1 AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made and entered into as of the _____ day of _________________, 202__, by and between the City of Pleasant Hill ("City") and _LCC_____, ("Consultant").
RECITALS
A. Consultant is specially trained, experienced and competent to perform the special services which will be required by this Agreement; and
B. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein.
AGREEMENT
The Recitals listed above are hereby incorporated into and shall constitute a part of this Agreement.
1. Scope of Services. The Consultant shall furnish the following services in a professional manner:
Consultant shall perform the services described on Exhibit A which is attached hereto and incorporated herein by reference. Consultant shall provide said services at the time, place, and in the manner specified in Exhibit A, subject to the direction of the City through its staff that it may provide from time to time.
2. Time of Performance. The services of Consultant are to commence upon execution of this Agreement and shall continue until all authorized work is approved by the City. All such work shall be completed no later than December 31, 2025.
3. Compensation. Compensation to be paid to Consultant shall be in accordance with the Schedule of Charges set forth in Exhibit A, which is attached hereto and incorporated herein by reference. In no event shall Consultant's compensation exceed $134,956 without additional authorization from the City. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to the City at the time of payment.
4. Method of Payment. Consultant shall submit monthly billings to City describing the work performed during the preceding month. Consultant's bills shall include a brief description of the services performed, the date the services were performed, the number of hours spent and by whom, and a description of any reimbursable expenditures. City shall pay Consultant no later than 30 days after approval of the monthly invoice by City staff. When payments made by City equal 90% of the maximum fee provided for in this Agreement, no further payments shall be made until the final work under this Agreement has been accepted by City.
5. Ownership of Documents. All plans, studies, documents and other writings prepared by and for Consultant, its officers, employees and agents and subcontractors in the course of 2 implementing this Agreement, except working notes and internal documents, shall become the property of the City upon payment to Consultant for such work, and the City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party. Consultant shall, at Consultant's expense, provide such reports, plans, studies, documents and other writings to City upon written request. 6 Independent Contractor. It is understood that Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and shall not act as an agent or employee of the City. Consultant shall obtain no rights to retirement benefits or other benefits which accrue to City's employees, and Consultant hereby expressly waives any claim it may have to any such rights.
7. Interest of Consultant. Consultant (including principals, associates and professional employees) covenants and represents that it does not now have any investment or interest in real property and shall not acquire any interest, direct or indirect, in the area covered by this Agreement or any other source of income, interest in real property or investment which would be affected in any manner or degree by the performance of Consultant's services hereunder. Consultant further covenants and represents that in the performance of its duties hereunder no person having any such interest shall perform any services under this Agreement.
Consultant is not a designated employee within the meaning of the Political Reform Act because Consultant will not:
a. make a governmental decision whether to:
1. approve a rate, rule, or regulation;
2. adopt or enforce a law;
3. issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement;
4. authorize the City to enter into, modify, or renew a contract provided it is the type of contract that requires agency approval;
5. grant City approval to a contract that requires agency approval and to which the City is a party, or to the specifications for such a contract;
6. grant City approval to a plan, design, report, study, or similar item;
7. adopt, or grant City approval of, policies, standards, or guidelines for the agency, or for any subdivision thereof; or
b. serve in a staff capacity with the City and in that capacity participate in making a governmental decision as defined in 2 California Code of Regulations (“C.C.R”) § 18704(a) and (b) or perform the same or substantially all the same duties for the City that 3 would otherwise be performed by an individual holding a position specified in the City’s Conflict of Interest Code under 2 C.C.R. § 87302. (2 C.C.R. § 18700.3.)
8. Professional Ability of Consultant. City has relied upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement. Consultant shall therefore provide properly skilled professional and technical personnel to perform all services under this Agreement. All work performed by Consultant under this Agreement shall be in accordance with applicable legal requirements and shall meet the standard of quality ordinarily to be expected of competent professionals in Consultant's field of expertise.
