Project (CMI), Truss Pipe (CMI), Sidewalk Replacement Project (CMI), Building Department services and other budgeted, future design projects are not yet available. However, as authorization of these services will be required within the next 8 months. Staff estimated the fees associated with these services in the above referenced Agenda Report Page 2
3 chart. The approved not-to-exceed amount will allow the City Administrator to authorize these services, provided that the total is within the not-to-exceed contract amount approved by the Council.

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

By: Daniel Gonzales, Public Works Director
Attachments:

A. Third Amendment to Coastland Engineering LLP Agreement Agenda Report Page 3
4 AMENDMENT TO CONTRACT
This Third Amendment to Contract (“Amendment”) is made and entered into on this 3 rd
day of March, 2025 (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, the Second Amendment dated September 16, 2024, and “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) Improvements to Linda-Beach Tot Lot; and (2) Amendment for the Storm Drain Improvements and Sewer Manhole Rehabilitation Project; and (3) Construction Management and Inspection Services for the Grand Avenue Paving and Pedestrian Safety Improvements Project; and (4) Professional Engineering Services Associated with 2025 City of Piedmont’s Update to the Pavement Management Plan; and (5) Professional Engineering Services for the 2025 Pavement Project; and (6) Additional Services for the Sewer Truss CIPP Lining Project described in Exhibit A attached hereto and incorporated herein, and increase the NTE by the amount of $994,615, as provided in Exhibit B, resulting in a total NTE amount of $1,838,497 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 “Improvements to Linda-Beach Tot Lot,” as provided in Exhibit A, as Additional Services under Paragraph 3 of the Contract.

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

4. The City hereby approves the “Construction Management and Inspection Services for the Grand Avenue Paving and Pedestrian Safety Improvements Project,” as provided in Exhibit A, as Additional Services under Paragraph 3 of the Contract.

Attachment A Agenda Report Page 4
5 5. The City hereby approves the “Professional Engineering Services Associated with 2025 City of Piedmont’s Update to the Pavement Management Plan,” as provided in Exhibit A, as Additional Services under Paragraph 3 of the Contract.

6. The City hereby approves the “Professional Engineering Services for the 2025 Pavement Project,” as provided in Exhibit A, as Additional Services under Paragraph 3 of the Contract.

7. The City hereby approves the “Additional Services for the Sewer Truss CIPP Lining Project,” as provided in Exhibit A, as Additional Services under Paragraph 3 of the Contract.

8. As provided in Exhibit B [“Costs”], the Not to Exceed fees and reimbursable expenses for (1) Improvements to Linda-Beach Tot Lot; and (2) Amendment for the Storm Drain Improvements and Sewer Manhole Rehabilitation Project; and (3) Construction Management and Inspection Services for the Grand Avenue Paving and Pedestrian Safety Improvements Project; and (4) Professional Engineering Services Associated with 2025 City of Piedmont’s Update to the Pavement Management Plan; and (5) Additional Services for the Sewer Truss CIPP Lining Project; and (6) Additional Services for the Sewer Truss CIPP Lining Project are $994,615, bringing the total NTE under the Contract to $1,838,497 under Paragraph 2(a) of the Contract.

9. Unless explicitly amended by this Amendment, all terms and provisions of the Contract shall remain in full force and effect.
[Signature Page Follows]
Attachment A Agenda Report Page 5
6 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 6
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.coastland.dccm.com
November 18, 2024
Mr. Daniel Gonzales
Public Works Director
City of Piedmont
120 Vista Avenue
Piedmont, CA 94611
RE: Proposal for Improvements to Linda-Beach Tot Lot ADA Improvements Dear Daniel,
Per your request, please accept this proposal for provide professional engineering design for upgrades to the Linda-Beach Tot Lot.

The City is in the process of reviewing new playground equipment for the Linda Avenue Tot Lot.

The new playground equipment will have components that are ADA accessible and the City wants to make sure that all paths and access to the playground equipment will meet current ADA standards.

In order to determine what improvements were needed to bring access to the Tot Lot into compliance with current ADA standards, we have reviewed the site with both you and Nancy Kent, as well as we have had Rob Spaulding, one of our CASp Building Inspectors, review the site improvements for conformance. Additionally, we have reviewed the design plans prepared by Coastland in August 2011 for improvements to the Tot Lot that were never built.

Based on our review of the site we have determined that there are a few upgrades and improvements that will be necessary to comply with ADA standards. These include:
• Revisions to the on-street accessible parking stall adjacent to the existing pedestrian ramp at the entry to the Tot Lot to provide a 24-foot length per PROWAG standards. • Revisions to the existing pedestrian ramp to modify slopes and landing, as well as add truncated domes to the surfacing of the ramp.
• Relocation of the gate at the bottom of the ramp to provide the appropriate grade and size of landing, as well as the gate hardware.
• Add a walkway along the east side of the playground sand area to include both an accessible concrete walkway (extending from the existing walkway) and provide accessible picnic area bench/seating.

It is our understanding that the City will be selecting the playground equipment and will determine access points to the playground structure once a final decisions has been made. Accordingly, the improvements that we will be developing will end at the northerly end of the existing concrete wall separating the playground sand area with the play equipment from the remainder of the park.

Attachment A Exhibit A Agenda Report Page 7
Linda Beach Tot Lot ADA Improvements | Page 2
To ensure a smooth transition between the proposed improvements that will be included the improvement plans that we will be completing and the playground improvements to be done under a separate contract between the City and playground equipment supplier, Coastland | DCCM will assist in the review of submittals from the playground supplier and the matting installer. Also, we will review the proposed transition from the new ADA compliant walkway included on our plans into the matting area. It is anticipated that this may involve cutting the low perimeter wall.

Additionally, as the City will be purchasing the playground equipment through a cooperative for both the equipment and installation, we will assist the City in evaluating those purchase agreements.

Based on this understanding, we have developed the following scope of work:

SCOPE OF WORK
Task 1 – Project Management, Meetings, and Field Review This task consists of conducting a project kick-off meeting with the City staff to discuss project details, goals and to coordinate efforts. Additionally, we have allocated two meetings for progress review.

We will conduct a field review and take digital photographs of the project site. We will observe existing conditions so we will be able to identify any unusual or special conditions that may affect the project design or construction.

Task 2 – Construction Documents Development
85% Submittal
Upon completion of gathering the background information, we will work with the topographic survey information gathered in 2011 and 2018 (based on our field review it does not appear there have been any changes since the survey for the topo was done in 2011) to prepare construction drawings. Once the design has reached 85%, we will submit digital copies of the plans for review and comment to the City. As part of the submittal, we will prepare preliminary technical specifications and an estimate of probable construction costs.

Final Submittal
We will incorporate any comments received with the 85% submittal and prepare final bid documents including digital copies of the stamped and signed drawings and specifications.

Task 3 – Bid and Contract Support
We will provide bid assistance to the City to answer any questions that may arise during the bidding phase. This will include providing the City with the Notice to Bidders to be published in the local newspaper (the City shall be responsible for ensuring the Notice is published), uploading plans to the BPX virtual bid room for contractors to upload the documents, preparing up to one addendum that may be necessary, attend/run the bid opening for this project, review all bids Attachment A Exhibit A Agenda Report Page 8
Linda Beach Tot Lot ADA Improvements | Page 3
received, conduct proper background checks on the lowest bidder and provide the City with a draft staff report and resolution for award of the project.

Task 4 – Playground Equipment Review
To ensure a smooth transition between the proposed improvements included in the improvement plans and the playground improvements to be done under a separate contract between the City and playground equipment supplier, Coastland | DCCM will assist in the review of submittals from the playground supplier and the matting installer. Also, we will review the proposed transition from the new ADA compliant walkway included on our plans into the matting area. It is anticipated that this may involve cutting the low perimeter wall.

Additionally, we will assist the City in evaluating the purchase agreements for the purchase of the playground equipment and installation.

Exceptions
The following work is not included in our proposal. However, we would be pleased to provide these services if the City desires:
▪ Environmental assessments and clearances (we believe this project is categorically exempt, as consists of working on existing improvements)
▪ Geotechnical evaluation (given the scope of the improvements, we do not feel this is necessary).
▪ Topographic survey.

Estimated Cost
Based on our scope of work associated with the Tot Lot, we propose that the services associated with this project be completed for a not-to-exceed amount of $22,480. The amount quoted is assuming that all of the work for this project will fall under the scope of work as previously described. If additional work is necessary that falls outside of this scope of work, we can either re-negotiate a new scope of work or provide these services on a time and materials basis per our adopted schedule of hourly rates.

Schedule
Upon receiving the notice to proceed, we estimate that the construction documents will be completed and ready to be bid in 6-8 weeks. This schedule assumes no significant changes are made to the scope of work.

