Amendment to Professional Services Agreement
Form approved by the City Attorney 8-8-14
FIRST AMENDMENT
TO PROFESSIONAL SERVICES AGREEMENT NUMBER F002524
WITH CALLANDER ASSOCIATES LANDSCAPE ARCHITECTURE, INC.
Thi
s First Amendment to Agreement number F002524, dated July 26, 2022 ("Agreement") is made as of this ________ day of ______, 2024, by and between the City of Santa Rosa, a municipal corporation (" City"), and Callander Associates Landscape Architecture, Inc., a California Corporation ("Consultant").
RE
CITALS
A. Cit
y and Consultant entered into the Agreement for Consultant to provide public outreach communications, community engagement, preliminary engineering/architectural design, and optional environmental services in connection with the Hopper Avenue Corridor Fire Recovery Improvements Project.
B. Cit
y and Consultant now desire to amend the Agreement for the purpose of providi ng 100%
construction documents that are suitable for public bidding.
A
MENDMENT
NO
W, THEREFORE, the parties agree to amend the Agreement as follows:
1. S
ection 1. Scope of Services
E
xhibit A to the Agreement is supplemented by Exhibit A-1 to this Amendment.
2. S
ection 2. Compensation
S
ection 2(c) is amended to increase the compensation payable to Consultant under the Agreement by $310,974.00 to read as follows:
"N
otwithstanding any other provision in this Agreement to the contrary, the total maximum compensation to be paid for the satisfactory accomplishment and completion of all tasks set forth above shall in no event exceed the sum of seven hundred seventy-seven thousand, seven hundred thirty eight dollars and no cents. ($777,738.00). The City’s Chief Financial Officer is authorized to pay all proper claims from Charge Number 17655."
3. S
ection 12. Time of Performance
The l
ast sentence of Section 12 is amended to read as follows:
"C
onsultant shall complete all the required services and tasks and complete and tender all deliverables to the reasonable satisfaction of City, not later than June 1, 2025."
A
ll other terms of the Agreement shall remain in full force and effect.
ATTACHMENT 1
Amendment to Professional Services Agreement
Form approved by the City Attorney 8-8-14
Executed as of the day and year first above stated.
CONSULTANT:
Name of Firm:_Callander Associates
Landscape Architecture, Inc.
TYPE OF BUSINESS ENTITY (check one):
_____ Individual/Sole Proprietor
_____ Partnership
__X__ Corporation
_____ Limited Liability Company
_____ Other (please specify: ___________)
Signatures of Authorized Persons:
By: _____________________________
Print Name:__Benjamin Woodside_____
Title: _______President______________
By: ______________________________
Print Name:__David Rubin____________
Title: _______Chief Financial Officer____
City of Santa Rosa Business Tax Cert. No.
____________06521817_____________
CITY OF SANTA ROSA
a Municipal Corporation
By:_________________________________
Print Name:____Natalie Rogers__________
Title: _________Mayor_________________
APPROVED AS TO FORM:
___________________________________
Office of the City Attorney
ATTEST:
___________________________________
City Clerk
Attachment: Exhibit A-1 - Scope of Services
w
ww.callanderassociates.com
BURLINGAME GOLD RIVER SAN JOSE
1633 Bayshore Highway, Suite 133 12150 Tributary Point Drive, Suite 140 2025 Gateway Place, Suite 285 Burlingame, CA 94010 Gold River, CA 95670 San Jose, CA 95110 650.375.1313 916.985.4366 408.275.0565
22037_ASA1_ConstructionDocuments.doc
Recreate
Educate
Live+Work
Connect
Sustain May 13, 2024
ADDITIONAL SERVICES AUTHORIZATION #1
T
O: Felicia Ong
City of Santa Rosa
69 Stony Circle
Santa Rosa, CA 9540 1
[email protected]
RE: H
OPPER AVENUE CORRIDOR IMPROVEMENTS / construction documents and construction administration
B
KF and CALA's current scope only includes the preparation of bridging documents that would be used by a design -build contractor to implement the improvements . The City has requested that the design team instead provide 100% construction documents that are suitable for public bidding.
T
he City has also asked that BKF Engineers incorporate modifications to existing water and sewer utilities into the project based on a plan markup provided by the City on 1/23/2024.
The City will provide updated topographic survey information for the affected utilities and expand the survey to include areas of utility work that are outside the current project limits.
BKF will utilize the new survey information to design the utility modifications and incorporate the improvements into the construction documents. The effort associated with this work will be itemized separately on our invoices.
A
n electrical engineer, Aurum Consulting Engineers (ACE), will be added to the design team for electrical improvements including the new street light, rapid flashing beacons at proposed crosswalks, power for the irrigation controller, and relocation of the existing street light conduit that is in conflict with proposed trees. They will conduct a site investigation with City staff to determine if the existing electrical service can be used to power the improvements. In case the existing electrical service is already at full capacity, a separate budget has been established for ACE to coordinate and apply for a new PG&E service.
T
he first draft of the bridging documents has not yet been completed, so the design team will prepare a 40% construction document submittal instead of bridging documents . The design team will utilize the remaining budget in the current contract for this effort, except for the additional utility modifications and electrical work that isn't included in the current contract.
T
he following additional services will be provided on this project in accordance with our agreement dated July 26, 2022 and are considered an amendment thereto.
Exhibit A-1 Scope of Services
Additional Services Authorization #1
RE: HOPPER AVENUE CORRIDOR IMPROVEMENTS / construction documents and construction administration May 13, 2024
22037_ASA1_ConstructionDocuments.doc
© copyrighted 2024 Callander Associates
Landscape Architecture, Inc.
Scope
61.1 PROJECT MANAGEMENT
61.1.1 Coordination Meetings: Prepare for and attend up to seven (7) meetings with City staff throughout the construction document process. We anticipate that meetings will be held after the 40%, 75%, and 90% submittals to review City comments. Four (4) more meetings are included to facilitate additional design coordination at monthly intervals as shown on the attached schedule . All meetings are anticipated to be held virtually. CALA will provide a written meeting summary after each meeting that documents decisions made.
