January 11th, 2024
Luis Ochoa, Sr. Community Development Analyst
Community Development Department
City of Salinas
65 W. Alisal Street, 2nd Floor
Salinas, CA 93901
[email protected]
Re: Project Management and Design Consultant Services for the Chinatown Neighborhood Improvement Lighting Project
Per your request, CSG Consultants, Inc. (CSG) is pleased to submit this Proposal to assist the City of Salinas (City) with the project management and design for improvements to address deficient lighting conditions to the Chinatown Neighborhood Improvement Lighting Project.
Cyril Charles, PE, will serve as the Point of Contact to perform the project and construction management services for this Project. Mr. Charles brings over 30 years of facility and engineering management exp erience for large and small projects in municipal government. His contact information is as follows:
3707 W. Garden Grove Boulevard, Suite 100, Orange, CA 92868 (714) 568-1010 phone | (626) 901-6995 cell | [email protected]
For this project, CSG has partnered with MEI Architects (MEI) to provide the lighting study and design services.
Scope of Work
CSG will act as an extension of the City’s staff to manage the Project, communicate with City staff, design consultants, and stakeholders and be responsible for project management and design consultant services as follows:
Project Management and Coordination :
• Project management and coordination including consultant administration and contract management. • Constructability reviews.
• Bid and award support.
• CEQA compliance and documentation.
• Establish NEPA requirements and complete compliance documentation. • Monitor all expenditures and track grant funding.
• Provide construction management and inspection support (a fee for this work is yet to be determined).
Lighting Study and Design :
Based on the Chinatown Revitalization Plan, the Sec ond Review Draft dated December 2019 provided by th e City of Salinas, the 10/31/23 online meeting, and the Exhibit B meeting notes included with the attached MEI proposal, it is our understanding that the CSG and MEI team will provide the following design services and construction during the design, bid/award and construction phases:
• Engineering design services for the study of the existing public right-of-way (ROW) lighting and design improvements (including electrical upgrades) for li ghting improvement in the Chinatown district (as highlighted in “Appendix A” attached)
• Include removal of “brown” poles.
• Utility coordination
• Construction Administration (RFIs and Submittals Review and approval) The complete scope of this work is included in the MEI proposal (Attachment No. 1)
CSG PROPOSAL FOR CITY OF SALINAS
PROJECT MANAGEMENT AND DESIGN CONSULTANT SERVICES FOR
CITY OF SALINAS NEIGHBORHOOD IMPROVEMENT LIGHTING PROJECT
Stakeholder Engagement :
Per City request, services to provide an engagement plan to include the production of materials to con duct public engagement and select a final lighting desig n are included in this scope of work. The MEI team will develop the production materials and assist the City with the presentation of these meetings to the community.
NEPA Compliance and Documentation :
Based on the information provided by the City, the scope of work for the environmental services will i nclude the preparation of a Categorical Exclusion pursuant to 24 CFR Part 58.34(a) and 58.35(b), as set forth by the U.S. Department of Housing and Urban Development an d the California Department of Housing and Community Development. CSG proposes to conduct the following tasks:
• Kickoff, site visit, data collection
• Review of the Project information and develop Project Description • Prepare a Five-Step NEPA Floodplain Review
• Prepare a Biological Resources Study
• Prepare and process a CHRIS Report
• Administrative Draft Categorical Exclusion
• Revisions to Draft Categorical Exclusion based on the City comments. • Final Categorical Exclusion
• Attendance at meetings and hearings as directed by the City (Note that this is an additional cost to the proposal)
Work Breakdown and Proposed Fee
Based on our understanding of the scope of work, CSG will provide all labor, material, and expenses to perform the listed services for Sherwood for a total fee of $250,280.00 with a breakdown as follows. This total does not include construction management and inspection service fees.
SCHEDULE OF FEES FOR CHINATOWN NEIGHBORHOOD IMPROVEMENT LIGHTING PROJECT
DESCRIPTION COST
1. Project management and coordination including design consultant administration and contract management. Constructability reviews. $55,320.00
2. Lighting Study and Design (MEI Architects) $110,380.00
3. Engagement Plan (MEI Architects) $7,470.00
4. Lighting Study and Design Add-Alternate Fee (MEI Architects) $23,310.00
5. NEPA Compliance and Documentation $47,800.00
6. Bid and Award Support $6,000.00
Total $250,280.00
Construction Management and Inspection (based on final design scope of work and construction budget, not included)
TBD
Arborist (if required) TBD
This fee is inclusive of all labor, material, and expenses to perform the work listed above.