Attachment A Exhibit A Agenda Report Page 9
Linda Beach Tot Lot ADA Improvements | Page 4
We appreciate the opportunity to assist the City with this work. Please review this information and let me know if you have questions. We are prepared to begin work upon your written authorization. We look forward to working with you on this important project.

Sincerely,
John Wanger
Coastland | DCCM
Attachment A Exhibit A Agenda Report Page 10
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
December 27, 2024
Mr. Daniel Gonzales
Public Works Director
City of Piedmont
120 Vista Avenue
Piedmont, CA 94611
Subject: Scope Amendment for the Storm Drain Improvements and Sewer Manhole Rehabilitation Proposal dated June 13, 2024
Dear Daniel,
In follow-up to our discussions, I am pleased to provide you with this amendment to our June 13, 2024, proposal for storm drain and sewer manhole improvements. This amendment includes additional manhole rehabilitation, as well as an upgrade to a storm drain catch basin and pipe on Oakland Avenue.

ADDITIONAL SEWER MANHOLE REHABILITATION
On December 19, 2024, the City received correspondence from East Bay Municipal Utility District (EBMUD) regarding their annual Consent Decree Regional Technical Support Program (RTSP) notification to the cities that are part of the EPA Consent Decree. The report identified locations where rapid infiltration sources was an issue. With respect to specific findings in the City of Piedmont, the report identified 13 specific sewer manholes in the City where inflow and infiltration (I/I) of groundwater into the sanitary sewer collection system. These manholes include:

Manhole Number Location Estimated Daily I/I flows
MH 431-12 201 Wildwood Ave. 1,900 gal./day (gpd)
MH 431-23 238 Palm Dr. 13,500 gpd
MH 422-01 1158 Winsor Ave. 6,400 gpd
MH431-2B 124 Magnolia Ave 14,100 gpd
MH 432-04 99 Fairview Ave. 14,000 gpd
MH 432-16 20 Keefer Ct. 9,100 gpd
MH 432-50 301 Hillside Ave. 3,500 gpd
MH 434-34* 64 Sharon Ave. 652,400 gpd
MH 341-50 1 Indian Gulch Rd. 3,500 gpd
MH 343-12 6 Littlewood Dr. 700 gpd
MH 343-34 10 Calvert Ct. 1,400 gpd
MH 342-54 3 La Salle Ave. 12,900 gpd
MH 340-27 340 Hampton Rd. 23,800 gpd
* MH 434-04 is included in the original proposal and is included in the previous scope of work Per page 96 in the Consent Decree, once Inflow and Rapid Infiltrations sources in the collection system are identified, the City has 24 months from the date EBMUD provides notification to the City to eliminate the sources of inflow and Rapid Infiltration. Due to the timing of the notification from EBMUD and the work being done on other sewer manholes in the City’s sewer collection system, it is my understanding that you would like the 12 manholes identified by EBMUD needing repairs to be included in the current project.

Attachment A Exhibit A Agenda Report Page 11
December 27, 2024
Mr. Daniel Gonzales
Based on this direction, we have reviewed our original scope of work and have estimated additional levels of effort needed to include the 12 manholes. The modified budget can be found later in this proposal.

STORM DRAIN CATCH BASIN MODIFICATIONS
Included in our June 2024 proposal was upgrading 5 storm drain inlet locations where ponding, excessive overland flow, and/or ineffective inlet capture has been observed.

Since the original proposal, an additional catch basin has been identified as needing upgrading. Catch basin 403-42 located in front of 1324 Oakland Avenue needs to be modified to better collect stormwater heading west on Oakland Avenue and the pipe connecting this catch basin to the main storm drain line in Oakland Avenue needs to be upsized. The current catch basin at this location is small and when heavy flows occur in the gutter, they tend to bypass this catch basin and continue west and cause issues at the newly constructed bulb-out at the southeast corner of Jerome/Oakland Ave. At the time the bulb-out project was designed and constructed, the issues associated with catch basin 403-42 were not know, as prior to the construction of the bulb-out improvements, any stormwater bypassing this catch basin simply continued downstream and around the corner onto Jerome. With the new bulb-outs, a new catch basin was installed and designed to pick up the minor flows between catch basin 403-42 and the new catch basin, under the assumption that catch basin 403-42 was effective in intercepting storm water flows. Catch basin 403-42 will be upgraded to include a curb gallery upstream of the catch basin that will do a much better job at intercepting the flows in the gutter, as well as the currently undersized 6-inch storm drain pipe connecting the catch basin to the main storm drain line in Oakland Avenue will be upsized to a 12-inch or 15-inch pipe (exact pipe size to be determined during design). Upgrading the catch basin and pipe at this location should alleviate overflow issues at the catch basin at the Oakland/Jerome intersection under 10-year storm conditions (in accordance with the Alameda County Flood Control Manual).

Based on direction received, we have reviewed our original scope of work and have estimated additional levels of effort needed to include modifications/upgrades to this catch basin and pipe. The modified budget can be found later in this proposal.

SCOPE OF WORK AND FEE ADJUSTMENTS
Based on the above-described work, we have estimated that this additional work will impact specific tasks shown in the original June 2024 proposal as follows:
• Task 2 – Background Information: The additional work will include an estimated 17 additional hours of effort for this task that will include researching background information, field reviews of all facilities to confirm work needed and coordination with utility companies. • Task 3 – Surveying: The additional work will include additional surveying at the catch basin location on Oakland Avene for this task.
• Task 4 – 50% submittal: The additional work will include an estimated 45 hours of additional work for this task that will involve preparation of preliminary plans, issuing a revised design memorandum and additional hours in preparing preliminary cost estimates. • Task 5 – 90% submittal: The additional work will include an estimated 33 of additional work for this task that will involve preparation of plans, specifications and additional hours in preparing cost estimates.
• Task 6 – Final Documents: The additional work will include 28 hours of additional work for this task to finalize the overall construction documents and estimate. • Taks 7 – Bidding Assistance: We have allocated an additional 6 hours of work for this task to answer questions that may come up due to the additional work.

Attachment A Exhibit A Agenda Report Page 12
December 27, 2024
Mr. Daniel Gonzales

COST IMPLICATIONS
Based upon our described additional effort in our scope of work, we estimate that the additional engineering services associated with this work can be provided on a time and materials basis for a not to exceed additional amount of $29,750, bringing the total amount of work associated with this project to $103,653 (the original estimate of $73,903 plus $29,750).

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
CEO
Enclosure: Project Specific Supplemental Agreement
Attachment A Exhibit A Agenda Report Page 13

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, 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, on September 16, 2024, the Agency approved a Project Specific Supplemental Agreement to include the design of certain storm drain and sewer manhole improvements; and
WHEREAS, the Agency has determined that additional work is necessary to include additional manholes and storm drain improvements; 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 modify Tasks 2 through 7 of the scope of work provided in the Consultant’s original proposal to include the additional work in accordance with the amended proposal dated December 27, 2024, 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
Attachment A Exhibit A Agenda Report Page 14
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 _______________, 2025.

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 Exhibit A Agenda Report Page 15
Exhibit “A”

SCOPE OF WORK

Manhole Number Location Estimated Daily I/I flows
MH 431-12 201 Wildwood Ave. 1,900 gal./day (gpd)
MH 431-23 238 Palm Dr. 13,500 gpd
MH 422-01 1158 Winsor Ave. 6,400 gpd
MH431-2B 124 Magnolia Ave 14,100 gpd
MH 432-04 99 Fairview Ave. 14,000 gpd
MH 432-16 20 Keefer Ct. 9,100 gpd
MH 432-50 301 Hillside Ave. 3,500 gpd
MH 434-34* 64 Sharon Ave. 652,400 gpd
MH 341-50 1 Indian Gulch Rd. 3,500 gpd
MH 343-12 6 Littlewood Dr. 700 gpd
MH 343-34 10 Calvert Ct. 1,400 gpd
MH 342-54 3 La Salle Ave. 12,900 gpd
MH 340-27 340 Hampton Rd. 23,800 gpd
* MH 434-04 is included in the original proposal and is included in the previous scope of work
Per page 96 in the Consent Decree, once Inflow and Rapid Infiltrations sources in the collection system are identified, the City has 24 months from the date EBMUD provides notification to the City to eliminate the sources of inflow and Rapid Infiltration. Due to the timing of the notification from EBMUD and the work being done on other sewer manholes in the City’s sewer collection system, it is my understanding that you would like the 12 manholes identified by EBMUD needing repairs to be included in the current project.

Based on this direction, we have reviewed our original scope of work and have estimated additional levels of effort needed to include the 12 manholes. The modified budget can be found later in this proposal.