61.2 CONSTRUCTION DOCUMENTS
61.2.1 40% Submittal : Prepare 40% construction documents based on the preferred plan that was developed during the community engagement phase. This will replace the bridging documents submittals in the original contract. The 40% submittal will include plans as outlined in the original contract, boilerplate technical specifications based on the City's standard template, and a construction cost estimate.
61.2.2 75% Submittal: Based on the comments received on the 40% submittal, proceed to develop construction documents (plans and technical specifications) to a 75% level of completion. Update the cost estimate to reflect the current design. Provide written responses to City comments on the 40% submittal . BKF's CASp will review the plans for access compliance.
In addition, BKF will prepare pothole plan as described in the attached civil engineering proposal. The City will be responsible for conducting the potholing based on the plan and providing survey elevations of exposed utilities.
Planting that corresponds to LID BMPs will be identified separately in the plant list with information about species, spacing, quantity, and mature size. Plant selection will conform with the LID Manual Approved Plant List and plant layout will be designed to provide at least 50% vegetative cover at plant maturity. Mulch on bare soil and rock cobble around drain inlets will be specified to provide soil stabilization and treatment until plant maturity.
Submit the 75% submittal package in PDF electronic format.
a. Constructability Walkthrough: At the conclusion of the 75% submittal, conduct a site constructability walkthrough with the design team and City staff with the plans in hand to confirm suitably of proposed improvements with consideration to existing conditions. After the meeting, markup notes on PDF plans to document observations and design adjustments. Provide PDF markup to the City for use during the 75% submittal review.
61.2.3 90% Submittal: Based on the comments received on the 75% submittal, proceed to develop construction documents (plans and technical specifications) to a 90% level of completion. Update the cost estimate to reflect the current design. Provide written responses to City comments on the 75% submittal. Provide comments with proposed edits to front -end general specifications provided by the City. BKF will provide a Stormwater LID Report. Submit the 90% submittal package in PDF Additional Services Authorization #1
RE: HOPPER AVENUE CORRIDOR IMPROVEMENTS / construction documents and construction administration May 13, 2024
22037_ASA1_ConstructionDocuments.doc
© copyrighted 2024 Callander Associates
Landscape Architecture, Inc.
electronic format. It is anticipated that this submittal will be sent by the City to the Building Division for approval.
61.2.4 100% Submittal : Based on comments received on the 90% submittal, proceed to finalize the construction documents (plans and technical specifications). Update the cost estimate to reflect the current design and reformat it to match bid items listed in the bid form. Provide a final review of the front-end general specifications prepared by the City for coordination with the technical specifications . P rovide written responses to City and Building Division comments. BKF will provide the final Stormwater LID Report and final Drainage Report.
Submit two (2) stamped and signed hard copies and PDF electronic files of the 100% submittal package to the City and Building Division to backcheck and then advertise the project for public bid. Provide source files in Word and AutoCAD file formats for the City's use.
61.3 UTILITY MODIFICATIONS
61.3.1-61.3.4 Utility Modifications CDs : BKF will d esign and delineate modifications to existing water and sewer utilities on the construction documents . This includes incorporating new survey information from the City into CAD base files and updating the plans, specifications and cost estimate to add the utility work. The utility modifications information will be incorporated into the 40%, 75%, 90% , and 100% construction document submittals. More information about this task is described in the attached civil engineering proposal from BKF.
61.4 QUALIFIED SWPPP DEVELOPER SERVICES
61.4.1-61.4.4 SWPPP Development and Support: Recent regulatory changes have increased responsibilities for SWPPP compliance. BKF will provide SWPPP/NOI development, construction support, and inspections as described under Task 6 in the attached civil engineering proposal.
61.5 PG&E SERVICE
61.5.1 PG&E New Service Coordination/Application : If the new electrical improvements cannot utilize the existing electrical service, Aurum Consulting Engineers ( ACE) will coordinate with PG&E and apply for a new electrical service. This task will not be billed unless a new service is needed.
61.6 BIDDING AND CONSTRUCTION ADMINISTRATION
During the bidding and construction period we will provide supplemental services to assist the City's full-time project construction administrator. These services would be provided on an hourly basis as requested. Services include the following.
61.6.1 Bid Period
a. Bid Period Assistance: Assist City staff in the bidding process and provide RFI responses to bidders’ questions.
b. Pre-Bid Meeting: Prepare for and attend a single pre- bid meeting to support the City in presenting the project and plans to interested bidders.
Additional Services Authorization #1
RE: HOPPER AVENUE CORRIDOR IMPROVEMENTS / construction documents and construction administration May 13, 2024
22037_ASA1_ConstructionDocuments.doc
© copyrighted 2024 Callander Associates
Landscape Architecture, Inc.
c. Addenda: Prepare addendum documents during the bid period to provide drawing and specification clarifications.
61.6.2 Construction Period
a. Submittals Review: Review construction submittals and proposed substitutions as identified in specifications and issue submittal responses. b. RFI's and Change Orders : Review contractor RFIs, and issue RFI responses as needed. Assist City staff in processing requests for contractor change orders.
c. Progress Meetings / Site Reviews : Attend virtual construction meetings with the City and contractor during construction. Assume sixteen (16) meetings total.
Perform one (1) site review during construction and prepare a field report on construction progress and compliance with design intent, including recommendations for correction of any deficiencies.
d. Substantial Completion: Attend a substantial completion walk through and issue a punch list of deficiencies and outstanding items to correct.
e. As-Builts: Obtain contractor mark -ups and revise the construction documents to incorporate field changes where prudent. Issue as-builts to the City for project records.