9. Indemnity. Consultant agrees to defend (except for professional liability claims), indemnify and hold harmless the City, its officers, agents, employees and volunteers from and against any and all claims, demands, actions, losses, damages, injuries, and liability, direct or indirect (including any and all related costs and expenses in connection therein), arising out of the performance of this Agreement, except for any such claim arising out of the sole negligence or willful misconduct of the City, its officers, agents, employees or volunteers.
10. Insurance Requirements.
a. Consultant, at Consultant's own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies. To the extent that any portion of the following requirements are satisfied through excess or umbrella coverage, such coverage shall be maintained on the same terms as are required for the primary policies under this Agreement.
i. Workers' Compensation Coverage. Consultant shall maintain Workers' Compensation Insurance and Employer's Liability Insurance for his/her employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or non-renewal of all Workers' Compensation policies must be received by the City at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against City, its officers and employees for losses arising from work performed by Consultant for City.
ii. General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit.
4 iii. Automobile Liability Coverage. Consultant shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired and non-owned vehicles, in an amount of not less than two million dollars ($2,000,000) combined single limit for each occurrence.
iv. Professional Liability Coverage. Consultant shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors or omissions which may arise from Consultant's operations under this Agreement, whether such operations be by the Consultant or by its employees, subcontractors, or subconsultants. The amount of this insurance shall not be less than two million dollars ($2,000,000) on a claims-made annual aggregate basis, or a combined single-limit per occurrence basis. b. Policy Endorsements. Each general liability and automobile liability insurance policy shall be with insurers possessing a Best's rating of no less than A:VII and shall be endorsed with the following specific language:
i. The City of Pleasant Hill, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work or operations.
ii. This policy shall be considered primary insurance as respects the City, its elected or appointed officers, officials, employees, agents and volunteers. Any insurance maintained by the City, including any self-insured retention the City may have, shall be considered excess insurance only and shall not contribute with it.
If Consultant maintains higher insurance limits than the minimums specified herein, City shall be entitled to coverage for the higher limits maintained by the Consultant.
iii. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring Consultant.
iv. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected or appointed officers, officials, employees, agents or volunteers.
v. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days written notice has been received by the City.
5 c. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the City's option, Consultant shall demonstrate financial capability for payment of such deductibles or self-insured retentions.
d. Certificates of Insurance and Endorsements. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with the City on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement. e. Wasting Policies. No policy required herein shall include a “wasting” policy limit (i.e. limit that is eroded by the cost of defense).
f. Waiver of Subrogation. Consultant hereby agrees to waive subrogation which any insurer or contractor may require from Consultant by virtue of the payment of any loss. Consultant agrees to obtain any endorsements that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
11. Compliance with Laws. Consultant shall use the standard of care in its profession to comply with all applicable federal, state and local laws, codes, ordinances and regulations.
12. Licenses. Consultant represents and warrants to City that it has all licenses, permits, qualifications, insurance and approvals of whatsoever nature which are legally required of Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, insurance and approvals which are legally required of Consultant to practice its profession. Consultant shall maintain a City of Pleasant Hill business license.
13. Controlling Law Venue. This Agreement and all matters relating to it shall be governed by the laws of the State of California and any action brought relating to this Agreement shall be held exclusively in a state court in the County of Contra Costa, Martinez, California.
14. Written Notification. Any notice, demand, request, consent, approval or communication that either party desires or is required to give to the other party shall be in writing and either served personally or sent prepaid, first class mail. Any such notice, demand, etc. shall be addressed to the other party at the address set forth herein below. Either party may change its address by notifying the other party of the change of address. Notice shall be deemed communicated within 48 hours from the time of mailing if mailed as provided in this section.