Project Schedule
This NEPA Compliance and Documentation proposal is based on a schedule of four (4) months from the dat e of authorization to proceed and assumes a timely pr ovision by the City of any updated project informat ion
CSG PROPOSAL FOR CITY OF SALINAS
PROJECT MANAGEMENT AND DESIGN CONSULTANT SERVICES FOR
CITY OF SALINAS NEIGHBORHOOD IMPROVEMENT LIGHTING PROJECT
including the contact(s) at the Department of Housi ng and Community Development for the coordination o f the details of the NEPA clearance .
The Lighting Study and Design proposal is based on a schedule of four (4) months from the date of authorization to proceed and does not include schedule adjustments for information gathering, development of an arborist report, and impacts due to community engagement.
Assumptions and Exclusions
The following is a list of assumptions and other contractual provisions that will be required by CSG to complete the required work:
1. This scope of work does not include a geotechnical soils report. CSG assumes that if required the project can be completed within the guidelines allowed by the code.
2. See MEI Architects Proposal for exclusions to the Lighting Study and Design scope of work.
3. Main Street has sufficient lighting with upgraded LED lighting poles installed 10 years ago and per the City at the 10/31/23 meeting, these LED poles will not b e modified. This proposal includes an add-alternate cost should the LED poles be non-code compliant and require replacement.
4. This proposal is based on one phase for the scope o f work. Additional costs will be required for multiple stage construction components.
5. The estimate for the NEPA scope of work assumes tha t the analysis will be based on the City provided available documentation and no further technical studies are expected.
6. The schedule for the Lighting Study and Design scop e of work does not include time for information gathering, development of an arborist report, and impacts due to community engagement. As such, the schedule may exceed the time listed above and will require refinement after the concept design is completed.
7. The NEPA scope of work includes a per meeting atten dance cost of $800 to be billed on a time and materials basis as an additional cost to the proposal.
Additional work required beyond the scope of work enumerated in this letter, whether it be due to unforeseen site conditions or Owner requests shall be compensated either on a time and material (T&M) basis or fixed fee as requested by the Client.
We look forward to working with the City of Salinas on this Project. If you have any questions or require additional information, please contact me at the contact information provided below.
Sincerely,
Cyril Charles, PE, Facility Program Director
(626) 901-6995 cell,
[email protected]
Attachments:
1. Attachment No. 1 “MEI Fee Proposal” dated January 9, 2024
2. Appendix A
3. Exhibit B “Meeting Minutes” dated October 31, 2023
4. CSG Staffing Plan and Cost Proposal Spreadsheet
MEI ARCHITECTS 949 GRANT AVENUE SAN FRANCISCO CA 94108 P 415.703.0328 F 415.707.6328 www.meiarchitects.com
06 November 2023
Revised 09 January 2024 to accommodate 2 public hearing presentations
Mr. Peykan Abassi
Vice President, Engineering So Cal
CSG Consultants, Inc
3707 W. Garden Grove Blvd, Ste 100
Orange, CA 92868
[email protected]
Re: City of Salinas
MEI Project # 821.3 Chinatown Lighting Project
Dear Peykan:
We are pleased to present our fees for the City of Salinas Chinatown Lighting Project. This proposal is based on the Chinatown Revitalization Plan, Second Review Draft dated December 2019, provided to the MEI team by the City of Salinas, and the follow up Zoom call on 10/31/23, meeting notes attached as Exhibit B.
The scope of work is intended to address deficient lighting conditions in the proposed study area (See RPM proposal, Exhibit A, for City provided map illustrating streets covered under this proposal). Work includes taking photometric measurements of existing conditions and designing a new lighting plan, including construction documents, and assisting the City with bidding and construction for this project.
