Attachment 1. Consultant Proposal for Ruggeri-Jensen-Azar (RJA) — Pleasant Hill City Council, March 6, 2023

G:\POTENTIAL JOBS\2023 Proposals\City of Pleasant Hill\Oak Park & Hook Ave Sidewalk Gap Closure Project\Oak Park & Hook Ave Sidewalk Gap Closure Project - February 2023.docx Job No. 235003
Revised: February 28, 2023
February 10, 2023
Ms. Deirdre Castillo
Senior Civil Engineer
100 Gregory Lane
Pleasant Hill, CA 94523
RE: Engineering Scope of Work and Compensation for the Oak Park Blvd & Hook Ave Sidewalk Gap Closure Project, City of Pleasant Hill, California Dear Deirdre:

Enclosed are the Scope of Work and Compensation amounts for the engineering services associated with the above-referenced project.

If these are acceptable to you, they will become part of the contract, which we will be preparing using a format acceptable to both of us.

Very truly yours,

RUGGERI-JENSEN-AZAR
Steve Bowman, P.E.

Enclosure
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Initial (RJA) Initial (Client)
2 EXHIBIT “A”

SCOPE OF WORK
This Scope of Work is prepared for the City of Pleasant Hill (Client) by Ruggeri-Jensen-Azar (Consultant).

Scope of Work
This Scope of Work is to provide preliminary and final engineering services for design of the Oak Park Boulevard & Hook Avenue Sidewalk Gap Closure Project.

As depicted in the “Plan Line Drawing” by Traffic Patterns dated 1/23/2023, frontage improvements are proposed from 1680 to 1692 Oak Park Boulevard and from 1624 Oak Park Boulevard wrapping around the northwest corner of Hook Ave to the existing sidewalk at 1038 Hook Avenue. These frontage improvements will close the gaps between the existing sidewalk sections on the north side of Oak Park Boulevard and west side of Hook Avenue and provide pedestrian crossings in the locations depicted in Exhibit A. Improvements will include curb & gutter, sidewalk, driveways, pavement restoration and conforms, new ADA pedestrian ramps, solar powered RRFB Pedestrian Beacon systems, modifications to the storm drain system and existing utility service adjustments to grade as necessary to accommodate the proposed improvements. All existing water meters (CCCWD) will be adjusted to proposed grade and upgraded with new meter boxes and lids.

For preparation of the project Improvement Plans, it will be assumed that the frontage improvements at 3180 Manor Avenue will have been constructed per the approved improvement plans provided by the City, and the City will provide CAD files from the project for the Consultant’s use in the preparation of project base files.

At 1624 Oak Park Boulevard there are three existing franchise utility boxes (PG&E, Telephone and Cable) and fire hydrant (CCCWD) at the edge of the existing pavement. Given the short design timeline, the standard franchise utility process will not be possible and has the potential to delay the project construction schedule. The existing fire hydrant lateral will need to be extended to proposed curb/back of sidewalk. We will attempt to design horizontal and vertical alignment of the proposed curb line so the JUT existing boxes (PG&E & Telephone) are undisturbed and within the existing pavement or pavement conform area. The damaged existing cable box will need to be upgraded to a traffic rated box. The Consultant will prepare miscellaneous exhibits as needed to assist the City in its negotiations and coordination. All coordination with franchise utilities and CCCWD will be provided by the City.

Upon completion of the project, front, side and rear yards within the project limits of the existing residences will be left in a “bare dirt” condition. All landscape and irrigation restoration will be handled by negotiated allowance with the property owners. All coordination with these property owners regarding design and construction coordination, access, easements, landscape restoration, etc., will be handled by City Staff.

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Initial (RJA) Initial (Client)
3 This is a fast-tracked project with aggressive deadlines that will present unique design challenges.

Every attempt will be made to accommodate the City’s project milestones, and we recognize that special efforts and coordination will be necessary by the City with franchise utilities and local agencies to bring the project to construction within the timeframe provided by the City. We will work closely with the City to meet the following project milestones. · 3/7/2023 - Authorization to Proceed & Proposal Approval · 3/8/2023 - Begin Design/Survey
· Early April 2023 – Design Complete & Project Bid Advertisement · Mid-May 2023 City Council – Construction Contract Award I. BASIC SERVICES
A. Design Survey
Consultant shall perform field surveys of existing conditions as required to prepare the required construction documents. We have budgeted 20 hours of field survey and associated office time to reduce field data for design purposes. Any additional hours will be provided on a Time and Expense (T&E) basis in accordance with the attached Rate Schedule and shall not exceed the amount shown on Exhibit B without Client authorization.