If to City: City of Pleasant Hill
100 Gregory Lane
Pleasant Hill, CA 94523-3323
6 If to Consultant: LCC Engineering & Surveying, Inc.
930 Estudillo Street
Martinez, California 94553
15. Consultant's Books and Records.
a. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant to this Agreement.
b. Consultant shall maintain all documents and records which demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement.
c. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City Manager, City Attorney, City Auditor or a designated representative of these officers. Copies of such documents shall be provided to the City for inspection at City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Consultant's address indicated for receipt of notices in this Agreement.
d. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Consultant's business, City may, by written request by any of the above named officers, require that custody of the records be given to the City and that the records and documents be maintained in City Hall. Access to such records and documents shall be granted to any party authorized by Consultant, Consultant's representatives, or Consultant's successor-in-interest.
16. Entire Agreement. This Agreement constitutes the complete and exclusive statement of Agreement between the City and Consultant. All prior written and oral communications, including correspondence, drafts, memoranda, and representations, are superseded in total by this Agreement.
17. Amendments. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney.
18. Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder.
19. Litigation Expenses and Attorneys' Fees. If either party to this Agreement commences any legal action against the other party arising out of this Agreement, the prevailing party shall 7 be entitled to recover its reasonable litigation expenses, including court costs, expert witness fees, discovery expenses, and attorneys' fees.
20. Execution. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart.
21. Assignment and Subcontracting. The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement shall be permitted only with the express consent of the City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the City. If City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of the City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise is required by law.
22. Termination. This Agreement may be terminated immediately for cause or by either party without cause upon fifteen days' written notice of termination. Upon termination, Consultant shall be entitled to compensation for services performed up to the effective date of termination.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above.
CITY OF PLEASANT HILL:
__________________________
Ethan Bindernagel, City Manager
APPROVED AS TO FORM:
__________________________
Janet E. Coleson, City Attorney
CONSULTANT:
By:
Title: Principal
Business License # 19325
ATTEST:
__________________________
City Clerk
Attachments: Exhibit A – Scope of Services and Schedule of Charges 8 Exhibit A – Scope of Services and Schedule of Charges November 27, 2024
Ryan McClain, PE
Transportation Manager
City of Pleasant Hill
100 Gregory Lane
Pleasant Hill, CA 94523
Re: Proposal to Provide Land Surveying & Civil Design Services Shelly Drive and Ruth Drive Strom Drain Rehabilitation Project Dear Mr. McClain,
LCC Engineering & Surveying, Inc. (LCC) is very pleased to submit this proposal to the City of Pleasant Hill (City) to provide professional engineering and land surveying services for the Subject Project. Based on our review of the Request for Proposals (RFP) for the Project and based on our conversations with the City at the Pre‐Proposal Meeting, the following is LCC’s understanding of the Project and the Scope of Work required for the Project.
PROJECT UNDERSTANDING
There are a number of private storm drain lines which connect to the public system throughout the City. The City is not responsible for the replacement or maintenance of any private storm drain lines. However, at locations where there has been a history of flooding and backups due to private lines, the City has improved the private lines and converted them to the public system, as funding has become available over the years.
This Project will improve and convert private storm drain lines to public lines at five locations in the City as described below. The City has already discussed obtaining easements from the respective property owners at the following locations. 514 Shelly Drive – Approximately 125 linear feet of culvert along the northerly property line discharging into the CCCFWCD concrete lined Grayson Creek. There is an inlet here and the culvert is very shallow.
520/522 Shelly Drive – Approximately 125 linear feet of culvert located between 520 and 522 Shelly Drive discharging into the CCCFWCD concrete lined Grayson Creek. There is an inlet here and the culvert is very shallow.
EXHIBIT "A"
November 27, 2024 Page 2 of 9
LCC Proposal to City of Pleasant Hill
Shelly Drive and Ruth Drive Storm Drain Rehabilitation Project 1612/1618 Ruth Drive – Approximately 200 linear feet of culvert located between 1612 and 1618 Ruth Drive discharging into the CCCFWCD concrete lined Grayson Creek. There is an inlet here and there is a JP at back of walk. 1630/1636 Ruth Drive – Approximately 150 linear feet of culvert located between 1630 and 1636 Ruth Drive discharging into the CCCFWCD concrete lined Grayson Creek. There is an inlet here.