As part of the 10/31/23 meeting with the City, it was noted that certain areas of the district had relatively new lighting. Due to the relative newness of this installation, it could be assumed that these areas meet all current illumination requirements; however, we have included as separate add-alternate line item for additional work in these areas should the new lights not be found to be code compliant.
Our fee for the scope listed above, inclusive of all consultant and anticipated reimbursable travel expenses is:
:
RPM Team; Base Scope (Electrical/Civil) $97,000 102,900 RPM Team: Add Alternate $22,200
MEI Architects: $14,490 16,060
TOTAL $133,690 $141,160
Should additional work be required beyond the scope of work enumerated in this letter, whether it be due to unforeseen site conditions or Owner requests, additional work shall be compensated either on a T&M basis or fixed fee as requested by the Client. Architect shall not proceed with additional work unless compensation for said work has been approved in writing by the Client.
Attachment No. 1
Fees for services are itemized below:
Total fee for the project less work on the more recently installed lighting is $110,380 $117,790
The additional fees for work on the more recently installed lighting, should it be found not in compliance with current codes/regulations, adds an additional $23,310 to the fee.
Upon receipt of all existing lighting design provided by the City, the RPM team can have a SD package ready for public presentation/review via remote (Zoom presentation) within 5 weeks. We anticipate another 3 weeks to incorporate comments and complete a DD package for City review which would also include a final public presentation. Construction Documents are anticipated to run for 5 weeks after notice to proceed.
RPM and MEI are ready to start services upon written authorization to proceed.
Regards,
Michael Wang
Principal, MEI Architects
Attachments:
Exhibit A: RPM Fee Proposal including city provided area of work map Exhibit B: CSG Meeting notes from 10/31/23 Zoom call
WWW.RPM-TEAM.COM
Engineering Services Proposal & Agreement Date: January 9, 2023 Client: MEI Architects Michael Wang Principal 949 Grant Avenue, San Francisco, CA 94108 C: (415) 828-5396 E: [email protected] Project: Chinatown Lighting Study & Design Site Address/Location: Chinatown District Limits – Public ROW Conceptual: Client is requesting engineering design services for study of existing public ROW lighting and design improvements, including electrical upgrades, for lighting improvement in the Chinatown district, highlighted in Appendix A. Portions of Chinatown have lighting that is deficient and “brown” poles will be removed. Although Main Street has sufficient lighting and was upgraded with LED 10 years ago, and RPM has been told that these poles will not be modified, we have provided an add-alt cost in case it is determined they are not code compliant. Scope of Services: Providing electrical engineering services, stamped by a licensed PE in California, in compliance with CBC 2022 / ASCE 7-16, for the items below: 1. Electrical Engineering Services Including: a. Identify areas with dark spots and produce lighting that meets the lighting standards i. Supplemental lighting if necessary b. Photometric plan of entire area including the most recent upgraded area i. Exterior building and site lighting ii. Exterior photometrics showing lighting levels/compliance c. Design of electrical systems stamped and signed for permit, including site distribution where required d. Lighting improvement design e. Back end specifications f. Utility company coordination i. Coordinate construction documents with utility company for power to site 2. Construction Administration Including: a. Answering RFI’s during bidding and construction b. Submittal review and approval 3. Site Visits & Meetings: a. 3 Site visits included, not to exceed 5 total days i. Expenses excluded b. Weekly OAC virtual meetings c. Two community meetings per engagement plan i. Production of presentation materials
EXHIBIT A
RPM FEE PROPOSAL
WWW.RPM-TEAM.COM