Attachment A Exhibit A Agenda Report Page 16
Since the original proposal, an additional catch basin has been identified as needing upgrading. Catch basin 403-42 located in front of 1324 Oakland Avenue needs to be modified to better collect stormwater heading west on Oakland Avenue and the pipe connecting this catch basin to the main storm drain line in Oakland Avenue needs to be upsized. The current catch basin at this location is small and when heavy flows occur in the gutter, they tend to bypass this catch basin and continue west and cause issues at the newly constructed bulb-out at the southeast corner of Jerome/Oakland Ave. At the time the bulb-out project was designed and constructed, the issues associated with catch basin 403-42 were not know, as prior to the construction of the bulb-out improvements, any stormwater bypassing this catch basin simply continued downstream and around the corner onto Jerome. With the new bulb-outs, a new catch basin was installed and designed to pick up the minor flows between catch basin 403-42 and the new catch basin, under the assumption that catch basin 403-42 was effective in intercepting storm water flows. Catch basin 403-42 will be upgraded to include a curb gallery upstream of the catch basin that will do a much better job at intercepting the flows in the gutter, as well as the currently undersized 6-inch storm drain pipe connecting the catch basin to the main storm drain line in Oakland Avenue will be upsized to a 12-inch or 15-inch pipe (exact pipe size to be determined during design). Upgrading the catch basin and pipe at this location should alleviate overflow issues at the catch basin at the Oakland/Jerome intersection under 10-year storm conditions (in accordance with the Alameda County Flood Control Manual).

SCOPE OF WORK ADJUSTMENTS
Based on the above-described work, we have estimated that this additional work will impact specific tasks shown in the original June 2024 proposal as follows:
• Task 2 – Background Information: The additional work will include an estimated 17 additional hours of effort for this task that will include researching background information, field reviews of all facilities to confirm work needed and coordination with utility companies.
• Task 3 – Surveying: The additional work will include additional surveying at the catch basin location on Oakland Avene for this task.
• Task 4 – 50% submittal: The additional work will include an estimated 45 hours of additional work for this task that will involve preparation of preliminary plans, issuing a revised design memorandum and additional hours in preparing preliminary cost estimates.
• Task 5 – 90% submittal: The additional work will include an estimated 33 of additional work for this task that will involve preparation of plans, specifications and additional hours in preparing cost estimates.

Attachment A Exhibit A Agenda Report Page 17
• Task 6 – Final Documents: The additional work will include 28 hours of additional work for this task to finalize the overall construction documents and estimate. • Taks 7 – Bidding Assistance: We have allocated an additional 6 hours of work for this task to answer questions that may come up due to the additional work.

Attachment A Exhibit A Agenda Report Page 18
Exhibit “B”

ESTIMATED COST
Based upon the described scope of work in the Amended Proposal, the additional professional engineering services associated with the additional will be provided on a time and materials basis for an additional not to exceed amount of $29,750, bringing the total amount of work associated with this project to $103,653 (the original estimate of $73,903 plus $29,750). 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 Exhibit A Agenda Report Page 19
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.coastland.dccm.com
January 17, 2025
Mr. Daniel Gonzales
Public Works Director
City of Piedmont
120 Vista Ave.

Piedmont, CA 94611
Subject: Proposal to Provide Construction Management and Inspection Services for the Grand Avenue Paving and Pedestrian Safety Improvements Project Dear Daniel,
Based on our conversations, Coastland | DCCM is pleased to provide you with this letter proposal to provide Construction Management and Inspection (CMI) services for the Grand Avenue Paving and Pedestrian Safety Improvements Project.

PROJECT UNDERSTANDING
The Grand Avenue Paving and Pedestrian Safety Improvements Project (Project) consists of rehabilitation of approximately .3 miles of Grand Avenue. The work will involve portions of griding and placement of asphalt overlay over a portion of the street, and placement of a rubberized cape seal over other portions of the street. The project will also include installation of green infrastructure at the Grand/Fairview intersection, installation of enhanced pedestrian crossings at both Linda/Grand and Greenbank/Grand intersections, and pedestrian ramp replacement at all non-conforming ramp locations within the project boundaries.

Construction bids were opened on December 5, 2024. The bid documents specify 90 working days to complete the project.

CONSTRUCTION MANAGEMENT AND INSPECTION SCOPE OF WORK
Coastland | DCCM’s overall approach to performing Construction Management and Inspection focuses on teaming with the City to provide a high quality, cost effective construction project. Our Construction Manager and Inspector will keep the City informed regarding costs, changes, public relations, and construction progress. We will coordinate closely with the City and the property owners for the entire project duration. From the onset of the project, we will establish the lines of communication and decision making roles with all project stakeholders.

Based on our understanding of the project our scope of services is as follows:

TASK 1 – PRE-CONSTRUCTION MEETING
Once the contractor provides the executed contract, bonds and insurance information, our Construction Manager will schedule the pre-construction meeting. During this meeting we will establish lines of communication and decision making roles with all project stakeholders. We will also discuss safety requirements, responsibilities of the project team members, working hours, quality control procedures, submittal requirements, project schedule, change order and potential claim procedures, and safety procedures.

Attachment A Exhibit A Agenda Report Page 20
Document Title | Page 2
Coastland | DCCM will be responsible for generating pre-construction meeting invitations including the meeting agenda. Agenda items include lines of communication, public relations, safety, submittals, change procedures, payments, progress schedules, contract time, requests for information, and other applicable items. Coastland | DCCM will prepare and distribute meeting minutes to all parties.

Following the pre-construction meeting, Coastland | DCCM will continue to work with the City team, contractor, and Coastland | DCCM’s design team to ensure that all project issues are addressed promptly and that the City’s best interests are considered at all times.

TASK 2 – PRE-CONSTRUCTION SITE VISIT AND DOCUMENTATION
Coastland | DCCM will take pre-construction digital photos of the construction site with special attention given to sensitive areas including any private residences and businesses adjacent to the project. Documenting the site prior to construction will help mitigate possible disputes between the City, contractor and property owners within or adjacent to the project limits. These photos will be logged and filed with the project files.

TASK 3 – PROJECT START-UP
Coastland | DCCM will assemble project files using a modified Caltrans format. Coastland | DCCM utilizes CMIS software as a centralized system for document control to create, store, organize, track, and link all project information. Access to this system is available to the City to provide instant access regarding the status of any portion of the work. Our digital record-keeping will ensure the constant flow of documentation to a form that quickly and easily identifies trends and critical issues and will help keep the project moving as it helps document the work.

TASK 4 - DAILY FIELD INSPECTIONS AND DOCUMENTATION
A critical aspect of our services is maintaining close communication with City staff to ensure scheduling goals are met. To help maintain close communication, Coastland | DCCM’s inspector will be accessible to the City at all times at the project site and through the use of email and cell phones. Coastland | DCCM’s on-site inspector will examine all construction activities to ensure that the contract work adheres to the contract documents, City standards and the established schedule.

We will maintain records and provide documentation of the work in the form of daily reports, weekly summary of construction activities, deficiency lists, and progress photographs of construction activities. Daily reports will describe the contractor’s level of effort, specific work being done, started, or finished, and relevant points raised by the contractor that may require consideration and response. We also document proposed change orders and claims, important conversations, safety issues or accidents, extra work in progress, materials testing performed, information for “as-built” drawings, quantities for progress payments, environmental concerns and hazardous materials.

Coastland | DCCM will provide a digital photo logbook of construction activities progress, and areas of concern or interest. The photos are uploaded into CMIS on a regular basis an included in daily inspector reports.

Throughout the project, Coastland | DCCM will review the specifications and plans to ensure the work is of good quality and meets the requirements of the contract documents. Coastland | DCCM will immediately report any deviation from the approved contract documents.

Attachment A Exhibit A Agenda Report Page 21
Document Title | Page 3
Our inspector will identify actual and potential problems and provide solutions. We will maintain daily documentation and resolve issues by proposing field changes and avoid any delays.

Our inspector will review the Contractor’s traffic control plan to make certain that access is maintained during construction. Given that Grand Avenue is a main arterial road serving thousands of cars each day, traffic control will be essential.

TASK 5 – PROGRESS MEETINGS
Coastland | DCCM will conduct weekly coordination and progress meetings to focus on completed and upcoming work, any construction delays, schedule updates, proposed changes, change orders, contractor’s questions, public relations, safety and other concerns that are identified by a project team member. We will work to foster open communication at these weekly meetings which will help in timely resolution of any disputes and/or potential claims.

TASK 6 – STATUS REPORTS AND DOCUMENTATION
Task 6a – Reports
Complete and accurate record keeping will be an essential component of this project. We will ensure project documents and certified payroll are complete and correct subcontractors are used.

Coastland will use the services of Next Level Compliance for monitoring certified payroll and to conduct employee interviews as required by the funding sources for this project. We will keep the City informed and document all construction issues with the following:
▪ Weekly Statement of Working Days
▪ Progress Meeting Minutes
▪ Field Directive Log
▪ Change order tracking
▪ Regular phone calls and e-mails
Task 6b – Submittal Management
Coastland | DCCM will coordinate all submittals and monitor the status of the submittals to assure the contractor provides timely response. At the pre-construction conference, we will provide the contractor with a log of all required submittals and due dates. Submittals will be stamped, logged and, if necessary, distributed to the design engineer for review and approval. Submittals will be filed numerically and approved copies will be distributed to the City, project members, and the contractor.