1742/1748 Ruth Drive – Approximately 125 linear feet of culvert located between 1742 and 1748 Ruth Drive discharging into the CCCFWCD concrete lined Grayson Creek. There is an inlet here.
LCC understands that the Scope of Services to be provided generally consists of preparing plans, specifications estimates (PS&E) for the Shelly Drive and Ruth Drive Storm Drain Rehabilitation Project. LCC will perform field reviews and engage locating companies to locate and clear existing lines as required for the design. Topographic surveys and mapping (including right‐of‐ way) will be necessary for the project. The project plans and special provisions will conform to City, County and Caltrans Standards. Submittals will be made at 35%, 75%, and Final (100%) completion. LCC will coordinate the work with the affected property owners, agencies and utilities; attend design meetings with the City; prepare plat and legal documents for the required easements; and perform hydrology and hydraulics analysis as required for the storm drain design.
LCC assumes no environmental services will be required for this project. We also assume that the City is agreeable to stop the improvements short of CCCFWCD facilities to avoid extensive permitting. Additional assumptions and exclusions are included in this Letter Proposal below.
LCC understands that the City would like the construction of this Project to be complete before the wet weather season of 2025. A Proposed Project Schedule is attached to this Proposal Letter, detailing the various design items of work required to successfully complete this Project.
PROJECT MANAGEMENT/DESIGN APPROACH
The following is LCC’s work plan to successfully deliver the Project as required by the City.
TASK 1 – PROJECT MANAGEMENT AND MEETINGS
A. Maintain Schedule & Budget
LCC will serve as the Project Manager for the Project, directly responsible for preparing and maintaining the project schedule and budget. A proposed project schedule is included as an attachment to this Proposal Letter. LCC will review the schedule with the City at the kick‐off meeting and make any necessary revisions based on the discussion with the City. LCC will update the City weekly (or another agreed upon period) on the status of the project design, permits, stakeholders, November 27, 2024 Page 3 of 9
LCC Proposal to City of Pleasant Hill
Shelly Drive and Ruth Drive Storm Drain Rehabilitation Project schedule and budget. All of our staff works from one office in Martinez which provides for a more efficient and higher quality work product.
B. Kick‐Off Meeting and Design Review Meetings (5 Meetings) LCC will prepare an Agenda and Meeting Minutes for a Kick‐off Meeting and Design Review Meetings and distribute materials to the Project team before and after the meeting.
An in‐person or virtual Kick‐Off Meeting will be scheduled immediately after the award of Contract. The items to be discussed will include schedule, initial review of the storm drain locations, goals and objectives of the project related to right of way, improvements, utility conflicts, stakeholder coordination, and submittals. LCC will also request City’s documents, mapping, and standards at this meeting including available as‐built plans, City’s AutoCAD Standards kit, and Boilerplate Front‐End Specifications and any basemapping the City may have.
LCC Team will meet with the City in person, or virtually to review Plans, Specifications and Estimates (PS&E) after 35%, 75% and Final submittals to discuss review comments and coordination items. LCC will coordinate meetings for the City, prepare meeting Agendas prior, and subsequent meeting minutes.
LCC will coordinate with the City over email and virtual meetings throughout the project.
C. Coordination & Meetings with Private Property Owners During the initial Field Review and Basemapping stage of the Project, LCC will initiate contact with the Property Owners with or adjacent to the storm drain. LCC will introduce the Project and will coordinate access for the Field Review and Surveys for the Project.
After 35% submittal, once the mapping and preliminary design is confirmed with the City, LCC will identify properties that will be affected by the Project and those which will require construction on private property. LCC will create exhibits to start communicating the Project details and proposed easements with the affected property owners and will meet with them in person or virtually to obtain comments.
LCC will prepare agendas, exhibits, and notes for meetings. It is recommended to meet with affected property owners and tenants prior to a public meeting to personally answer any questions or concerns ahead of a public forum.
D. Coordination & Meetings with Agencies
LCC is assuming that the City is agreeable to stop any improvements short of CCCFWCD facilities to avoid extensive permitting.