Total Fee $102,900 Additional Alternate Fee – if existing newer lights are found to not be code compliant: 1. Electrical Engineering Services Including: a. Design of electrical systems stamped and signed for permit, including site distribution where required b. Lighting improvement design c. Back end specifications d. Utility company coordination i. Coordinate construction documents with utility company for power to site Add-Alt Fee $22,200 Profile: RPM Team is a modular design firm specializing in design and construction program management. We offer turnkey design and construction management services in all of North America. We can help with your real estate, development, architectural, and engineering needs and are veteran owned. We have complete capabilities to help plan, design, build, upgrade, expand, modernize and renovate pre-engineered, pre-fabricated, modular, and shipping container building projects and products. Retainer & Payments: • Contract and Purchase Order must state MEI will pay within 30 days of receipt of payment from client. General Design Assumptions/Exclusions: • No relocation of lights • Expenses excluded from site visits • Traffic engineering, traffic study, environmental reports, and geologic or geotechnical services • Tree survey prepared by ISA Certified Arborist • Architecture, structural, civil engineering, mechanical and plumbing engineering, and landscape design • Title 24 (MEP) energy code compliance • Title 24 building envelope energy code compliance • Fire sprinkler and fire alarm design – listed as contractor design by general contractor • Interior FFE design • Design of gas and compressed air utilities • Development of presentation materials and printing of permit drawings • Permit fees • Owner or Contractor initiated scope or design changes beyond the 75% Construction Document Phase • Design changes resulting from value engineering or product substitutions during the Construction Administration phase • Costs associated with obtaining necessary permits, inspections and approvals from local, state and federal agencies are not included unless specifically noted above
WWW.RPM-TEAM.COM
• Revision or additional work due to unforeseen changes in local or state requirements, or ordinances effective after the date of preparation of this proposal • Preparation of plans or documents for other than the Authority Having Jurisdiction’s review & approvals Proposal Terms: • The cost includes addressing all the review comments until the architecture and engineering portions of the relevant submittal is approved. • The cost is for electronic delivery of 1 set of stamped design document. • Any changes in the above said scope of services provided under this Contract will be charged at the rate of $200 per hour. • RPM Team will produce drawings and documents exhibiting standard engineering care in compliance with CBC 2022, project drawings, and project specifications. RPM Team does not provide any warranty or guarantee, express or implied, regarding the quality or timeliness of professional services. • The drawings produced by RPM Team show structural members in the final, installed position. RPM Team is not responsible for the means, methods, sequence, procedures, techniques, scheduling of construction activities, job site safety, and liquidated damages. Contract Terms & Conditions MEI Architects (hereafter referred to as “CLIENT”) and RPM Team LLC. (hereafter referred to as “RPM”) acknowledge that the Terms and Conditions below are a part of this Letter Agreement and agree to be bound by its terms and conditions. Standard of Practice, Warranties: The standard of practice for all professional engineering and related services performed or furnished by RPM under this Agreement will be the care and skill ordinarily used by members of the subject profession practicing under similar circumstances at the same time and in the same locality. RPM will produce documents exhibiting standard engineering care to comply with IBC 2018, ASCE 7-10, and local City Ordinances. RPM makes no warranties, express or implied, under this Agreement or otherwise, in connection with RPM’s services. Deliverable: The Fee includes electronic delivery of 1 set of documents only. If the CLIENT requires wet stamp Documents for submission, CLIENT shall notify RPM five (5) days ahead of time, and CLIENT agrees to pay RPM associated cost plus a 20% premium for handling. i.e. (printing cost + shipping cost) x 20% handling fee. Our 24x36 size prints are charged at $4.75/sheet which is similar to FedEx rates. Our 11x17 size prints are charged at $2/sheet. Deviation from Scope: Any changes in the above Scope of Services provided under this Contract will be treated as a change order. In this event, RPM will notify the CLIENT and only begin working on the change order after getting written approval from the CLIENT on the change order fee.