Based on data from the field survey, the Consultant will prepare an existing conditions base plan showing survey field shots and topography overlain by available aerial photography (Google Maps). The approximate location of existing wet and utilities will be depicted based on record information and field data. The approximately location of property lines and right-of-way will be based County GIS data provided by the City.

B. Preliminary Engineering (65% Design)
The Consultant shall prepare a Preliminary Engineering Design for the proposed improvements consisting of two plan and profile sheets at 1” = 20’ based upon the appropriate curb and sidewalk alignment agreed upon with the City. Plans will depict alignment of the proposed improvements with preliminary grades and all signing & striping for the project. Solar powered RRFB Pedestrian Beacon systems will be depicted and specified per the city provided standard plan and specification. The City will expedite review, comment, and coordinate with all property owners prior to the Consultant proceeding with final engineering. A thorough and complete expedited review of the Preliminary Design by the City is essential to the proposed project schedule.

C. Engineer’s Opinion of Probable Construction Cost
Consultant shall prepare one preliminary and one final opinion of probable construction costs.

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Initial (RJA) Initial (Client)
4 D. Final Engineering (95% Design & Construction Documents) The Consultant shall prepare final plans based on the comments from the Preliminary Engineering submittal. The information included in these plans shall be sufficient for the construction of the new water main including a title sheet, a detail sheet with construction notes, legend, details, a demolition plan and plan view for the water main replacement.

E. Specifications
Consultant shall provide technical specifications for those items shown on the improvement plans. City will provide template specifications from City project of similar scope and format. Technical specifications will be provided in MS Word in a format similar to the template provided by the City.

F. Project Meetings and Coordination
Consultant shall attend meetings, conduct phone calls, etc., with the Client, Consultants, and others during the design and plan approval processes. These services will be provided on a Time and Expense (T&E) basis in accordance with the attached Rate Schedule, and shall not exceed the amount shown on Exhibit B without Client authorization. We have budgeted 20 hours of time for this task.

G. Miscellaneous Exhibits.

Consultant shall prepare as requested exhibits including “Preliminary Property Owner Construction Exhibits” and “Franchise Utility Construction Exhibits” to be used by City staff in negotiating and coordinating with the property owners and franchise utility providers. These services will be provided on a Time and Expense (T&E) basis in accordance with the attached Rate Schedule, and shall not exceed the amount shown on Exhibit B without Client authorization. We have budgeted $3,500 for this task.

H. Bid Support
Consultant shall answer questions regarding the meaning and intent of the plans and specifications during the bid process and attend one pre-bid meeting, as requested by the Client. These services will be provided on a Time and Expense (T&E) basis in accordance with the attached Rate Schedule, and shall not exceed the amount shown on Exhibit B without Client authorization. We have budgeted 8 hours of time for this task.

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Initial (RJA) Initial (Client)
5 II. CONSTRUCTION SUPPORT
I. Construction Consultation
The Consultant will provide consultation with Client, contractors, and property owners during construction. These services will be provided on a Time and Expense (T&E) basis in accordance with the attached Rate Schedule, and shall not exceed the amount shown on Exhibit B without Client authorization. We have budgeted 8 hours of time for this task.

J. Record Drawings
Based on input from Client and their contractor, Consultant will prepare record drawings per the City’s requirements. These services will be provided on a Time and Expense (T&E) basis in accordance with the attached Rate Schedule, and shall not exceed the amount shown on Exhibit B without Client authorization. We have budgeted $1,000 of staff time for this task. Cost for mylar reproduction is not included.

K. Reimbursables
RJA has provided a $1,000 budget for project reimbursables such as printing, plotting, mileage, deliveries, etc.

III. ADDITIONAL SERVICES
The services to be provided under the terms of this Scope of Work are explicitly those detailed herein. All items of work not expressly described in the Scope of Work shall be deemed “Additional Services” and compensation therefore shall be negotiated separately.

IV. WORK NOT INCLUDED
The following items of work are specifically excluded from this Scope of Work:

1. Coordination of Franchise Utility Relocations and Design (by City)

2. Alternative alignment studies.

3. Drainage studies, analysis, etc.

4. Potholing and Potholing Studies

5. Landscape and irrigation restoration plans and specs.

7. Construction staking and project control

8. SWPPP and erosion control plans.

9. Geotechnical services.

10. Agency fees.

11. Traffic control, construction phasing, etc.

12. Resetting of monuments.

13. Any other items not specifically defined in the preceding Scope of Work.

COMPENSATION
The City of Pleasant Hill (Client) shall compensate Ruggeri-Jensen-Azar (Consultant) for the performance of the work described in Exhibit “A”, as hereafter set forth.