November 27, 2024 Page 4 of 9
LCC Proposal to City of Pleasant Hill
Shelly Drive and Ruth Drive Storm Drain Rehabilitation Project LCC also understands that we may need to contact CCCFWCD for access to Greyson Creek to review and clear the storm drain lines. LCC will contact, coordinate and meet with CCCFWCD and other agencies to obtain access to the lines as required by the Project.
E. Utility Coordination
LCC will request base maps from various utility agencies based on the utilities found during the field surveys and a list of utilities LCC has for the area and as provided by the City. The utility base map information will be plotted in our base drawings. LCC will coordinate any utility adjustments/relocation/new services required for the Project and additionally coordinate any upcoming utility work with the Project timeline. LCC will prepare the notices and meeting materials as needed to properly map and coordinate the work.
TASK 2 – FIELD REVIEW, BASEMAPPING AND STUDIES
A. Data Collection & Field Review
LCC will review any data the City provides including basemapping, as‐built plans, City’s AutoCAD Standards, Boilerplate Front‐End Specifications and any utility contacts.
LCC will perform a field review of the project area to review existing conditions prior to the start of topographic surveys and mapping. LCC will also coordinate the inspection and cleaning of existing facilities during this time. LCC will review these items with the City prior to the 35% submittal.
B. Topographic Surveys & Mapping
C. Right of Way Surveys & Mapping (including Title Reports) LCC will utilize existing Contra Costa orthophotos and will supplement with our field surveys and mapping. LCC will perform supplemental topographic survey including storm drain structures, depths, surrounding improvements including grades, limits of concrete and paving, trees, flow lines, and any permanent structures and critical features including but not limited to sidewalks, pathways, curb and gutter, drainage, surface utility structures, buildings including finish floor elevations and door/access locations and widths, fences, ramps, permanent poles, walls, and major grade breaks within the area specified in the preliminary scopes and estimates for the project locations (extending along the storm drain to be improved) Project mapping will include base mapping obtained from various utility agencies and will show the improvements surveyed in the field including the storm drain structures.
Mapping will include, 1‐foot contours, spot elevations (1/100 foot) and mapping will be 10‐scale, unless otherwise requested. The Survey map will include a standard statement listing the horizontal and vertical control datum including listing any November 27, 2024 Page 5 of 9
LCC Proposal to City of Pleasant Hill
Shelly Drive and Ruth Drive Storm Drain Rehabilitation Project temporary (local) control points if applicable.
LCC will perform right of way survey and mapping performing research of existing record maps, surveying any available control points in the area and drafting the right of way lines based on the information found on the maps and in the field. LCC will plot any easements found on record maps.
LCC will obtain title reports for the properties where there are existing storm drain lines and where new easements are proposed. The project budget includes Title Reports for up to 5 Properties.
D. Plat & Legal for Easements
LCC will prepare plats and legal descriptions for the proposed permanent easements. We will provide an exhibit of the proposed easement over each of the parcels requiring an easement for the City’s review and comment/approval. Once the location of the new easements have been agreed upon by all parties involved, LCC will then prepare a legal description and plat map of each of the drainage easements for the City’s use to be attached to the easement agreement document as Exhibits A and B (or exhibit names as directed by the City). It is assumed that 5 legal descriptions for permanent storm drain easements on six (5) parcels will be required and that the City will record the easements with the County.
E. Hydraulic & Hydrology Study
At locations where the pize size is reduced as part of this Project, LCC will perform a hydrology and hydraulics study to confirm the required pipe capacity based on the Contra Costa County Rational Method and the Mannings Equation.
TASK 3 – DEVELOP CONSTRUCTION PLANS, SPECIFICATIONS AND ESTIMATE A. 35% Draft Plans and Estimate
LCC Design Team will prepare 35% Plans and Estimate based on the Kick‐Off Meeting, Basemapping, and Field and Data Review. The 35% Plans will focus on limits and scope of work, horizontal layout, and some vertical design shown on Plans Sheets. Following are the sheets that will be provided for the Project Corridor by LCC.