WWW.RPM-TEAM.COM
Ownership of Documents: CLIENT warrants that all documents, including, but not limited to drawings, sketches, studies, analysis, Information, schedules, estimates, reports and other items provided to RPM, or previously prepared or furnished by other consultants or RPM, are owned and the property of the CLIENT, or that CLIENT is properly licensed to use and share such documents with others performing services for the Project and that the use of the files shall be without liability or legal exposure to RPM. Indemnification: RPM agrees, to the fullest extent permitted by law, to indemnify and hold the CLIENT harmless from any Damage, liability or cost (including reasonable attorney’s fees) arising from a third-party claim, but only to the extent caused by RPM’s negligent acts, errors or omissions in the performance of professional services under this Agreement and those of its sub consultants or anyone for whom RPM is legally liable. CLIENT agrees that RPM’s obligation to indemnify CLIENT does not include a duty to defend CLIENT from a professional liability claim. The CLIENT agrees, to the fullest extent permitted by law, to indemnify and hold RPM harmless from any damage, liability or cost (including reasonable attorney’s fees) arising from a third-party claim, but only to the extent caused by the CLIENT’S negligent acts, errors or omissions and those of its contractors, subcontractors or consultants or anyone for whom the CLIENT is legally liable, and arising from the project that is the subject of this Agreement. Third Party Entities Construction Support Services Indemnification: The CLIENT agrees, to the fullest extent permitted by law, to indemnify, defend, and hold harmless RPM And its officers, employees and consultants, from any loss, claim or cost (including reasonable attorneys’ fees) arising or resulting from the performance of construction support services by other persons or third party entities and from any and all claims arising from modifications, clarifications, interpretations, adjustments or changes made to the Contract Documents to reflect changed field or other conditions, except for claims directly resulting from a negligent act, error or omission of RPM. RPM is not responsible for the means, methods, sequence, procedures, techniques, scheduling of construction activities, job site safety, and liquidated damages. Cancellation of Contract: Site visit fee of $600/visit + travel expenses shall NOT be refunded. Cancellation of contract by the Client within 2 days of contract execution will require a forfeit payment to RPM of $500 for loss of time. This payment shall become delinquent within 15 days of cancellation. Accounts unpaid 15 calendar days after the invoice date are subject to a 1.5% service charge (19.6% annual rate). In the event any portion of an account remains unpaid 30 calendar days after the invoice date, CLIENT shall pay all costs of collection, including reasonable attorney fees. Limitation of Liability: To the fullest extent permitted by law, and notwithstanding any other provision of this Agreement, the Total liability, in the aggregate, of RPM and its officers, directors, members, partners, agents, employees, and Consultants, to Client and anyone claiming by, through, or under Client for any and all claims, losses, costs, or damages whatsoever arising out of, or in any way related to the Project or
WWW.RPM-TEAM.COM
the Agreement from any cause or causes (including RPM’s indemnity obligations hereunder) shall not exceed the total compensation received by RPM under this Agreement. To the fullest extent permitted by law, RPM and its officers, directors, members, partners, agents, Consultants, and employees shall not be liable to Client or anyone claiming by, through, or under Client for any special, incidental, indirect, or consequential damages. Entire Agreement: This Agreement together with the Exhibits and Schedules identified above constitute the entire agreement between CLIENT and RPM and supersede all prior written or oral understandings. This Agreement and said Exhibits and Schedules may only be amended, supplemented, modified, or canceled by a duly executed written instrument. Dispute Resolution: Any claims, disputes or controversies between the parties arising out of or relating to the Agreement, or breach thereof, which has not been resolved in accordance with the procedures set forth in the Agreement, shall be decided by arbitration in accordance with the Construction Industry Arbitration Rules of the AAA then in effect, unless the parties mutually agree otherwise in writing by amendment to this Agreement. The parties agree that any arbitrator selected shall have demonstrated prior experience in, and knowledge of, standards and practices applicable to design professionals. The award of the arbitrator(s) shall be final and binding upon the parties without the right of appeal to the courts. Judgment may be entered upon it in accordance with the applicable law by any court having jurisdiction thereof. Interpretation: This Agreement shall be governed by and interpreted in accordance with the laws of the State of California, Monterey County and the Federal District Court of Northern California. In the event that any portion or all of this Agreement is held to be void or unenforceable, the remaining portions of the Agreement shall not be affected thereby and shall remain in full force and effect. The parties agree to negotiate in good faith to reach an equitable agreement which shall affect the intent of the parties as set forth in this Agreement. We thank you for this opportunity to quote on this project and our team looks forward to working with you. David Renard, President [email protected] (408) 439-3283 RPM Team LLC 295 Main St, Ste 210 Salinas, CA 93901
WWW.RPM-TEAM.COM
Please sign below and return if you agree with our Proposal. Your signature below will create a binding contract that incorporates this Proposal and the attached Contract Terms and Conditions. Any modifications you make to this Proposal or the Contract Terms and Conditions will be null and void and of no legal effect unless initialed by RPM Team within five (5) days of receipt from Client. ______________________________ ______________________________ MEI Architects Date ______________________________ ______________________________ RPM Team LLC Date ---------------------------------------- End Contract Terms & Conditions ---------------------------------------- Appendix A
Meeting Minutes
Project: City of Salinas – Chinatown Improvement Project Date: October 31st, 2023
Attendees: (Online Zoom)
City of Salinas (CITY): Luis Ochoa (LO), Hilda Peralta (HP), Francisco Brambila (FB), Adriana Robles (AR)
CSG Consultants (CSG): Gelareh Jokar (GJ), Glenn Lajoie (GL) MEI Architects (MEI): Michael Wang (MW)
RPM: Omid Ardebili (OA),David Renard (DR), Matthew Fabros (MF), LA Banal (LB)
Subject: Chinatown Improvement Scope
Discussion Items: Following are the minutes of the meeting with City of Salinas Public Works for the Chinatown Improvement Project. Action items from this meeting have been identified with due dates when necessary. Please review and notify Gelareh ([email protected]) of any errors or omissions in these minutes by November 13th, 2023.
