October 16, 2025
Bennett Sanderson
City of San Leandro
835 East 14th Street,
San Leandro, CA 94577
Subject: Proposal for Bid Support and Engineering Services During Construction for Davis Street Manhole Replacement Project Project No. 2019.4610, Bid No. 23-24.007
Dear Mr. Sanderson:
Please find attached the proposal to provide engineering services for the abovereferenced project. LEE + RO will perform the tasks as detailed below.
1. Project Management
• Project Management duties and coordination for the duration of the construction (6 months).
• Monthly invoice generation including summary of activities.
2. Continued Design Support
• Continued design coordination with City and EBMUD
• Continued utility coordination support
• Submittal revisions through final design, including revisions due to EBMUD permanent relocation
• Bid set submittal and updates thereof
• Prepare final bid set prior to advertisement for bids
3. Bid Phase Support
• Attend on-site pre-bid meeting.
• Respond to questions / Issue addenda.
• Attend Preconstruction meeting.
4. Engineering Services during Construction
• Attend weekly virtual progress meetings (up to 16 meetings.) • Attend monthly site visits/meetings.
• Provide reviews for up to 25 submittals and 10 resubmittals. • Provide responses for up to 5 RFIs.
• Issue design clarification memos if required.
• Record drawing preparation.
\\WCOSERV1\Project WCO\659 City of San Leandro SE Line Replacement\1PROJ\C Contract\ESDC Proposal Oct 2025\San Leandro ESDC Letter R6.docx The following services are not included:
Construction management services, surveying, potholing, testing of sewers, geotechnical testing, public outreach, and storm-water improvements/storm-water pollution prevention; Development of plans including traffic control, road resurfacing improvements, potholing, and environmental mitigation; Public outreach; and Permits including construction and environmental reports.
The specific services to be provided by LEE + RO is attached in Exhibit A. The total fee for these additional services will be on a Time & Materials basis, not to exceed $143,902 as tabulated in attached Exhibit B. The FY 2025-2026 hourly billing rate schedule A is attached in Exhibit C. If you have any questions, please feel free to call me at 925-627-3382 or email [email protected].
Sincerely,
LEE+RO, Inc.
Tony Park, PE
Vice President
EXHIBIT A
City of San Leandro
Proposal for
Bid Support and Engineering Services During Construction for Davis Street Manhole Replacement Project
Project No. 2019.4610, Bid No. 23-24.007
SCOPE OF SERVICES
BID SUPPORT AND ENGINEERING SERVICES DURING CONSTRUCTION Specific services to be provided by Consultant (LEE+RO) are outlined herein. Budget proposal is included in Exhibit B.
Task 1 - Project Management
Consultant shall prepare a brief monthly progress summary letter report for attachment to the monthly invoice to track status of budget expenditures.
Information Provided by CITY OF SAN LEANDRO:
• None
Consultant Deliverables:
• Monthly progress summary letter with each invoice.
Assumptions:
• Construction period is 6 months.
Task 2 – Continued Design Support
Consultant has provided continued design support and coordinated with the City and EBMUD, and also supported the City in its utility coordination efforts. Final design submittals through final design and revisions thereof were made to the City. Bid set submittal and updates thereof were also made.
The City informed the Consultant of EBMUD’s decision to permanently relocate their waterline, which affects several design drawing sheets. Consultant will prepare one final bid set prior to advertisement for bids.
Task 3 – Bid Phase Support
Consultant will respond to bid questions, prepare up to 3 addenda, and attend virtual pre-bid meeting. For this task, a budget equivalent of 40 hours has been included.
Information Provided by CITY OF SAN LEANDRO:
• Bidders’ questions during bid period and the bid opening invite.
Consultant Deliverables:
• Answers to bidders’ questions, addenda, attendance to the pre-bid meeting, and Conformed drawings in pdf format.
Task 3.1 – Attend Preconstruction Meetings
Consultant will attend two preconstruction meetings. Consultant will introduce the design team and provide a follow-up to share information and communication protocols.
Information Provided by CITY OF SAN LEANDRO:
• Invitation to the preconstruction meeting.
• Meeting agenda.
Consultant Deliverables:
• Presence and participation at the preconstruction meeting.
Task 4 – Engineering Services During Construction
Task 4.1 – Review RFIs
Consultant will review requests for information (RFIs) from the Contractor forwarded by CITY OF SAN LEANDRO within an average turnaround time of 7 calendar days. Consultant will receive, log, review, and respond to RFIs. For budgeting purposes, this task includes reviewing up to 10 RFIs at an average review time of 8 hours per RFI response for a total allowance of 80 hours. The actual effort can be higher or lower depending on the number of RFIs submitted by the Contractor.
Information Provided by CITY OF SAN LEANDRO:
• RFIs (from Contractor forwarded by CITY OF SAN LEANDRO).
Consultant Deliverables:
• Written responses to RFIs.
Task 4.2 – Review Submittals and Shop Drawings
Consultant will review submittals and shop drawings from the Contractor forwarded by the CITY OF SAN LEANDRO within an average turnaround time of fourteen (14) calendar days. Consultant may seek additional calendar days to review lengthy and complex submittals but will seek written approval from CITY OF SAN LEANDRO prior to assuming additional time. Consultant will make an effort to comply with requests from Contractor to expedite review of select submittals that impact critical path. Consultant will receive, log, review and respond to submittals and shop drawing submittals from the Contractor. The actual effort can be higher or lower depending on the number of submittals submitted by the Contractor. For budgeting purposes, this task includes reviewing up to 25 submittals at 6 hours per submittal on average per submittal review and 10 resubmittals at 4 hours on average per resubmittal review, for a total allowance of 190 hours. The actual effort can be higher or lower depending on the actual number of submittals and the quality of the submittals submitted by the Contractor.