Title Sheet with Vicinity / Site Maps
General Notes and Special Details
Demolition & Utility Adjustment Plan (not fully developed at 35%) Typical Sections
Storm Drain Plan & Profile Sheets
Civil Details (not fully developed at 35%)
November 27, 2024 Page 6 of 9
LCC Proposal to City of Pleasant Hill
Shelly Drive and Ruth Drive Storm Drain Rehabilitation Project Plans will be developed based on the City’s standards and design preferences and the 2023 Caltrans Standard Plans and Specifications. All plans will be developed in AutoCAD software.
35% Draft Estimate will be based on the Draft Plans and will be in the Opinion of Probable Cost Format as required by the City. Bid items and related quantities will be developed with related unit prices based on recent projects constructed by the City and LCC Team. LCC Project Team will deliver 35% plans and estimate to the City in PDF format and any other requested format.
B. 75% Draft Plans, Specifications & Estimate (PS&E)
75% Draft Plans and Estimate or Opinion of Probable Cost will be prepared based on Caltrans format and the City’s Templates showing more developed design in all the sheets listed above incorporating the comments received on the 35% Draft Submittal. LCC Team will prepare and submit written responses to the comments.
The 75% PS&E will be delivered to the City in the appropriate PDF, Excel, and Word formats or as requested by City.
Draft Technical Specifications will be submitted at 75% submittal. LCC understands Specifications shall be Caltrans format and shall properly specify the measurement and payment of each item of work to be bid for the Project. LCC understands the City will provide Sample Front‐End Specifications for the Project, and LCC will update with Project information.
C. Final 100% PS&E
The 100% PS&E will address and incorporate combined comments received from City on the 75% draft plans. LCC Team will prepare and submit written responses to the comments. Plan Sheets and Specifications shall be more developed versions of documents provided above.
The final PS&E stamped and signed, by the LCC Project Team will be delivered to the City in the appropriate PDF, Excel, and Word formats. Final AutoCAD 2023 files will also be provided at Final Submittal.
TASK 5 – ENGINEERING SERVICES DURING CONSTRUCTION
A. Respond to RFI’s During Biding and Construction.
LCC Project Team will assist the City in responding to questions from bidders and responding to request for information from the Contractor during construction.
November 27, 2024 Page 7 of 9
LCC Proposal to City of Pleasant Hill
Shelly Drive and Ruth Drive Storm Drain Rehabilitation Project B. Submittal Review.
LCC Project Team will review contractor submittals for general compliance with the Contract Documents as needed.
C. Site Visits during Construction.
LCC Project Team will attend site visits with the Contractor and City Representative to review RFI’s during Construction. LCC assumes 2 site visits during construction.
D. Addenda & Contract Change Orders.
LCC Project Team will prepare addenda and contract change orders based on changes to design during construction per City request and format.
E. As‐Builts.
Based on the mark‐ups provided by the Contractor and the City’s Project Engineer, LCC Project Team will prepare final record drawings for the City’s files.
Record drawings will be delivered in PDF format.
SERVICES NOT INCLUDED
We have not included the following in our proposal:
1. Environmental Studies and Permits
2. Geotechnical Engineering or Investigations
3. Structural Engineering
4. Setting of property corners
5. Aerial Site Mapping
6. Preparing records of surveys or corner records related to property monuments
7. Electrical or Lighting Design
8. Construction Management Services
9. Right of way appraisals or services of a real estate appraiser or right of way agent.
10. Services of a utility locating company for potholing the location of existing utilities
11. Stormwater Pollution Prevention Plan (SWPPP)
ASSUMPTIONS
This proposal is based upon the following assumptions:
1. The final plans will be full size (22” X 34”) reproducible. LCC will provide City with electronic formats of the drawings and special provisions formatted to the City’s requirements.