Task 6c – Requests for Information (RFI)
Coastland | DCCM will receive and log all Requests for Information (RFI’s) from the contractor, and forward the RFI to the design engineer. Coastland | DCCM will track the status of all RFI’s by generating a weekly RFI log that lists the “Ball-in-court” status, description, and if an RFI results in a potential change order.

Task 6d – Change Order Management
In the event that a change order is required, Coastland | DCCM will negotiate the changes with the contractor and prepare documentation. All changes will be approved by the contractor, Coastland | DCCM and the City prior to starting work on the change. With the City’s approval, Coastland | DCCM can negotiate with the contractor to produce the best construction method for the change at the lowest cost. If a change order requires input from the design engineer, our Construction Manager will coordinate with them to ensure it is reviewed. A Change Order Log will be created that will show Change Order number, description, status, approved date, start and completion dates and cost.

Attachment A Exhibit A Agenda Report Page 22
Document Title | Page 4
TASK 7 – CONSTRUCTION MANAGEMENT
Our goal is to ensure that construction and contract administration are performed in compliance with City requirements and standards, funding agency requirements, and the project plans and specifications. To accomplish this goal, our Construction Manager will manage the day-to-day construction activities with the contractor. He will be accessible to the City at all times. The Construction Manager will be responsible for keeping the City informed of the progress of the project, changes that may be needed, pay estimate input and releasing information to the public.

In addition, our Construction Manager will complete all contract administration documentation in a timely, accurate and orderly fashion.

In summary, our Construction Manager’s responsibilities include:
▪ Continuous communication and coordination with the contractor through regular progress meetings.
▪ Review and routing of project submittals and RFIs.
▪ Prepare project pay estimates and maintain records associated with the project’s federal funding requirements.
▪ Accept work performed or, if work is rejected, work with contractor to correct construction errors.
▪ Prepare and approve Contract Change Orders.
▪ Provide claims management.
▪ Monitor permit and environmental compliance.
▪ Confirm labor compliance.
▪ Develop a project punch list and make recommendations for project acceptance. ▪ Prepare As-Built plans.
▪ Maintain an up-to-date construction file containing all records associated with the construction of the project.

TASK 8 – COST AND SCHEDULE MANAGEMENT
Coastland | DCCM will review the construction progress and perform field measurements and quantity calculations. Each month, Coastland | DCCM will provide accurate calculations for all work items completed and accepted to provide progress payment recommendations to the City.

Coastland | DCCM will review the contractor’s progress pay estimate request and schedule of values to assess if they are reasonable, and will compare this to the field measurements and quantity calculations. We will continually monitor project costs and keep the City informed regularly.

Coastland | DCCM will review the contractor’s construction schedule for accuracy, reasonableness, and will verify that it meets the project schedule, order of work, and contract requirements. Progress schedules will be reviewed weekly to ensure the contractor is meeting the critical dates. If the contractor fails to meet critical dates, it will immediately be brought to his attention and remedies to get back on schedule will be accomplished. Schedule updates may be required once a month or more. We will negotiate any time extensions for the contractor due to change orders, weather, or other delays. Coastland | DCCM will also maintain an as-built progress schedule.

TASK 9 - PUBLIC RELATIONS AND NOTIFICATIONS
Coastland | DCCM will ensure every effort is made to keep residents and businesses informed of construction progress and minimize disruptions due to limited access and excessive noise. Our Construction Manager will proactively meet with property owners prior to and during construction to address any concerns from those affected by the project.

Attachment A Exhibit A Agenda Report Page 23
Document Title | Page 5
We will monitor traffic control and flagging procedures to ensure construction proceeds smoothly and public impact is minimized. There may be traffic delays during peak traffic periods.

Accordingly, we will keep all residents and businesses informed on construction status and impacts. Our Construction Manager will also make introductions to the affected properties and provide his 24-hour contact phone number as appropriate. Coastland | DCCM will ensure that Contractor provides advanced notice to residents and businesses, as required by the specifications, regarding roadwork and lane closures.

Coastland | DCCM will log and respond to questions and concerns from the public in a timely manner and will record the contractor’s activities as they relate to public safety and public convenience.

Additionally, our inspector will accurately document pre-construction conditions with a photo log to verify the project area is restored to its original form following construction.

TASK 10 – POST-CONSTRUCTION MEETING
Following completion of the work, Coastland | DCCM will organize and conduct the postconstruction meeting. The meeting will document all requirements necessary for final closeout and payment, and confirm all contract obligations have been met. Recommendations for improvement will be made and incorporated into future projects. The results of the meeting will be summarized in meeting minutes.

TASK 11 – PROJECT CLOSEOUT
Coastland | DCCM will verify completion of punch list items, issue notice of completion, prepare recommendations for final acceptance of the project, review as-builts for accuracy and completeness, prepare and recommend final payment, and transmit all construction documentation to the City. At the completion of the project, we will provide the City with the following:
▪ All contract files and records (hard & electronic files) ▪ Annotated journal of photos and CD of digital photos
▪ As-built project schedule

WORK ESTIMATE
Based on the Scope of Work outlined in our proposal, we have prepared a budget that identifies staffing rates, total hours and costs per task and direct expenses. Inspector rates are in compliance with current California General Prevailing Wage Rate Determinations.

We propose to provide our services on a time-and-materials basis with a not-to-exceed amount.

Our proposal is based on a project duration of 90 working days and part-time construction management as outlined in our work estimate. We are providing full-time inspection at 40 hours per week. Overtime work has not been included in our estimate, as it is unknown at this time.

Our proposal also includes factors such as attending meetings, project closeout and vehicle costs.

Based on these items, we estimate the not-to-exceed fee for construction management and inspection to be $190,530. If the contract time extends beyond 90 working days, or the scope or level of services change, our costs may also increase. Similarly, if the contract time is reduced, charges will decrease accordingly.

We hope this proposal meets with your approval. If you have any questions regarding this proposal, please let us know. If this is acceptable, we have included a Contract Amendment for Attachment A Exhibit A Agenda Report Page 24
Document Title | Page 6
this work (attached). We appreciate the opportunity and look forward to completing this important work for the City.

Sincerely,
John Wanger, P.E.

Attachment A Exhibit A Agenda Report Page 25
Construction
Manager Inspector Principal
Assistant
Resdient
Engineer
$205 $185 $240 $160
1 Pre-construction Meeting 4 2
2 Site Visit & Documentation 8
3 Project Start-Up Included in Line Item 7
4 Daily Field Inspections & Documentation 710 710 $131,350 90 days of full time inspection 5 Progress Meetings/Other Mtgs Included in Line Items 4 and 7 6 Status Reports & Documentation Included in Line Item 7 Labor Compliance $20,180
7 Construction Management 120 120 $24,600
8 Cost and Schedule Management Included in Line Item 7
9 Public Relations & Notifications Included in Line Item 7 10 Post Construction Meeting Included in Line Item 7
11 Project Closeout Included in Line Item 7
Vehicle/Equipment expenses $14,400
Total Hours 124 720 0 0 830
Subtotal $25,420 $133,200 $0 $0 $0 $190,530
PROJECT TOTAL NOT TO EXCEED $25,420 $133,200 $0 $0 $0 $190,530 1 Based on 90 working days.
2 Based on full time inspection. No overtime has been included. 3 Based on a part time CM.
4 Based on an estimated number of RFI's, change orders and submittals shown above.

CONSTRUCTION PHASE
NOTES: Coastland | DCCM reserves the right to adjust estimated hours should the Contractor schedule additional crews or overtime work.

TASK Direct
Costs
Total
Hours
Total
Costs Comments

WORK ESTIMATE
Grand Ave. Paving & Ped Safety Improvements
Project
PROPOSAL FOR CM City of Piedmont & INSPECTION SERVICES

TASK INFORMATION HOURS AND COST INFORMATION
Attachment A Exhibit A Agenda Report Page 26

PROJECT SPECIFIC SUPPLEMENTAL AGREEMENT

CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES FOR

THE GRAND AVENUE PAVING AND PEDESTRIAN SAFETY

IMPROVEMENTS 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 Construction Management and Inspection Services for the Grand Avenue Paving and Pedestrian Safety Improvements 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 Project, Agency agrees to pay Consultant in accordance with the payment terms provided on Exhibit “B” attached hereto and incorporated herein by this reference.

Other Applicable Terms
This Project Specific Supplemental Agreement is made subject to the terms of the Public Agency Agreement, the terms of which are incorporated by reference herein.

IN WITNESS HEREOF, the parties have caused their authorized representative to execute this amendment on _______________, 2025.