Items Action Items Assigned
to
Scope of work for Lighting Design:
• The project involves the removal of
all outdated “brown” poles within
various sections of Chinatown.
• Installation of new lighting that meets
lighting standards to address all
areas with insufficient illumination.
• Engineer to develop a
comprehensive Photometric Plan of
the entire area, including the most
recent upgraded area.
• Main street lighting is excluded from
the scope of work. The lighting was
upgraded with LED 10 years ago.
These poles will not need to be
modified.
• Lights will not be relocated; instead,
a comprehensive review of street
lighting and pedestrian lighting within
the public right of way will be
conducted. If needed, additional
lighting will be installed.
• City to provide previous
plans for upgraded areas.
• City to provide height, model
number and pole luminaire
information.
• City to provide PGE contact
information.
• City to provide elevations. No
topographic maps but may
be able to provide LIDAR.
City
City
City
City
EXHIBIT B
10/31/23 ZOOM CALL MEETING
MINUTES
CEQA/NEPA Scope of Work:
• The National Environmental Policy
Act (NEPA) applies specifically to the
proposed improvements within the
public right of way.
• The city has provided
comprehensive responses to all
inquiries from CSG, as detailed in
the attached documentation.
• The California Environmental Quality
Act (CEQA) exemption is applicable
based on the project's limited scope,
which solely involves improvement
activities.
RPM to provide scope of work to
CSG for NEPA Documentation.
RPM
ROLE STAFF
Principal Engineer Peykan Abbassi 30 $250.00 $7,500.00
Sr. Project Manager Cyril Charles 132 $235.00 $31,020.00 Asst. Project Manager Gelareh Jokar 120 $140.00 $16,800.00 Baseline Scope of Work - MEI (Design Consultants) Se e Proposal $117,850.00 Add Alternate - MEI (Design Consultants) See Proposa l $23,310.00 Sr. Project Manager Cyril Charles 16 $235.00 $3,760.00
Asst. Project Manager Gelareh Jokar 16 $140.00 $2,240.00 TBD TBD 0 $0.00 $0.00
TBD TBD 0 $0.00 $0.00
TBD TBD 0 $0.00 $0.00
TBD TBD 0 $0.00 $0.00
Principal Environmental Planner Glenn Lajoie 89 $200.0 0 $17,800.00 Senior Planner Lance Lowe 200 $150.00 $30,000.00
$250,280.00
TOTAL COST
$0.00
TBD
CSG Staffing Plan and Cost Proposal for Project Management and Design Services Chinatown Neighborhood Improvement Project
TOTAL
HOURS
HOURLY
RATE
2023
TASK 5.0: POST CONSTRUCTION
TASK 7.0: OTHER SUB-CONSULTANTS
TASK 1.0: PROJECT MANAGEMENT AND COORDINATION
TASK 4.0: CONSTRUCTION
TOTAL COST
TASK 6.0: NEPA
SUB-TOTAL
TASK 2.0: DESIGN (SUBCONSULTANTS)
TASK 3.0: BID and AWARD
SUB-TOTAL $0.00
$0.00
TASK 8.0: Additional Services TOTAL COST
NEPA Attendance to Meetings ($800/meeting) - TBD
TOTAL COST $250,280.00