Information Provided by CITY OF SAN LEANDRO:
• Shop drawing submittals and resubmittals (from Contractor forwarded by CITY OF SAN LEANDRO).
Consultant Deliverables:
• Written comments on submittals and resubmittals.
Task 4.3 – Prepare Design Clarification Memorandum
Consultant will prepare design clarifications as-needed upon CITY OF SAN LEANDRO’s request. In preparing the proposed change, Consultant will issue revised specifications, drawings, and/or sketches. If necessary, Consultant will also review the Contractor’s proposed cost for the changes. For budgeting purposes, this task includes 80 hours to prepare up to 5 design clarifications. The actual effort can be higher or lower depending on the number of design clarifications required on the project.
Task 4.4 – Attend Weekly Progress Meetings
Consultant will attend select weekly progress meetings with CITY OF SAN LEANDRO and Contractor. The purpose of these meetings is to discuss construction status and to review key issues with the Contractor. The meetings will be conducted by CITY OF SAN LEANDRO. For budgeting purposes, Consultant's project manager or project engineer will attend a total of 8 weekly progress meetings. The estimated level of effort for this task is 24 hours assuming meeting attendance, via teleconference when available, and input at the progress meetings in addition to follow-up on discussion topics from the meetings.
Information Provided by CITY OF SAN LEANDRO:
Meeting agenda (from Contractor with CITY OF SAN LEANDRO and EBMUD input)
• Meeting notes (by CITY OF SAN LEANDRO).
Consultant Deliverables:
• As-needed discussion topics to CITY OF SAN LEANDRO, EBMUD and plant staff prior to the meeting.
• Attendance and input at the progress meetings.
• Follow-up on discussion topics from the meetings.
Task 4.5 – Attend Technical Meetings
Consultant will attend technical meetings with CITY OF SAN LEANDRO and Contractor. The purpose of these meetings is to discuss technical elements of the project outside of the regular weekly progress meetings. These meetings will be conducted by the Contractor. For budgeting purposes, Consultant will attend up to 2 technical meetings during the construction period at approximately 4 hours per meeting.
Information Provided by CITY OF SAN LEANDRO:
• Meeting agenda (from Contractor).
• Meeting notes (by CITY OF SAN LEANDRO).
Consultant Deliverables:
• Attendance and input at technical meetings.
• Written response to technical action items.
Task 4.6 – Prepare Record Drawings
Consultant will prepare record drawings of the project incorporating changes made
during the construction period. Record drawings will be prepared using Consultant’s standard format to include changes made during the construction period after contract closeout. It is assumed that the Contractor and CITY OF SAN LEANDRO will maintain a full-size set of marked-up drawings detailing all field changes and clarifications. Consultant will not be responsible for field measuring as-built conditions and will rely solely on the information provided by the Contractor as the basis for preparing the record drawings. For this task, an allowance of 2 hours per sheet, or 32 hours total, has been included. The actual effort can be higher or lower depending on the number of changes made to the contract documents during construction.
Information Provided by CITY OF SAN LEANDRO:
• Conformed copy of full-size record drawing markups by the Contractor and CITY OF SAN LEANDRO’s Construction Management team.
• Printing of the record drawings (provide one electronic pdf copy to Consultant).
Consultant Deliverables:
• One electronic copy (pdf) of the record drawings.
PIC PM CE JE WP
E8 E6 E4 E1 A2
$330 $262 $205 $113 $119 Trips Amount
DAVIS STREET MANHOLE REPLACEMENT PROJECT
BID SUPPORT AND ENGINEERING SERVICES DURING CONSTRUCTION 1 Project Management and Coordination 8 16 16 0 8 48 $11,064 $200 0 $0 $200 $11,264 2 Continued Design Support 8 40 60 60 40 208 $36,960 $0 0 $0 $0 $36,960 3 Bid Phase Support
(Pre-bid meeting, answer bidder's questions and issue addenda, preconstruction meetings)
0 20 20 0 0 40 $9,340 $200 2 $84 $284 $9,624
4 Engineering Services During Construction
(Progress meetings, technical meetings, site visits, submittal review, RFI responses, design clarifications, prepare record drawings)
0 152 168 94 0 414 $84,886 $1,000 4 $168 $1,168 $86,054 BID SUPPORT AND ESDC (TASKS 1-4 TOTAL) = 16 228 264 154 48 710 $142,250 $1,400 6 $252 $1,652 $143,902 Notes:
1. Mileage based on a 60-mile Round Trip @ 2025 IRS rate of $0.70/mile Task Description
Labor Category: E8 Managing Engineer (Principal-in-Charge); E6 Principal Engineer (Project Manager); E4 Engineer (Civil Engineer); E1 Junior Engineer; A2 Senior Administrative Assistant (Word Processor)
Other Direct Costs
Mileage(1)
PROJECT NO. 2019.4610, BID NO. 23-24.007
LEE & RO
Hours
LEE & RO
Cost Total Cost
Printing ODC Total
EXHIBIT B
CITY OF SAN LEANDRO
BID SUPPORT AND ENGINEERING SERVICES DURING CONSTRUCTION FOR
LABOR AND FEE ESTIMATE
DAVIS STREET MANHOLE REPLACEMENT PROJECT