CITY OF PIEDMONT
Attachment A Exhibit A Agenda Report Page 27
BY: ___________________________________
Betsy Smegal Andersen, Mayor
COASTLAND CIVIL ENGINEERING, LLP.

BY: ___________________________________

Attest:
________________________________
Anna Brown, City Clerk
Approved as to form and legality:
________________________________
Michelle Marchetta Kenyon, City Attorney
Deepa Sharma, Assistant City Attorney
Attachment A Exhibit A Agenda Report Page 28
Exhibit “A”

SCOPE OF WORK
TASK 1 – PRE-CONSTRUCTION MEETING
Once the contractor provides the executed contract, bonds and insurance information, our Construction Manager will schedule the pre-construction meeting. During this meeting we will establish lines of communication and decision making roles with all project stakeholders. We will also discuss safety requirements, responsibilities of the project team members, working hours, quality control procedures, submittal requirements, project schedule, change order and potential claim procedures, and safety procedures.

Coastland | DCCM will be responsible for generating pre-construction meeting invitations including the meeting agenda. Agenda items include lines of communication, public relations, safety, submittals, change procedures, payments, progress schedules, contract time, requests for information, and other applicable items. Coastland | DCCM will prepare and distribute meeting minutes to all parties.

We will maintain records and provide documentation of the work in the form of daily reports, weekly summary of construction activities, deficiency lists, and progress photographs of construction activities. Daily reports will describe the contractor’s level of effort, specific work being done, started, or finished, and relevant points raised by the contractor that may require consideration and response. We also document proposed change orders and claims, important Attachment A Exhibit A Agenda Report Page 29
conversations, safety issues or accidents, extra work in progress, materials testing performed, information for “as-built” drawings, quantities for progress payments, environmental concerns and hazardous materials.

Our inspector will identify actual and potential problems and provide solutions. We will maintain daily documentation and resolve issues by proposing field changes and avoid any delays.

Task 6c – Requests for Information (RFI)
Coastland | DCCM will receive and log all Requests for Information (RFI’s) from the contractor, and forward the RFI to the design engineer. Coastland | DCCM will track the status of all RFI’s Attachment A Exhibit A Agenda Report Page 30
by generating a weekly RFI log that lists the “Ball-in-court” status, description, and if an RFI results in a potential change order.

TASK 7 – CONSTRUCTION MANAGEMENT
Our goal is to ensure that construction and contract administration are performed in compliance with City requirements and standards, funding agency requirements, and the project plans and specifications. To accomplish this goal, our Construction Manager will manage the day-to-day construction activities with the contractor. He will be accessible to the City at all times. The Construction Manager will be responsible for keeping the City informed of the progress of the project, changes that may be needed, pay estimate input and releasing information to the public.

In addition, our Construction Manager will complete all contract administration documentation in a timely, accurate and orderly fashion.

Coastland | DCCM will review the contractor’s construction schedule for accuracy, reasonableness, and will verify that it meets the project schedule, order of work, and contract requirements. Progress schedules will be reviewed weekly to ensure the contractor is meeting Attachment A Exhibit A Agenda Report Page 31
the critical dates. If the contractor fails to meet critical dates, it will immediately be brought to his attention and remedies to get back on schedule will be accomplished. Schedule updates may be required once a month or more. We will negotiate any time extensions for the contractor due to change orders, weather, or other delays. Coastland | DCCM will also maintain an as-built progress schedule.

We will monitor traffic control and flagging procedures to ensure construction proceeds smoothly and public impact is minimized. There may be traffic delays during peak traffic periods.

Additionally, our inspector will accurately document pre-construction conditions with a photo log to verify the project area is restored to its original form following construction.

ESTIMATED COST
Services associated with the project will be completed for a not-to-exceed amount of $190,530.

The amount quoted is assuming that all of the work for this project will fall under the scope of work as previously described. If additional work is necessary that falls outside of this scope of work, we can either re-negotiate a new scope of work or provide these services on a time and materials basis per our adopted schedule of hourly rates.

Attachment A Exhibit A Agenda Report Page 33
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.coastland.dccm.com
January 17, 2025
Mr. Daniel Gonzales
Public Works Director
City of Piedmont
120 Vista Ave.

Piedmont, CA 94611
Subject: Proposal for Professional Engineering Services Associated with 2025 Update the City of Piedmont’s Pavement Management Program for Complete Network of Streets
Dear Daniel,
In order to stay in compliance with both Caltrans and ACTC requirements, the City of Piedmont is required to update its Pavement Management Plan (PMP) every 2 years. Arterial and Collector streets were updated in 2022 by Coastland Civil Engineering. Per MTC’s requirements, an update of the complete network of streets is required in 2025. Based on this requirement, Coastland Civil Engineering is pleased to provide you with this letter proposal for updating the arterial and collector streets for the City’s PMP.

Background/Understanding
As you know, there are Measure BB funds, SB-1 funds, and other state and federal funding sources that mandate up-to-date PMP’s for jurisdictions applying for funds. Inspection of all the City’s streets (arterial, collector and residential) was last done in late 2019 and an updated PMP report was filed shortly thereafter. Additionally, in 2022 all arterial and collector streets were re-inspected and a report filed. As MTC requires agencies to update arterial and collector streets every 2 years and all streets within the City every 5 years, it is time to inspect all streets within the City. The City’s current certification has been extended to August 2025. An updated PMP report covering all streets must be submitted prior to August.

In consultation with you over the last few months, this PMP update will be done differently than it has been done in the past. For this update we will be embarking on a new approach by implementing the use of AI for most of the field reviews. Both the City and Coastland | DCCM will be teaming with Blue Dome. Blue Dome is a company that has been formed within the last few years and is implementing use of GoPro cameras to capture video of the street surface, then, using AI technology, they are able to generate the Pavement Condition Index for all streets. Using this technology will be faster and less expensive, as it cuts down on a lot of the field time to collect pavement information, as well as it collects more comprehensive amount of data from the streets.

Attachment A Exhibit A Agenda Report Page 34
It is my understanding that the City has purchased the GoPro cameras and will be mounting them on the front of the street sweeper and collecting video data during normal street sweeping operations. Once video of all streets are collected, the information will be turned over to Blue Dome for analysis.

Coastland | DCCM will be working with Blue Dome to get the Pavement Condition Index (PCI) information from all of the streets. The program the City has used for PMP information since 2010 has been StreetSaver that was developed by MTC. The StreetSaver program requires that field information consist of evaluating:
• Alligator cracking
• Block cracking
• Distortions
• Longitudinal and transverse cracking
• Patching and utility cuts
• Rutting and depressions
• Weathering and raveling
In discussions with Blue Dome representatives, images collected through the GoPro will collect all of the above information except for rutting, depressions, weathering and raveling (AI is not yet able to discern this information). Since this information will not be included in the Blue Dome data, we will perform onsite surveys of all of the streets to pick up this supplemental data. This supplemental data can be done quickly and will be added to the data from Blue Dome. Once this additional data is added to Blue Dome’s data, an overall final PCI will be determined for all of the streets. When the supplemental data is being gathered, we will also be performing the required quality assurance check as required by StreetSaver.

Once final PCI data is generated, we will gather budgetary data from the City and go through the process of finalizing the report and presenting the overall data, along with the StreetSaver recommendations regarding the specific treatment for each street, as well as a 5-year plan for which streets should be treated each year and what treatment should be applied.

Based on this understanding, the following is our proposed scope of work for a 2025 PMP Update for the City of Piedmont:

Scope of Work
Task 1 - Field Distress Survey
The field distress survey information will be gathered via the GoPro cameras purchased by the City. The City is mounting the GoPro cameras to the streetsweepers and will pick up video data to be used by Blue Dome. Supplemental field surveys will be conducted to determine rutting, depressions, weathering and raveling for each street to supplement the information gathered through the GoPro cameras. Simultaneously, we will also be conducting quality assurance data from results that will be generated from Blue Dome as specified in Task 2.

Attachment A Exhibit A Agenda Report Page 35
Task 2 – Data Entry/PCI Calculations
Video data collected by the streetsweepers will be provided to Blue Dome for analysis. Blue Dome will run an AI video analysis to determine PCI’s for each street (less the rutting, depressions, weathering and raveling). Blue Dome will transmit files to Coastland | DCCM that will be importable into the StreetSaver program. Additional field data regarding rutting, depressions, weathering and raveling will be field collected by Coastland | DCCM staff and will be input into StreetSaver to supplement the information provided by Blue Dome. In addition, this task includes data entry of recent information on street maintenance and pavement rehabilitation projects since the last inspection in 2019.

The resulting 5-year expenditure plans will list, by year, the specific recommended street pavement sections and their associated treatments and costs. This analysis includes input of the percent of the annual street budget to use for preventative maintenance, the current construction unit costs typical to the area and a strategy (decision tree) on the type of pavement treatment to use based on the functional classification of the street.