Compensation
Hrs TOTAL
61.1 Project Management 49.00 13,757.00$
61.2 Construction Documents 230.00 144,512.00$
61.3 Utility Modifications 0.00 45,100.00$
61.4 Qualified SWPPP Dev. Services 0.00 9,900.00$
61.5 PG&E Serv ice 4.00 6,248.00$
61.6 Bidding & Construction Admin. 95.00 58,063.00$
Reimbursables (allowance) 5,124.00$
TOTAL COMPENSATION (hourly) 378.00 282,704.00$
10% Contingency 28,270.00$
CONTRACT TOTAL 310,974.00$
5,500.00$
-$ 45,100.00$
-$
95,700.00$
17,726.00$ 38,225.00$
CALA BKF
9,632.00$ 4,125.00$
40,364.00$
ACE
-$
8,448.00$
-$
2,112.00$
71,894.00$ 194,750.00$
-$
748.00$
1,700.00$
9,900.00$
-$
3,424.00$
16,060.00$
-$
Schedule
Callander Associates and their subconsultant s will proceed to commence the above services upon receipt of a signed copy of this authorization.
Additional Services Authorization #1
RE: HOPPER AVENUE CORRIDOR IMPROVEMENTS / construction documents and construction administration May 13, 2024
22037_ASA1_ConstructionDocuments.doc
© copyrighted 2024 Callander Associates
Landscape Architecture, Inc.
Signatures
Callander Associates Landscape
Architecture, Inc.
Agreed and authorized to proceed for the
City of Santa Rosa:
David Rubin, ASLA, QSD
Principal | Landscape Architect CA #5329
Signature Date Name & Title
Attachments: Task Matrix, dated May 13, 2024
Standard Schedule of Compensation dated 2024
Proposal for Additional Civil Engineering Services, Hopper Avenue Corridor, dated May 7, 2024 Project Schedule, dated April 26, 2024
Notice: Landscape architects are licensed by the State of California.
Terms and conditions are subject to change after ninety days.
Task Matrix
Hopper Avenue ASA #1
05/13/2024
BKF ACE
@ $250 @ $187 @ $154 @ $128 @ $190 Subconsultant Fees Subconsultant Fees Phase Description hrs $'s hrs $'s hrs $'s hrs $'s hrs $'s hrs $' s $'s $'s
61.1 Project Management
61.1.1 Coordination Meetings 14.0 3,500.00 $ 28.0 5,236.00 $ - - $ 7.0 896.00 $ - - $ 49.0 9,632.00 $ 3,750.00 $ - $ SUBTOTAL 61.1 14.0 3,500.00 $ 28.0 5,236.00 $ - - $ 7.0 896.00 $ - - $ 49.0 9,632.00 $ 3,750.00 $ - $ Subconsultant Administration 10% 375.00 $ - $
61.2 Construction Documents
61.2.1 40% Submittal - - $ - - $ - - $ - - $ - - $ - - $ - $ 3,000.00 $
61.2.2 75% Submittal 8.0 2,000.00 $ 32.0 5,984.00 $ 48.0 7,392.00 $ 2.0 256.00 $ 1.0 190.00 $ 91.0 15,822.00 $ 41,400.00 $ 1,560.00 $ a. Constructability Walkthrough - - $ 12.0 2,244.00 $ - - $ - - $ - - $ 12.0 2,244.00 $ - $ - $
61.2.3 90% Submittal 6.0 1,500.00 $ 32.0 5,984.00 $ 40.0 6,160.00 $ 2.0 256.00 $ 1.0 190.00 $ 81.0 14,090.00 $ 27,800.00 $ 1,560.00 $
61.2.4 100% Submittal 4.0 1,000.00 $ 24.0 4,488.00 $ 16.0 2,464.00 $ 2.0 256.00 $ - - $ 46.0 8,208.00 $ 17,800.00 $ 1,560.00 $ SUBTOTAL 61.2 18.0 4,500.00 $ 100.0 18,700.00 $ 104.0 16,016.00 $ 6.0 768.00 $ 2.0 380.00 $ 230.0 40,364.00 $ 87,000.00 $ 7,680.00 $ Subconsultant Administration 10% 8,700.00 $ 768.00 $
61.3 Utility Modifications
61.3.1 40% Submittal - - $ - - $ - - $ - - $ - - $ - - $ 19,250.00 $ - $
61.3.2 75% Submittal - - $ - - $ - - $ - - $ - - $ - - $ 10,350.00 $ - $
61.3.3 90% Submittal - - $ - - $ - $ - $ - - $ - - $ 6,950.00 $ - $
61.3.4 100% Submittal - - $ - - $ - - $ - - $ - - $ - - $ 4,450.00 $ - $ SUBTOTAL 61.3 - -$ - - $ - - $ - - $ - - $ - - $ 41,000.00 $ - $ Subconsultant Administration 10% 4,100.00 $ - $
61.4 Qualified SWPPP Dev. Services
61.4.1 SWPPP/NOI Development - - $ - - $ - - $ - - $ - - $ - - $ 5,000.00 $ - $
61.4.2 SWPPP/NOI Construction Support - - $ - - $ - - $ - - $ - - $ - - $ 2,000.00 $ - $
61.4.3 QSD Routine Site Visits - - $ - - $ - $ - $ - - $ - - $ 2,000.00 $ - $
61.4.4 QSD NAL Exceedance/ Non-Compliance
Inspections (T&M as needed)
- -$ - - $ - - $ - - $ - - $ - - $ - $ - $ SUBTOTAL 61.4 - -$ - - $ - - $ - - $ - - $ - - $ 9,000.00 $ - $ Subconsultant Administration 10% 900.00 $ - $ Proj Manager 1
Callander Associates' Personnel and Rates
Construction Man. Designer 1
CA Fees
Principal Administrator
22037_FEE_ASA#1.xlsx
© copyrighted 2024 Callander Associates
Landscape Architecture, Inc.