2. PS&E will be prepared using Imperial (English) units only.
3. City will provide boilerplate front‐end specifications
4. City will coordinate and pay for any outside agency reviews of permits, if required.
November 27, 2024 Page 8 of 9
LCC Proposal to City of Pleasant Hill
Shelly Drive and Ruth Drive Storm Drain Rehabilitation Project
5. Utility companies will relocate any utilities, if required.
6. City will prepare utility agreements and utility construction permits, if required.
7. City will execute appropriate agreements with agencies and private owners.
8. City will perform administration of construction contracts.
9. City will advertise for bids and award the construction contract.
10. City will take lead in recording of Easements with the County
11. Estimates of Cost are the Engineer’s Opinion of Probable Project Cost based upon his (her) experience with similar projects. Construction cost varies based upon market conditions and other factors beyond the control of the Engineer. The Engineer makes no representation, expressed or implied that the actual cost of the project will not exceed the amount of the estimate.
12. This proposal does not include the cost to separate the project in any manner or eliminate and remove any location or portion of a location from the contract documents. Plans and specifications will reference current Caltrans Standards, Green Book Standards, and City Standard Format.
13. LCC shall not be responsible for delays in schedule, which are not reasonably within the Consultants’ control.
ESTIMATED COST OF SERVICES AND SCHEDULE FOR PERFORMING WORK LCC proposes providing the Scope of Services indicated above at our prevailing rates for a total amount not to exceed shown in the attached "Table of Tasks and Estimated Hours".
The estimated hours and cost for each of the various tasks to be performed is included on the “Table of Tasks and Estimated Hours” spreadsheet attached which includes our rate schedule. The estimate is submitted for information and budget purposes only and the amounts per task are not guaranteed to be maximum costs, i.e. the actual amount per task may be higher or lower based upon the actual work performed. Services not included in this proposal may be added by written agreement.
PROJECT SCHEDULE
LCC understands the City would like to bid the project before the wet weather season of 2025.
Please see our Proposed Project Schedule attached to this Proposal Letter. LCC has the staff and resources available to deliver the Project on time and within budget.
AGREEMENT, INSURANCE AND ADDENDUM
LCC has reviewed the City’s Standard Agreement and Insurance Requirements and has no exceptions. We also acknowledge and have reviewed Addendum No. 1 to the RFP for this Project (see attached Acknowledgment).
November 27, 2024 Page 9 of 9
LCC Proposal to City of Pleasant Hill
Shelly Drive and Ruth Drive Storm Drain Rehabilitation Project Thank you for asking us to submit this proposal. Please don’t hesitate to call me if you have any questions. We look forward to working with the City on this important project.
Sincerely,
LCC Engineering & Surveying, Inc.
Mariam M. Virani, PE
Principal
Enclosures:
Proposed Project Schedule
Acknowledgement of Addendum No. 1
Sealed Separate Envelope – Rate/Fee Schedule and Proposed Project Fee
CITY OF PLEASANT HILL
SHELLY DRIVE AND RUTH DRIVE STORM DRAIN REHABILITATION PROJECT PROPOSED PROJECT SCHEDULENovember 27, 2024SCOPE OF SERVICES Task 1 ‐ Project Management & Meetings