Task 4 – Final 2025 PMP Update Report/Deliverables
Based on the information gathered and developed in Tasks 1 – 3, we will prepare a Final 2025 PMP Update Report for the City of Piedmont. Accordingly, the final deliverables will include a digital copy of the Final 2025 PMP Report with an executive summary, select PMP Report printouts and an electronic file of the 2025 PMP database. Additionally, we will prepare a Certification Letter for the City to sign and send to MTC.

Project Schedule
Based on the described scope of work, we estimate approximately 8 weeks for Blue Dome to analyze the GoPro video and produce PCI data and approximately 4 weeks for Coastland | DCCM to complete the supplemental field work and produce the PMP report. Pending the City’s final review and degree of comments, we will finalize the PMP Update Report two weeks after receiving City comments.

Project Fee
Based upon our described scope of work, we propose to provide our professional services on an hourly wage rate basis for a total not to exceed amount of $33,215 for the work as described in Tasks 1-4.

Attachment A Exhibit A Agenda Report Page 36
The total not to exceed amount is only for our described scope of work. If you request work to be performed outside the scope of work or if the scope of work changes, we will work with the City to provide a revised scope of work and budget for the additional work.

We are prepared to begin this work upon your authorization. I have included a contract amendment for your consideration if you find this acceptable. Thank you for the opportunity you have given Coastland | DCCM to assist the City in this important project. If you have any questions regarding the contents of this proposal, please feel free to call me at (707) 571-8005.

Sincerely,
John Wanger, P.E.

Principal
Attachment A Exhibit A Agenda Report Page 37
Principal Engr Assoc. Engineer Assist. Engr Total Total $240 $185 $177 Hours Cost
1 Field Distress Survey
Raveling/Weathering & Quality Assurance Inspections 4 24 0 28 $ $7,125 1,725 Includes Mobile Rate Costs Subtotal 28 $7,125
2 Data Entry/PCI Calculations
Blue Dome AI PCI Work 2 4 6 $ $7,890 6,670 Include Blue Dome AI Costs Weathering/Rutting Data Entry & PCI Calculation 0 36 0 36 $6,660 Subtotal 42 $14,550
3 Budget Scenarios Analysis
Budget Scenarios Analysis 2 20 22 $4,180
Subtotal 22 $4,180
4 Report
Draft and Final Report 4 32 0 36 $6,880
Subtotal 36 $6,880
Miscellaneous Costs $480 Vehicle, equipment, printing, etc.

Total Hours 12 116 0 128 $33,215
Subtotal $2,880 $21,460 $0 $33,215
PROJECT TOTAL NOT TO EXCEED $3,168 $21,460 $0 $0 $33,215 Task Subconsultant/
Material Cost
Task Information HOURS AND COST INFORMATION

WORK ESTIMATE
2025 Pavement Management Report Proposal for Professional Engineering Services City of Piedmont Attachment A Exhibit A Agenda Report Page 38

PROJECT SPECIFIC SUPPLEMENTAL AGREEMENT
2025 PAVEMENT MANAGEMENT PROGRAM UPDATE
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 2025 Pavement Management Program Update (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:

Other Applicable Terms
This Project Specific Supplemental Agreement is made subject to the terms of the Public Agency Agreement, the terms of which are incorporated by reference herein.

IN WITNESS HEREOF, the parties have caused their authorized representative to execute this amendment on _______________, 2025.

CITY OF PIEDMONT
BY: ___________________________________
Betsy Smegal Andersen, Mayor
Attachment A Exhibit A Agenda Report Page 39
COASTLAND CIVIL ENGINEERING, LLP.

BY: ___________________________________

SCOPE OF WORK
Task 1 - Field Distress Survey
The field distress survey information will be gathered via the GoPro cameras purchased by the City. The City is mounting the GoPro cameras to the streetsweepers and will pick up video data to be used by Blue Dome. Supplemental field surveys will be conducted to determine rutting, depressions, weathering and raveling for each street to supplement the information gathered through the GoPro cameras. Simultaneously, we will also be conducting quality assurance data from results that will be generated from Blue Dome as specified in Task 2.

Task 2 – Data Entry/PCI Calculations
Video data collected by the streetsweepers will be provided to Blue Dome for analysis. Blue Dome will run an AI video analysis to determine PCI’s for each street (less the rutting, depressions, weathering and raveling). Blue Dome will transmit files to Coastland | DCCM that will be importable into the StreetSaver program. Additional field data regarding rutting, depressions, weathering and raveling will be field collected by Coastland | DCCM staff and will be input into StreetSaver to supplement the information provided by Blue Dome. In addition, this task includes data entry of recent information on street maintenance and pavement rehabilitation projects since the last inspection in 2019.

Task 3 - Budget Scenarios Analysis
We will generate four different 5-year expenditure plans (“what if’s”) for planning/budgeting purposes: a) unlimited funding; b) reasonably expected 5-year funding as determined and provided by City staff; c) funding required to keep the resulting average citywide PCI the same by for the next 5 years; and d) funding required to increase the resulting average citywide PCI by 5 PCI points in the next 5 years. Typically, for PMP purposes, the reasonably expected 5-year funding projection is based on street funding experienced during prior years and any new expected funding. The resulting 5-year expenditure plans will list, by year, the specific recommended street pavement sections and their associated treatments and costs. This analysis includes input of the percent of the annual street budget to use for preventative maintenance, the current construction unit costs typical to the area and a strategy (decision tree) on the type of pavement treatment to use based on the functional classification of the street.

Attachment A Exhibit A Agenda Report Page 41
Exhibit “B”

ESTIMATED COST
Services associated with the project will be completed for a not-to-exceed amount of $33,215.

Attachment A Exhibit A Agenda Report Page 42
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.coastland.dccm.com
February 18, 2025
Mr. Daniel Gonzales
Public Works Director
City of Piedmont
120 Vista Avenue
Piedmont, CA 94611
RE: Proposal for Professional Engineering Services for the 2025 Pavement Project Dear Daniel,
Per your request, we have prepared this letter proposal for the developing the construction documents associated with the 2025 Pavement Project.

Project Background/Understanding
As a part of the City’s annual pavement maintenance and rehabilitation work, Coastland had provided the City with a proposal to prepare construction documents for the 2023 Pavement Project. The streets that were included in that project were:
• Dracena Avenue (from Blair Avenue to Park Way),
• Kingston Avenue (from Linda Avenue to Greenbank Avenue), • Blair Avenue (from Highland Avenue to Bonita Avenue), • Hillside Avenue (from Oakland Avenue to Blair Avenue), • El Cerrito Avenue (from Oakland Avenue to Blair Avenue), • York Drive (from Arroyo Avenue to Cambridge Way),
• Grand Avenue (from Linda Avenue to Greenbank Avenue), • Grand Avenue (from Linda Avenue to Fairview Avenue), and • San Carlos Avenue (from Blair Place to Oakland Avenue).

In addition to these streets, striping on multiple streets south of Oakland Avenue were included in the project. Bid documents for that project were completed and the project was bid. Only one bid was received and ultimately the City decided not to award the project at that time.

Due to grant funding obtained through Alameda County (ACTC) for pedestrian safety crossings on Grand Ave., it was decided that the Grand Avenue portion of the project should be split out and bid separately. Grand Avenue improvements were separated and bid documents were prepared for that project. The project has been recently bid and awarded.

Attachment A Exhibit A Agenda Report Page 43
2025 Paving Project | Page 2
As bid documents had already been completed for the other streets listed above, a new bid package needs to be prepared for the City-wide annual street pavement rehabilitation project.

As Grand Avenue was separated from the original list, funding is available to add additional streets to the annual street pavement project. In working with you, reviewing the Pavement Management Program and looking at needed repair areas, it was determined that the following streets and improvements would be added to the project:
• Lower San Carlos Avenue (from Magnolia to Oakland Ave) – 3-inch mill/fill, as well as 2 pedestrian ramps
• Moraga Avenue (from Estrella to Monticello) – 3-inch mill/fill, as well as 3-4 pedestrian ramps
• Highland Avenue striping (Moraga to Wildwood)
• Reconstruction of the pedestrian ramp and associated curb and gutter at the southeast corner of Rose/Grand to alleviate ponding.

As mentioned in the prior proposal, we reviewed the City’s designated bikeway network as identified in the PSS. The PSS identified a section of Hillside as a Bike Route (Class 3 bike routes typically include only signage). The bid documents will include bike route signage on Hillside Ave. As it is important to provide a fully connected bike route, we also will include installation of bike route signage on the sections of Blair Avenue, Ricardo Avenue, Cambridge Way and Arroyo Avenue as identified in the PSS. By doing this, it would provide connectivity for the bike routes in this segment of the City. For Moraga Avenue (Estrella to Monticello) and Highland Avenue (Moraga to Wildwood) the roadway will be restriped to match current conditions.