Task Matrix
Hopper Avenue ASA #1
05/13/2024
BKF ACE
@ $250 @ $187 @ $154 @ $128 @ $190 Subconsultant Fees Subconsultant Fees Phase Description hrs $'s hrs $'s hrs $'s hrs $'s hrs $'s hrs $' s $'s $'s Proj Manager 1
Callander Associates' Personnel and Rates
Construction Man. Designer 1
CA Fees
Principal Administrator
61.5 PG&E Service
61.5.1 PG&E New Service Coordination/Application - - $ 4.0 748.00 $ - - $ - - $ - - $ 4.0 748.00 $ - $ 5,000.00 $ SUBTOTAL 61.5 - -$ 4.0 748.00 $ - - $ - - $ - - $ 4.0 748.00 $ - $ 5,000.00 $ Subconsultant Administration 10% -$ 500.00 $
61.6 Bidding & Construction Admin.
61.6.1 Bid Period 1.0 250.00 $ - - $ - - $ - - $ - - $ 1.0 250.00 $ 6,250.00 $ - $ a. Bid Period Assistance - - $ 2.0 374.00 $ 1.0 154.00 $ - - $ 2.0 380.00 $ 5.0 908.00 $ - $ - $ b. Pre-Bid Meeting - - $ - - $ - - $ - - $ 2.0 380.00 $ 2.0 380.00 $ - $ - $ c. Addenda - - $ 2.0 374.00 $ 2.0 308.00 $ - - $ 1.0 190.00 $ 5.0 872.00 $ - $ - $
61.6.2 Construction Period 2.0 500.00 $ - - $ - - $ - - $ - - $ 2.0 500.00 $ 28,500.00 $ 1,920.00 $ a. Submittals Review - - $ 2.0 374.00 $ - - $ - - $ 8.0 1,520.00 $ 10.0 1,894.00 $ - $ - $ b. RFIs and Change Orders - - $ 2.0 374.00 $ 4.0 616.00 $ - - $ 8.0 1,520.00 $ 14.0 2,510.00 $ - $ - $ c. Progress Meetings/Site Reviews - - $ - - $ - - $ - - $ 40.0 7,600.00 $ 40.0 7,600.00 $ - $ - $ d. Substantial Completion - - $ - - $ - - $ - - $ 4.0 760.00 $ 4.0 760.00 $ - $ - $ e. As-Builts - - $ 4.0 748.00 $ 6.0 924.00 $ - - $ 2.0 380.00 $ 12.0 2,052.00 $ - $ - $ SUBTOTAL 61.6 3.0 750.00 $ 12.0 2,244.00 $ 13.0 2,002.00 $ - - $ 67.0 12,730.00 $ 95.0 17,726.00 $ 34,750.00 $ 1,920.00 $ Subconsultant Administration 10% 3,475.00 $ 192.00 $ hrs CALA BKF ACE
61.1 49.00 9,632.00 $ 4,125.00 $ -$
61.2 230.00 40,364.00 $ 95,700.00 $ 8,448.00 $
61.3 0.00 - $ 45,100.00 $ -$
61.4 0.00 - $ 9,900.00 $ -$
61.5 4.00 748.00 $ - $ 5,500.00 $
61.6 95.00 17,726.00 $ 38,225.00 $ 2,112.00 $ 3,424.00 $ 1,700.00 $ -$
378.00 71,894.00 $ 194,750.00 $ 16,060.00 $ 10% Contingency 7,189.00 $ 19,475.00 $ 1,606.00 $ CONTRACT TOTAL 79,083.00 $ 214,225.00 $ 17,666.00 $
TOTAL COMPENSATION
Project Management
Construction Documents
Utility Modifications
Bidding & Construction Admin.
Reimbursables
Qualified SWPPP Dev. Services
PG&E Service
22037_FEE_ASA#1.xlsx
© copyrighted 2024 Callander Associates
Landscape Architecture, Inc.
www.callanderassociates.com
BURLINGAME GOLD RIVER RENO SAN JOSE
1633 Bayshore Highway,
Suite 133
12150 Tributary Point Drive,
Suite 140
275 Hill St,
Suite 260
2025 Gateway Place,
Suite 285
Burlingame, CA 94010 Gold River, CA 95670 Reno, NV 89501 San Jose, CA 95110 650.375.1313 916.985.4366 775.787.2828 408.275.0565
Recreate
Educate
Live+Work
Connect
Sustain
Standard Schedule of Compensation 2024 San Jose & Burlingame
GENERAL
The following list of fees and reimbursable expense items shall be used in the provision of services described in the agreement. These amounts shall be adjusted in January, upon issuance of an updated Standard Schedule of Compensation:
Hourly Rates
Reimbursable Expenses Rates
Expenses cost + 15%
printing and reproductions, postage and
delivery, mileage, travel expenses (hotel /
food), testing and outside services, and other
project related expenses
Communications and Insurance Surcharge 2.5% of total fees
Subconsultant Administration 10% of Subconsultant Costs
PAYMENTS
Payments are due within ten days after monthly billing. Callander Associates reserves the right to suspend services for non-payment if payment is not received within a period of 60 days after invoice date. Additionally invoices 60 days past due are subject to a 1.5% per month interest charge. Retainer amounts, if indicated, are due upon signing the agreement and shall be applied to the final invoice for the project.