Compensation
Compensation for this project will be on a Fixed Fee basis (unless noted otherwise “*”) as follows:

I. Basic Services
A. Design Survey ..................................................................................................... $8,000 B. Preliminary Engineering (65% Design) .............................................................. $10,000 C. Engineer’s Opinion of Probable Construction Cost .............................................. $3,000 D. Final Engineering (95% Design & Construction Documents .............................. $16,000 E. Specifications ...................................................................................................... $8,000 F. Project Meetings and Coordination* .................................................................... $5,000 G. Miscellaneous Exhibits* ...................................................................................... $3,500 H. Bid Support* ...................................................................................................... $2,200 Total: $55,700
II. Construction Support
I. Construction Consultation* .................................................................................. $2,200 J. Record Drawings* ............................................................................................... $1,000 Total: $3,200
K. Reimbursables ..................................................................................................... $1,000 Other Items
A. Compensation for Additional Services:

Compensation for additional services will be made in accordance with the Rate and Expense Schedules per Exhibit “B-1" attached hereto.

B. Compensation for Outside Consultants:

Compensation for hiring and coordinating outside consultants shall be based on actual outside consultant cost.

C. Compensation for Reproduction Work:

Reproduction work will be billed at Consultant’s cost plus 15% per the attached Exhibit “B-1”.

The fee for any work under Paragraph I of Exhibit “A” will be performed on a fixed fee or at an hourly rate per Exhibit “B-1" up to June 30, 2023. The fee for work which has been authorized and could not be reasonably completed prior to June 30, 2023 shall annually on January 1st be increased proportionately to the increases in costs incurred by Ruggeri-Jensen-Azar for labor and expenses. The maximum increase on compensation after June 30, 2023 shall not exceed 5% per year for services covered by this Scope of Work.

E. Invoices:

Invoices shall be rendered at the end of each month for each phase of the work, for that portion of the work completed in the prior calendar month, and shall be payable within 30 days. Interest at a rate of 1% per month shall be applied to any overdue invoices.

RATE AND EXPENSE SCHEDULES
(Effective through June 30, 2023)

HOURLY RATE SCHEDULE FOR PROFESSIONAL SERVICES
Classification Rate
Senior Project Manager ....................................................................................................................... $267.00 Project Manager .................................................................................................................................... 251.00 Senior: Engineer, Surveyor, Planner ..................................................................................................... 239.00 Associate: Engineer, Surveyor, Planner ................................................................................................ 223.00 Engineer, Surveyor, Planner ................................................................................................................. 206.00 Assistant: Engineer, Surveyor, Planner ................................................................................................. 179.00 Senior Designer/Technician .................................................................................................................. 177.00 Technician ............................................................................................................................................. 156.00 Assistant Technician ............................................................................................................................. 135.00 Project Coordinator ............................................................................................................................... 120.00 Administrative Assistant ....................................................................................................................... 103.00 Clerical ................................................................................................................................................... 76.00 Field Survey Manager ........................................................................................................................... 220.00 1-Person Survey Crew .......................................................................................................................... 200.00 2-Person Survey Crew .......................................................................................................................... 312.00 3-Person Survey Crew .......................................................................................................................... 375.00 Principal ................................................................................................................................................ 272.00 Deposition/Court Appearance ........................................................................ rates are available upon request

EXPENSE SCHEDULE
Bond Copy (24"x36") ................................................................................................................... $1.50 each Color/mylar plot (small, medium)................................................................................................. $10.00 each Color/mylar plot (large) ................................................................................................................ $50.00 each Xerox copy ...................................................................................................................................... $0.15 each Color xerox copy (8½ x 11 or 11 x 17) ........................................................................................... $0.50 each Client-Requested Overtime .......................................................................................... Hourly Rate plus 25% All other expenses, including: Actual Cost plus 15%
Delivery Service Travel & Expenses
Outside Reproduction Filing or Permit Fees
Mileage - Auto Conference Call Expenses
Outside Consultants

Pleasant Hill City CouncilMarch 6, 2023

Pleasant Hill City Council
March 6, 2023