The addition of the portions of San Carlos Avenue, Moraga Avenue, Highland Ave. striping and the pedestrian ramp at Rose Grand is estimated to add between $550,000 and $600,000 in construction costs to the overall project. With these additions, it is anticipated that the overall project construction cost (including the prior design roads and striping, along with these new areas) will be between $2.15 - $2.25M.

Based on this understanding, the following is our proposed scope of work for adding the additional streets, striping and pedestrian ramp work into the overall project:

SCOPE OF WORK
Task 1 – Meetings with City
We will initially meet with City staff to discuss project details, scope and coordinate efforts.

After the 60% and 90% submittals, we will meet with the City to review their comments and answer any questions. We have included a total of three meetings under this task: one (1) kick-off meeting and two (2) progress design review meetings.

Task 2 – Background Information
We will assemble the available City information pertaining to the project including GIS base maps, and any additional pertinent information for the project. We will coordinate with outside utility companies to ensure that all existing facilities, both underground and overhead, are Attachment A Exhibit A Agenda Report Page 44
2025 Paving Project | Page 3
identified accurately during the preliminary design phase. We will prepare and send letters to EBMUD, PG&E, Comcast Cable TV and AT&T informing them of the project and requesting their facility drawings. Under this task we will follow up with each utility provider by preparing a 60% submittal package to each so they can verify the accuracy of their facilities. We do not anticipate that utility relocation will be required for this project due to the surface nature of the improvements, and as such potholing for utilities is not included in our scope. However, we do anticipate that some utility boxes may need to be adjusted to finish grade within the pedestrian ramps.

With this task, we will conduct a field review, take digital photos of the site and observe existing conditions in the field so we may be able to identify any unusual or special conditions that may affect the project design or construction. We will also take field measurements to supplement base mapping, as well as determine areas for localized pavement repairs if needed.

Task 3 – Surveying
Through our subconsultant, Cinquini & Passarino (CPI), we will complete the survey needed for the additional streets where mill and fill are proposed, as well as for pedestrian ramps.

The work will include performing a ground topographic survey and preparation of a map at 1” = 20’ scale with one-foot contour interval.

The roadways slated for mill and fill will be cross sectioned at intervals of approximately 25 feet from top face of curb to top face of curb with additional sections being performed at grade breaks. The curb ramps identified for mapping will include detailed mapping of the entire curb return from 5 feet behind the back of sidewalk to 5 feet into the roadway as measured from the lip of gutter and extend 25 feet beyond the curb return in each direction as measured along the face of the curb. Grand Avenue and Rose Avenue will be mapped from the centerline of road to the back of sidewalk (approximately 80 feet along Rose Ave and 150 feet along Grand Ave).

Topographic survey will include all necessary work to produce a topographic map, including features within the limits of work such as, but not limited to; 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 as established by GNSS observations. The topographic map will horizontally relate to California Coordinate System of 1983, Zone III, Epoch 2017.50.

Task 4 – 60% Submittal
Following our background research, documentation gathering, utility coordination, survey and field review, we will prepare a 60% submittal, which will include updating all of the prior designed plans, along with initial paving plans and preliminary layout and grading plans for the new streets and pedestrian ramps associated with the new streets. We will also prepare draft technical specifications and a preliminary cost estimate of probable construction costs.

Attachment A Exhibit A Agenda Report Page 45
2025 Paving Project | Page 4
We will provide electronic copies of the plans, technical specifications and estimate (PDF) for City review and comment.

Task 5 – 90% Submittal
Upon completion of the 60% submittal and review by the City, we will prepare a 90% submittal of the plans, specifications and engineer’s estimate. The 90% documents will include the standard front-end bid documents, special provisions and technical specifications, improvement plans and associated details for the paving, ramps, and striping work and an estimate of probable construction costs. We will provide the City with an electronic set of the 90% PS&E documents (PDF) for City review and comment.

Coastland | DCCM’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 6 – Final Documents
We will incorporate comments received with the 90% submittal and prepare final bid documents. We will provide the City with an electronic copy of the stamped and signed drawings (PDF files), specifications (Microsoft Word) and final cost estimate (Microsoft Excel).

Task 7 – 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 two addendums 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.

Attachment A Exhibit A Agenda Report Page 46
2025 Paving Project | Page 5
▪ Public participation effort. If this is something the City desires, we can provide an additional scope and fee to include this work or perform it on a time and materials basis. ▪ Meetings beyond those noted above.
▪ Construction assistance (an estimate of this will be provided once the bid documents have been finalized).

Project Schedule
We are estimating having the 60% submittal within seven weeks of receiving authorization to begin work and the final documents approximately five weeks after the 60% review.

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 $92,050. The amount quoted is assuming that all of the work for this project will fall under the scope of work as described in this proposal. If additional work is necessary that falls outside of this scope of work, we can either re-negotiate a new scope of work or provide these services on a time and materials basis per our adopted schedule of hourly rates.

We hope this proposal meets with your approval. If you have any questions regarding this proposal, please let us know. If this is acceptable, we have included a Contract Amendment for this work (attached). We appreciate the opportunity and look forward to completing this important work for the City.

Sincerely,
John Wanger, P.E. Heidi Utterback, P.E.

Enclosure: Work Estimate
Contract Amendment
Attachment A Exhibit A Agenda Report Page 47
2025 Paving Project | Page 6
Principal Supv. Senior Asst
Engineer Engineer Engineer Engineer
$240 $230 $205 $180 $125 $215
1 MEETINGS WITH CITY
Kick off Meeting (1) 2 2 4 $890
Design Progress Meetings (2) 4 4 8 $1,780
Subtotal 12 $2,670
2 BACKGROUND INFORMATION
Background Information 2 2 8 12 $2,330
Field Review 8 8 16 $3,080
Coordinate with Utility Companies 2 4 6 $1,130
Subtotal 34 $6,540
3 SURVEYING
Topographic Survey $17,710 Cinquini&Passarino
Coordinate with subconsultant 2 2 4 8 $1,610
Subtotal 8 $19,320
4 60% SUBMITTAL
Preliminary Plans 6 4 16 80 106 $20,040
Preliminary Specifications 1 2 4 1 8 $1,495
Preliminary Cost Estimate 1 2 8 11 $2,090
QC Review 2 2 $480
Subtotal 127 $24,105
5 90% SUBMITTAL
Plans and Details 4 4 12 60 80 $15,140
Specifications 1 2 6 1 10 $1,855
Cost Estimate 1 2 8 11 $2,090
QC Review 4 4 8 $1,820
Subtotal 109 $20,905
6 FINAL DOCUMENTS
Plans and Details 2 2 8 32 44 $8,340
Specifications 1 1 4 1 7 $1,290
Cost Estimate 1 1 8 10 $1,885
QC Review 4 4 8 $1,820
Subtotal 69 $13,335
7 BIDDING ASSISTANCE
Bidding Support 4 2 6 4 3 2 21 $4,175
Subtotal 21 $4,175
Direct Costs (repro, mileage, etc.) $1,000
Total Design Cost 42 12 72 238 6 10 380 $92,050

DESIGN WORK ESTIMATE
TASK
TOTAL
FEE
Construction
Manager
TOTAL
HOURS
Admin
Task Information Billing Classification & Rate
NOTES
2025 Paving Project Proposal for Professional Engineering Services
Hour & Cost
Information
Hours & Cost
Attachment A Exhibit A Agenda Report Page 48
2025 Paving Project | Page 7

PROJECT SPECIFIC SUPPLEMENTAL AGREEMENT
FY2025 PAVEMENT REHABILITATION 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, 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 Professional Engineering Services for the FY2025 Pavement Rehabilitation 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 _______________, 2025.

Attachment A Exhibit A Agenda Report Page 49
2025 Paving Project | Page 8

CITY OF PIEDMONT
BY: ___________________________________

COASTLAND CIVIL ENGINEERING, LLP
BY: ___________________________________
Steve Van Saun, Principal
Attest:
________________________________
Anna Brown, City Clerk
Approved as to form and legality:
________________________________
Michelle Marchetta Kenyon, City Attorney
Deepa Sharma, Assistant City Attorney
Attachment A Exhibit A Agenda Report Page 50
2025 Paving Project | Page 9
Exhibit “A”

SCOPE OF WORK
Task 1 – Meetings with City
We will initially meet with City staff to discuss project details, scope and coordinate efforts.

Task 2 – Background Information
We will assemble the available City information pertaining to the project including GIS base maps, and any additional pertinent information for the project. We will coordinate with outside utility companies to ensure that all existing facilities, both underground and overhead, are identified accurately during the preliminary design phase. We will prepare and send letters to EBMUD, PG&E, Comcast Cable TV and AT&T informing them of the project and requesting their facility drawings. Under this task we will follow up with each utility provider by preparing a 60% submittal package to each so they can verify the accuracy of their facilities. We do not anticipate that utility relocation will be required for this project due to the surface nature of the improvements, and as such potholing for utilities is not included in our scope. However, we do anticipate that some utility boxes may need to be adjusted to finish grade within the pedestrian ramps.