Principal $250 /hour
Senior Associate $227 /hour
Associate $216 /hour
Arborist/Construction Manager $190 /hour
Senior Project Manager $196 /hour
Project Manager 1 $187 /hour
Project Manager 2 $178 /hour
Job Captain $164 /hour
Designer 1 $154 /hour
Designer 2 $140 /hour
Assistant Designer $125 /hour
Accounting $189 /hour
Senior Project Administrator $144 /hour
Project Administrator $128 /hour
BKF ENGINEERS
200 4th Street, Suite 300, Santa Rosa, CA 95401 | 707.583.8500 May 7, 2024
BKF No C20220608-10
Nate Ritchie, Project Manager
Callander Associates
1633 Bayshore Highway, Suite 133
Burlingame, CA 94010
Transmitted Via Email ([email protected]) Subject: Proposal for Additional Civil Engineering Ser vices Hopper Avenue Corridor
Nate,
BKF Engineers (BKF) appreciates the opportunity to provide additional Civil Engineering services for t he Hopper Avenue Corridor project in the City of Santa Rosa ( City). It is our understanding the City requested C allander Associates (Callander) change the delivery method o f this project from Design-Build to Design-Bid-Buil d and is therefore requesting Callander provide construction documents consistent with the “RFP Design Terms” document, provided to BKF on March 13, 2024. We understand Ca llander is requesting BKF prepare construction draw ings in substantial conformance with the original RFP’s draft bridging documents.
It is our understanding that the City is also looking to realign the existing 8-inch sewer mains at the intersections of Hopper Avenue with Crestview Drive and Skyview Drive, so these respective mains are perpendicular to the 30-inch trunk in Hopper Avenue and outside of the proposed median improvements. This will require the construc tion of two new manholes along the existing 30-inch trunk s ewer at these respective intersections and the aban donment of the existing sewer mains currently tying into Manhole numbers 2 and 9. We understand this may also involve the abandonment of the existing manholes (2 & 9) and th e realignment of the existing 8-inch water main in Skyview Drive through this intersection.
BKF previously prepared Draft Bridging documents un der our original proposal and now we understand the City is considering using the Final Bridging Documents previously scoped as 40% Construction documents and would like comparable documents prepared for the sewer and wat er improvements noted above. The City then wants Construction documents for all improvements at the 75%, 90% and 100% milestones. BKF will prepare construction documents based on the improvements requested in the original RFP (including the aforementioned sewer design) and understands that utility relocations will be limited to the water and sewer mains depicted in an exhibit attach in the email received from Callander on January 23, 2024.
BKF offers the following services for your consider ation based on the above project understanding and our communications with you.
Professional Services
Task 61.1: Project Management
61.1.1 Coordination Meetings: BKF will attend up to 7 meetings with Callander a nd the City after the 40%, 75%, and 90% submittals as well as 4 additional mon thly meetings to discuss project status with the team.
May 7, 2024
Task 61.2: Construction Documents & Task 61.3: Util ity Modifications
61.2.1 & 61.3.1 40% Submittal:
Existing Conditions Plan: BKF will format the City ’s supplemental topographic mapping and provide thi s to the Team in a digital format suitable for use as the background of the Team’s drawings.
40% Construction Drawings: BKF will supplement the preliminary drawings we pre pared to incorporate the sewer and water improvements noted in the project u nderstanding and create 40% Construction Drawings for the City’s review. The City usually requires pr ofiles for gravity utilities at the construction do cument level of design. Therefore, we don’t anticipate the need to profile streets or utilities at this time. The i mprovement drawings will include a Storm Water Treatment Plan that will depict the SWLID features and details. If the City requests profile(s) at this level of the design, we can provide them as an additional service. We will include a typical cross-section in specific areas if we feel there is a need to communicate the design intent. T he 40% Construction Drawings documents will be provided to Callander electronically in PDF for incorporation into the package being submitted to the City.
BKF will evaluate vehicle turning movements using o ur AutoTurn and/or Civil 3D software using 2 standa rd size trucks and up to two dock configurations. Sinc e BKF does not have topographic mapping for this ar ea, we will prepare our exhibits using available orthorectified aerial imagery. BKF will superimpose our computer simulated turning movements onto the aerial imagery and include a graphic of the largest truck that ca n reasonably navigate the turns on the exhibit.
Specifications: BKF will update technical specifications sections provided by the City for the Civil Engineering improvements. These specification sections are anticipated to include water and sewer.
Cost Estimates: BKF will help provide quantities and/or opinions of probable construction cost for the sewer and water aspects of the project and will incorporate them into the project’s Opinion of Probable Construction Cost (Estimate). The Opinion of Probable Construction Cost will be provided to Callander electronically in MS Excel format. BKF’s opinion of costs will be made o n the basis of our professional judgment and experi ence.
BKF does not have control over the cost or availabi lity of labor, equipment, materials, market conditi ons or the Contractor’s method of pricing. Therefore, BKF makes no warranty, express or implied, that the bid s for work associated with this project will not vary from our opinion of probable construction cost.
61.2.2 & 61.3.2 75% Submittal:
75% Construction Drawings: BKF will discuss review comments with the Team, incorporate them into the Construction Drawings, and perform an internal QA/Q C Review before issuing a 75% progress set of Construction Drawings. It is anticipated that the 7 5% level plans will be incorporated into Callander’ s 75% level plans and provided to the City for subsequent review and comment.
Technical Specifications: BKF will update the 40% level Technical Specifications to a 75% level by incorporating comments received following the 40% submittal.
Engineer’s Opinion of Probable Construction Cost (E stimate): BKF will update the 40% level Engineer’s Opinion of Probable Construction Cost to a 75% level by incorporating comments received following the 40% submittal.
Stormwater LID Improvements: BKF will refine the 40% LID calculations and stormwater measures and continue preparing a Final Stormwater LID report. A s a part of this task, BKF will continue working wi th Callander to incorporate effective LID measures whi ch meet the goals of the LID technical design manual.
May 7, 2024
Stormwater Hydrology and Hydraulics: Stormwater is generally assessed and reviewed while preparing construction drawings. The City requires drainage b e designed in accordance with the City’s Public Sto rm Drain Standards and Sonoma Water’s Flood Management Design Manual. BKF will assess the amount of stormwater anticipated to fall on the site during t he target event and perform backwater calculations to appropriately size the proposed storm drain. Our analysis will also demonstrate that proposed curbs and inlets have sufficient capacity to receive the drainage du ring this storm event. BKF will then prepare a repo rt summarizing our findings.