A. Maintain Schedule & Budget
B. Kick‐Off Meeting and Design Review Meetings (5 Mtgs) C. Coordination & Meetings with Private Property Owners D. Coordination & Meetings with Agencies
E. Utility Coordination
Task 2 ‐ Field Review, Basemapping and Studies
A. Data Collection & Field Review (Including CCTV)
B. Topographic Surveys & Mapping
C. Right of Way Surveys & Mapping (Including Title Reports) D. Plat & Legal for Easements
E. Hydraulic & Hydrology Study for Pipe Sizing
Task 3 ‐ Develop Construction Plans, Specifications and Estimate
A. 35% Draft Plans and Estimate
B. 75% Draft Plans, Specifications and Estimate
C. Final Plans, Specifications and Estimate
Task 4 ‐ Engineering Services During Construction
A. Respond to RFI's During Bidding and Construction
B. Addenda & Contract Change Orders
C. Submittal Review
D. Site Visits During Construction
E. As‐Builts
JAN
2024 2025
NOV DEC AUG SEP OCT NOV DEC FEB MAR APR MAY JUN JUL
CITY OF PLEASANT HILL
SHELLY DRIVE AND RUTH DRIVE STORM DRAIN REHABILITATION PROJECT
PROPOSED PROJECT FEE
$ 279.00 $ 314.00 $ 279.00 $ 243.00 $ 207.00 $ 185.00 $ 169.00 $ 124.00 $ 82.00 Principal
Surveyor Survey Crew Principal Engineer
Senior
Civil /
Office
Surveyor
Civil
Engineer
Assistant
Engineer
CAD
Designer
CAD
Drafter
Technical
Assistant LCC LCC
SUBS FOR
STRUCTURE/
PIPE CLEARING
&
TITLE REPORTS
TOTAL
CHRISTINE
PARKS
REBECCA
AUERBACH
AND JACK
CASTILLO
MARIAM
VIRANI
NOEL
CRISOLO/
MARIAM
VIRANI
JON
LOESWICK/
NOEL
CRISOLO
JON
LOESWICK
RUSS
BULLER
RUSS
BULLER
LORI
LINGENFEL
TER
Task 1 ‐ Project Management & Meetings
A. Maintain Schedule & Budget 4 4 8 $2,088 $0 $2,088
B. Kick‐Off Meeting and Design Review Meetings (5 Mtgs) 4 6 6 16 $3,816 $0 $3,816 C. Coordination & Meetings with Private Property Owners 2 6 4 12 $2,844 $0 $2,844 D. Coordination & Meetings with Agencies 2 6 4 12 $2,844 $0 $2,844 E. Utility Coordination 2 2 8 12 $2,700 $0 $2,700
Total Task 1 0 0 14 24 22 0 0 0 0 60 $14,292 $0 $14,292 Task 2 ‐ Field Review, Basemapping and Studies
A. Data Collection & Field Review (Including CCTV) 2 6 8 16 $3,672 $10,000 $13,672 B. Topographic Surveys & Mapping 4 32 8 56 100 $19,764 $0 $19,764C. Right of Way Surveys & Mapping (Including Title Reports) 2 8 8 4 22 $5,466 $4,000 $9,466 D. Plat & Legal for Easements 4 4 16 16 40 $8,360 $0 $8,360 E. Hydraulic & Hydrology Study for Pipe Sizing 2 6 8 8 24 $5,152 $0 $5,152 Total Task 2 10 40 4 16 48 28 0 56 0 202 $42,414 $14,000 $56,414Task 3 ‐ Develop Construction Plans, Specifications and Estimate A. 35% Draft Plans and Estimate 6 16 28 16 16 82 $16,302 $0 $16,302 B. 75% Draft Plans, Specifications and Estimate 8 28 32 18 18 104 $21,222 $0 $21,222 C. Final Plans, Specifications and Estimate 6 12 24 12 12 66 $13,266 $0 $13,266 Total Task 3 0 0 20 56 84 46 0 46 0 252 $50,790 $0 $50,790Task 4 ‐ Engineering Services During Construction A. Respond to RFI's During Bidding and Construction 2 6 4 12 $2,844 $0 $2,844 B. Submittal Review 2 4 6 12 $2,772 $0 $2,772
C. Site Visits During Construction 2 2 4 $900 $0 $900
D. Addenda & Contract Change Orders 2 6 4 12 $2,844 $0 $2,844 E. As‐Builts 2 2 8 12 $2,700 $0 $2,700
Total Task 4 0 0 8 20 24 0 0 0 0 52 $12,060 $0 $12,060TOTAL ‐ ALL TASKS 10 40 46 116 178 74 0 102 0 566 $119,556 $14,000 $133,556 Sub‐consultant Markup, 10% $1,400
TOTAL $134,956
TEAM AMOUNTS
SCOPE OF WORK
November 27, 2024
LCC STAFF HOURS HOURS