The work will include performing a ground topographic survey and preparation of a map at 1” = 20’ scale with one-foot contour interval.

Topographic survey will include all necessary work to produce a topographic map, including features within the limits of work such as, but not limited to; curb lines, water meters, sewer Attachment A Exhibit A Agenda Report Page 51
2025 Paving Project | Page 10
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.

Task 4 – 60% Submittal
Following our background research, documentation gathering, utility coordination, survey and field review, we will prepare a 60% submittal, which will include the prior designed plans along with initial paving plans and preliminary layout and grading plans for the new streets and pedestrian ramps associated with the new streets. We will also prepare draft technical specifications and a preliminary cost estimate of probable construction costs. We will provide electronic copies of the plans, technical specifications and estimate (PDF) for City review and comment.

This will include preparing up to two addendums 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 Attachment A Exhibit A Agenda Report Page 52
2025 Paving Project | Page 11
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:
▪ Environmental studies: as this is work on existing facilities, this project should be categorically exempt. A statement to that effect will be included in the awarding resolution to the contractor.
▪ Right-of-way determination or preparation of associated documents. Our proposal assumes that the proposed work will be within existing rights-of-way. ▪ Public participation effort. If this is something the City desires, we can provide an additional scope and fee to include this work or perform it on a time and materials basis. ▪ Meetings beyond those noted above.
▪ Construction assistance (an estimate of this will be provided once the bid documents have been finalized).

Attachment A Exhibit A Agenda Report Page 53
2025 Paving Project | Page 12
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 $92,050. The amount quoted is assuming that all of the work for this project will fall under the scope of work as described in this proposal. If additional work is necessary that falls outside of this scope of work, we can either re-negotiate a new scope of work or provide these services on a time and materials basis per our adopted schedule of hourly rates.

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

Attachment A Exhibit A Agenda Report Page 54
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.coastland.dccm.com
February 24, 2025
Mr. Daniel Gonzales
Public Works Director
City of Piedmont
120 Vista Avenue
Piedmont, CA 94611
RE: Proposal for Additional Services for the Sewer Truss CIPP Lining Project Dear Daniel,
Per your request, please accept this proposal to provide additional professional survey and engineering design services in support of the Sewer Truss CIPP Lining Project. The purpose of the project is to rehabilitate approximately 3,100 linear feet of aging sewer pipelines constructed of thermoplastic composite (Truss) pipe material using Cured-in-Place Pipe (CIPP) lining methods.

Based on conversations with City public works staff, we have determined that additional services are needed for the successful completion of this project. These additional services, consisting of a topographic survey and public coordination efforts, are described in the sections below.

Topographic Survey
A majority of the sewer locations in this project are in residential side or rear yards. The original scope of work included a survey using Global Positioning System (GPS). This methodology assumes that multiple satellites are in view for every shot to establish an accurate position. The concern was raised that the dense tree cover present in much of the project area would render this method infeasible.

The City has requested that a topographic survey be conducted to accurately establish site conditions and locations of sewer facilities to be rehabilitated. The proposed survey will be conducted by Cinquini & Passarino and will consist of all improvements within a 20-foot radius of all sewer structures in the project. The survey of the northerly side yard of 70 La Salle Avenue has also been included because it may be used as a critical equipment access point to the sewer located in rear yards. If 70 La Salle is used during construction for access, post-construction improvements may be needed to restore the property to its original condition, the design of any improvements is not included in our scope at this time.

Public Coordination
The proposed additional services will include the preparation of a pre-construction mailer to affected property owners to ensure they are notified of the upcoming survey and construction.

Attachment A Exhibit A Agenda Report Page 55
Sewer Truss CIPP Lining Project – Additional Services | Page 2 Based on this understanding, we have developed the following scope of work:

SCOPE OF WORK
Task 1 – Topographic Survey
The topographic survey will be completed by our subconsultant Cinquini and Passarino. The final topographic map will be at a drawing scale of 1 inch = 10 feet, with a one foot contour interval.

The topographic survey will include the following:
• Topographic survey coverage area will include a 20-foot radius around each manhole in the project, as well as the northerly side yard of 70 La Sale between the street and the sewer main.
• Topographic survey will include all necessary work to produce a topographic map, including features such as, but not limited to; curb lines, water, storm water and sanitary sewer facilities, manholes (including rim, invert and pipe information), utility markings on the pavement, utility poles, irrigation box-es, 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 as established by GNSS observations.
• Topographic map will horizontally relate to California Coordinate System of 1983, Epoch 2017.50.

It should be noted that a boundary survey is not a part of this scope of work.

Task 2 – Public Coordination
This task will include the preparation of a pre-construction letter to affected homeowners so that they are aware of the upcoming survey and construction. Coastland will prepare a letter and list of properties for the City to distribute.

Exceptions
The following work is not included in our proposal. However, we would be pleased to provide these services if the City desires:
▪ Environmental assessments and clearances
▪ Boundary survey
▪ Negotiations with property owners
▪ Design of side yard improvements
Estimated Cost
Based on our scope of work associated with the additional services for this project, we propose that the services associated with this project be completed for a not-to-exceed amount of $51,611.

Attachment A Exhibit A Agenda Report Page 56
Sewer Truss CIPP Lining Project – Additional Services | Page 3 Schedule
Based on a written notice to proceed, the survey work has begun. The progress of the survey work is constrained by the need for City staff to coordinate property access for many of the project sites. We estimate that the survey work will be completed in 4-5 weeks and that construction documents will be completed and ready to be bid in an additional 7-8 weeks. This schedule assumes no significant changes are made to the scope of work.

We appreciate the opportunity to assist the City with this work. Please review this information and let me know if you have questions. We are prepared to begin work upon your written authorization. We look forward to working with you on this project.

Sincerely,
Jenny Melman, PE
Supervising Engineer
Coastland | DCCM
Attachment A Exhibit A Agenda Report Page 57
Principal Supv. Senior Asst Subconsultant
Engineer Engineer Engineer Engineer Cinquini & Passarino $240 $220 $205 $180 Fee
1 TOPOGRAPHIC SURVEY
Survey Coordination 1 2 3 $680
Topographic Survey 2 $49,671 2 $50,111
Subtotal 5 $50,791
2 Public Outreach
Prepare Public Outreach Letter 1 1 2 4 $820
Subtotal 4 $820
Total Design Cost 2 5 0 2 $49,671 9 $51,611

DESIGN WORK ESTIMATE

TASK TOTAL HOURS TOTAL FEE
Task Information Billing Classification & Rate
Truss Pipe Sewer Rehabilitation
Additional Services
Proposal for Professional
Engineering Services
City of Piedmont
Total Hours and Fee
Attachment A Exhibit A Agenda Report Page 58

PROJECT SPECIFIC SUPPLEMENTAL AGREEMENT

TRUSS PIPE REHABILITATION 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 additional work associated with the Truss Pipe Rehabilitation 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:

Other Applicable Terms
This Project Specific Supplemental Agreement is made subject to the terms of the Public Agency Agreement, the terms of which are incorporated by reference herein.

IN WITNESS HEREOF, the parties have caused their authorized representative to execute this amendment on _______________, 2025.

CITY OF PIEDMONT
BY: ___________________________________
Betsy Smegal Andersen, Mayor
Attachment A Exhibit A Agenda Report Page 59
COASTLAND CIVIL ENGINEERING, LLP.

BY: ___________________________________

It should be noted that a boundary survey is not a part of this scope of work.

ESTIMATED COST
Services associated with the project will be completed for a not-to-exceed amount of $51,611.

Attachment A Exhibit A Agenda Report Page 62
Project Name
Engineering CMI Bldg Total
Linda Tot Lot $ 22,500 $ 10,000 $ - $ 32,500
Future design projects $ 51,600 $ - $ 51,600
Grand Ave Paving $ - $ 190,500 $ - $ 190,500
2025 Paving Project $ 92,050 $ 375,000 $ - $ 467,050
Truss Pipe project $ 50,000 $ 50,000 $ - $ 100,000
Linda Tennis Court $ - $ 40,000 $ - $ 40,000
Sidewalk Replacement project $ - $ 40,000 $ - $ 40,000
Pavement Management Plan $ 33,215
Storm and Sewer Repairs $ 29,750
Building Department Service $ - $ - $ 10,000 $ 10,000
Totals $ 279,115 $ 705,500 $ 10,000 $ 994,615.00
Estimated budget needs as of February 2025
Attachment A Exhibit B Agenda Report Page 63

Piedmont City CouncilMarch 17, 2025

Piedmont City Council
March 17, 2025