Meetings and Project Coordination: We understand Ca llander will be coordinating efforts among the consultant Team. We do not anticipate the need to a ttend regularly scheduled meetings. However, BKF ha s included up to 12 hours of staff time for meetings with the consultant Team and City, to review meetin g minutes prepared by Callander and to coordinate eff orts internally at BKF while preparing the Civil Si te Improvement drawings. If needed, BKF can attend oth er meetings on a Time and Materials basis as an additional service.
Constructability Walkthrough: BKF will perform a si te visit with the City and Design Team to evaluate the constructability of the Civil design reflected in the 75% Construction Documents. If requested, BKF wi ll revise the Civil drawings and/or specifications to address one set of minor comments related specifically to the design.
Utility Potholing: BKF will evaluate potential conf licts between the proposed storm drain and other ut ilities based on the record drawings and the topographic mapping provided by the City. BKF will prepare a Pothole Plan depicting potential conflicts between the new storm drain and existing utilities. We understand t hat, if required by the City, the City will use City forces or retain a general engineering contractor to verify horizontal and vertical locations of existing utilities. The C ity will then survey the exposed utility and provid e updated topographic mapping depicting the location and elevation of the found utilities.
CASp Review: BKF will have our in-house CASp review our 75% Construction Drawings for conformance with the pedestrian accessibility standards contained in the 2010 Standards for State and Local Government Facilities: Title II (Federal Standards for Accessible Design). BKF will provide a mark-up of the drawings and/or a brief memorandum electronically in PDF.
75% Submittals:
One (1) set of 75% Construction Documents in PDF
One (1) set of 75% level Technical Specifications in PDF One (1) copy of the 75% level Engineer’s Opinion of Probable Construction Cost in PDF One (1) Pothole Plan in PDF
One (1) copy of the 75% CASp review in PDF
Electronic copies of the aforementioned data in AutoCAD DWG and/or Microsoft formats
61.2.3 & 61.3.3 90% Submittal:
90% Construction Drawings: BKF will discuss review comments with the Team, incorporate them into the Construction Drawings, and perform an internal QA/Q C Review before issuing a 90% progress set of Construction Drawings. It is anticipated that the 9 0% level plans will be incorporated into Callander’ s 90% level plans and provided to the City for subsequent review and comment.
May 7, 2024
Technical Specifications: BKF will update the 75% level Technical Specifications to a 90% level by incorporating comments received following the 75% submittal.
Engineer’s Opinion of Probable Construction Cost: BKF will provide a 90% level Opinion of Probable Construction Cost (Estimate) for improvements designed by BKF. The Opinion of Probable Construction Co st will not include all work required to build the dev elopment. Therefore, it is not intended to be relie d upon exclusively for budgeting purposes. This document will be provided in PDF to Callander for City submittal.
Stormwater LID Improvements: BKF will refine the 75% LID calculations and stormwater measures and continue preparation of a Final Stormwater LID repo rt. As a part of this task, BKF will continue worki ng with Callander to incorporate effective LID measures whi ch meet the goals of the LID technical design manual.
Stormwater Hydrology and Hydraulics: BKF will refin e the Stormwater Hydrology and Hydraulics prepared during the 75% phase and continue preparation of Final Drainage Report.
Meetings and Project Coordination: We understand Ca llander will be coordinating efforts among the consultant Team. We do not anticipate the need to a ttend regularly scheduled meetings. However, BKF ha s included up to 12 hours of staff time for meetings with the consultant Team and City, to review meetin g minutes prepared by Callander and to coordinate eff orts internally at BKF while preparing the Civil Si te Improvement drawings. If needed, BKF can attend oth er meetings on a Time and Materials basis as an additional service.
90% Submittals:
One (1) set of 90% Construction Documents in PDF
One (1) set of 90% level Technical Specifications in PDF One (1) copy of the 90% level Engineer’s Opinion of Probable Construction Cost in PDF One (1) copy of the 90% Stormwater LID Report in PD F Electronic copies of the aforementioned data in PDF, AutoCAD and/or Microsoft formats
61.2.4 & 61.3.4 100% Submittal:
100% Construction Drawings: BKF will prepare 100% Construction Drawings, taking into consideration comments and recommendations provided to BKF follow ing the review of the 90% Construction Drawings.
BKF will discuss review comments with the Team, inc orporate them into the Construction Drawings, and perform an internal QA/QC Review before issuing a 100% set of final drawings.
Technical Specifications: BKF will update the 90% level Technical Specifications to a 100% level by incorporating any remaining comments.
Engineer’s Opinion of Probable Construction Cost: BKF will provide a final Opinion of Probable Constr uction Cost (Estimate) for improvements designed by BKF. The Opinion of Probable Construction Cost will not include all work required to build the development. Therefo re, it is not intended to be relied upon exclusivel y for budgeting purposes. This document will be provided in PDF to Callander for City submittal.
Stormwater LID Improvements: BKF will refine the 90% LID calculations and stormwater measures and prepare of the Final Stormwater LID report. As a part of this task, BKF will continue working with Callander to incorporate effective LID measures which meet the goals of the LID technical design manual. BKF will provide a copy of the Final Stormwater LID plan electronically in PDF as an instrument of service.
May 7, 2024
Stormwater Hydrology and Hydraulics: BKF will refin e the Stormwater Hydrology and Hydraulics prepared during the 90% phase and prepare the Final Drainage Report.
Meetings and Project Coordination: We understand Ca llander will be coordinating efforts among the consultant Team. We do not anticipate the need to a ttend regularly scheduled meetings. However, BKF ha s included up to 12 hours of staff time for meetings with the consultant Team and City, to review meetin g minutes prepared by Callander and to coordinate eff orts internally at BKF while preparing the Civil Si te Improvement drawings. If needed, BKF can attend oth er meetings on a Time and Materials basis as an additional service.
100% (Final) Submittal:
One (1) set of original signed and stamped reproducible Project Drawings in PDF One (1) set of original signed and stamped Project Specifications in PDF One (1) copy of the Final Engineer’s Opinion of Probable Construction Cost in PDF One (1) copy of the Final Stormwater LID Report in PDF One (1) copy of the Final Drainage Report in PDF
One (1) electronic copy of the aforementioned data in AutoCAD and/or Microsoft formats One (1) Bid Set for City of Santa Rosa’s Department of Transportation and Public Works review, including the aforementioned data
Task 61.4: Qualified SWPPP Developer Services
Regulatory changes to the CGP became effective Sept ember 1, 2023 increasing QSD and Qualified SWPPP Practitioner (QSP) responsibilities for compliance. The following Tasks are from the 2022 CGP V.C.: Di schargers Responsibilities for Qualified SWPPP Developer Performance.
61.4.1 SWPPP/NOI Development : BKF shall assist the LRP to submit permit registration documents including,
a. Notice of Intent (NOI)
b. Stormwater Pollution Prevention Plan (SWPPP)
c. Site Maps & Civil Plans, including Erosion Control Sediment Plans (provided by owner) d. Site-specific Risk Analysis (Risk Level 1, 2 or 3)
e. Preliminary or Approved Post-Construction Compliance Documentation (provided by owner):
f. Total Maximum Daily Load (TMDL) Pollutant Assessmen t, excludes RUSLE2 modeling g. Annual Fee (Paid by owner)
61.4.2 SWPPP/NOI Construction Support: The QSD shall periodically revise the SWPPP to ad dress potential problems identified by visual inspections , sampling data, comments from a QSP, or their own site observations. Completed SWPPP Training and QSD Delegate Logs will be added to the SWPPP and uploaded to SMARTS. If needed, the NOI will be updated to reflect changes in responsible parties and schedules. BKF’s services will be performed on a time and materials basis and additional fees may be required if the le vel of services requested of BKF exceeds the number of hou rs budgeted in our proposed fee schedule.
May 7, 2024
61.4.3 QSD Routine Site Visits: BKF shall perform the following QSD inspections:
Within 30 days of the start of construction
Once between August and October, annually
Once between January and March, annually
61.4.4 QSD NAL Exceedance/Non-Compliance Inspections: Additional QSD inspections or efforts related to NAL exceedance, non-compliance or as requested b y the Water Boards are not included and will be performed on a time and materials basis.
Task 61.6: Bidding and Construction Administration
61.6.1 Bid Period:
Review and Respond to Requests for Information (RFIs): During the Bid Phase, BKF has included up to 8 hours of time to provide responses to bidders’ inquiries and questions. All submittals and responses will be through Callander.
Addenda Preparation: BKF has included up to 14 hours of staff time to help prepare bid addenda for the Civil Engineering aspects of the project.
61.6.2 Construction Period:
BKF has included limited construction-related servi ces to assist Callander, the City, and their constr uction management personnel during the construction phase. BKF’s services are limited to the 120 hours includ ed under this Task in BKF’s attached fee worksheet and to only providing support and observation services related to the site improvements designed by BKF.
BKF’s construction support services may include or consist of the following:
Site Meetings & Observation: When requested, BKF will conduct site visits to observe the Civil improvements we designed for general conformance with the constr uction documents. BKF’s services do not include reviewing or making observations for improvements w e didn’t design, material receipts, concrete mixtur e, material testing, slump testing, compaction testing , evaluating material handling on site or preparing record drawings. We have included time for up to 6 site visits.
Review & Respond to Requests for Information (RFIs) : During the Construction Phase, BKF will respond to requests for information regarding the civil-relate d items designed by BKF. BKF has included up to 40 hours for this task.
Final Stormwater LID Letter: The City may ask for a letter noting that the stormwater LID features were installed in substantial conformance with the Civil drawings. If requested, BKF will perform a site visit and pr epare a letter. If the improvements installed are inconsist ent with those reflected on the Civil drawings, the n we will discuss this with Callander.
Addenda Preparation: BKF will prepare up to 2 Addenda to address minor project changes.
Submittal Reviews: BKF will review and respond to s ubmittals for those items included in the civil sco pe of work. We have included up to 10 submittal reviews .
May 7, 2024
Pre-Final Punch List: BKF will conduct a pre-final walkthrough and help Callander develop a punch lis t of incomplete or deficient items we observe during our site walk. We have included 1 visit for the pre-final walkthrough.
Final Walkthrough: BKF will conduct a final walkthr ough of the completed project. We will prepare a f inal report documenting completion of the pre-final walk through punch list items. We have included 1 visit for the final walkthrough.
Schedule
BKF is prepared to start providing these services i mmediately upon being formally authorized to procee d. We will coordinate our services with Callander and other pr oject consultants in an effort to meet the schedule s and milestones of the project.
Fees for Professional Services
BKF proposes to provide the above described service s on a Time and Materials Basis and offers the fee worksheet, attached as Exhibit A, for budgetary purposes. Our services may require more time for certain subtasks than listed in each line of the fee worksheet. Therefore, we re serve the right to spend more time than may be budg eted for each subtask provided we don’t exceed the total amount proposed for all of our services. BKF will provide monthly invoices with a brief description of the services p rovided during each billing period. Our invoices wi ll identify the number of hours worked and associated hourly rate b y professional category. The cost of materials and other reimbursable expenses, such as printing, reproduction and postage, will be identified as a separate line item on our monthly invoice. Mileage for personal vehicles, whe n used, will be billed at the standard IRS rate. Re imbursable expenses will be billed at cost plus 10% to help cover our costs to carry and process expenses.
BKF understands the City has requested that the fee s for the utility realignment and the street improv ements be separated. Therefore, we have separated the fees accordingly in the attached Exhibit A.
BKF was able to complete our services for the previous phase of the project for approximately $17,000 less than the City budgeted. We understand the City would like for us to invoice against these remaining funds when performing the services in this proposal. Therefore, the amoun t being requested in the fee worksheet has been red uced commensurate with the remaining funds on our existi ng contract.
Although the services being proposed are based on our experience on similar projects, it is unrealistic for BKF to be able to predict all agency requests. Therefore, thi s proposal is not all-inclusive and additional serv ices may be needed in connection with this project.
The fees for the above-described services will ulti mately depend on the level of efforts needed to com plete the scope of services. This may be influenced by the wo rk of other consultants and City requests. The fee s offered are based on our current understanding of the project a nd of the level of effort anticipated to complete d ocuments summarized in this proposal.
The services described herein, as well as services outside of this scope, will only be performed if au thorized by Callander. Fees for additional services (services not included in this proposal) will be billed on a T ime and Materials basis in accordance with our rate schedule, unless otherwise agreed upon. These services can be terminated at any time with written direction from either Callander or BKF. If BKF is given direction from Callander to terminate services before our services are complete, then we will issue a final invoice proportional to the services we provided with our billing cycle following the date services are terminated.
May 7, 2024
Assumptions and Limitations
At this time, BKF has specifically excluded the following items and/or services from this proposal:
Topographic Mapping, subsurface utility locating and/or title search services. Preparing legal descriptions or plats for easements or dedications. Providing Geotechnical Engineering, Structural Engi neering, Architectural, Mechanical, Electrical, Plu mbing or Landscape design services.
Traffic Engineering, including parking studies, signal and RRFB design, or traffic control plans. Designing dry utilities.
Providing or supporting Environmental Consulting.
Designing water tanks, septic systems or wells, sizing pumps, providing water testing, and other utilities. Performing earthwork analysis or preparing computerized grading models. Paying agency fees, preparing applications, or directly coordinating with agencies. Attending public hearings.
Providing construction staking.
Additional services not specifically described in this proposal.
Acceptance
BKF is prepared to begin providing these services u pon receiving an Amendment from Callander and your authorization to proceed. Once authorized, BKF will provide our services under the terms and condition s of our existing Standard Agreement with you dated Septembe r 9, 2022.
BKF will provide our services consistent with the p rofessional skill and care ordinarily provided by c onsultants practicing in the same locality under similar circu mstances. Our services shall be limited to those ex pressly summarized in this proposal and we shall have no ot her obligations or responsibilities, unless otherwi se agreed upon.
If you have questions or would like additional info rmation regarding this proposal, please feel free t o contact us.
We appreciate your confidence in our staff and look forward to providing professional services for this development.
Respectfully,
BKF Engineers
Andrew DeZurik
Project Manager
Exhibit A Hopper Avenue Corridor
Additional Engineering Services
BKF
Subconsultant Fees
Phase Description $'s
61.1 Project Management
61.1.1 Coordination Meetings (7 total) 3,750.00 $
SUBTOTAL 61.1 3,750.00$
61.2 Construction Documents
61.2.2 75% Submittal 41,400.00$
61.2.3 90% Submittal 27,800.00$
61.2.4 100% Submittal 17,800.00$
61.2 87,000.00$
61.3 Construction Documents (Utility Modifications)
61.3.1 40% Submittal 19,250.00$
61.3.2 75% Submittal 10,350.00$
61.3.3 90% Submittal 6,950.00$
61.3.4 100% Submittal 4,450.00$
SUBTOTAL 3.0 41,000.00$
61.4 Qualified SWPPP Developer Services
61.4.1 SWPPP/NOI Development 5,000.00 $
61.4.2 SWPPP/NOI Construction Support 2,000.00 $
61.4.3 QSD Routine Site Visits 2,000.00$
61.4.4 QSD NAL Exceedance/ Non-Compliance Inspections (T&M as needed)
61.2 9,000.00$
61.6 Bidding and Construction Administration
61.6.1 Bid Period 6,250.00$
61.6.2 Construction Period 28,500.00$
SUBTOTAL 4.0 34,750.00$
BKF
61.1 Project Management 3,750.00$
61.2 Construction Documents 87,000.00$
61.3 Construction Documents (Utility Modifications) 41,000.00$
61.4 Qualified SWPPP Developer Services 9,000.00$
61.6 Bidding and Construction Administration 34,750.00$ Remibursable Expenses 1,700.00$
177,200.00$
ID Task # Task Name Duration Start Finish Predecessors
1 Contract Amendment Approval 0 days Mon 06/03 Mon 06/03 2 61.2/3 Construction Documents (including Utility
Modifications)
140 days Mon 06/03 Fri 12/13
3 61.1.1 Monthly Meeting 1 day Mon 06/03 Mon 06/03 1
4 61.2/3.1 40% Submittal 20 days Mon 06/03 Fri 06/28 1
5 Review Period 10 days Mon 07/01 Fri 07/12 4
6 61.1.1 Review Meeting 1 day Fri 07/12 Fri 07/12 5FF
7 61.2/3.2 75% Submittal 30 days Mon 07/15 Fri 08/23 6
8 61.1.1 Monthly Meeting 1 day Mon 08/05 Mon 08/05 7SS+15 days 9 Review Period 10 days Mon 08/26 Fri 09/06 7
10 61.1.1 Review Meeting 1 day Fri 09/06 Fri 09/06 9FF
11 61.2/3.3 90% Submittal 30 days Mon 09/09 Fri 10/18 10 12 61.1.1 Monthly Meeting 1 day Mon 10/07 Mon 10/07 11SS+20 days 13 Review Period (includes Bldg. Division) 20 days Mon 10/21 Fri 11/15 11 14 61.1.1 Review Meeting 1 day Fri 11/15 Fri 11/15 13FF 15 61.2/3.4 100% Submittal 20 days Mon 11/18 Fri 12/13 14 16 61.1.1 Monthly Meeting 1 day Mon 12/02 Mon 12/02 15SS+10 days 17 61.4 Qualified SWPPP Developer Services 180 days Mon 10/21 Fri 06/27 18 61.4.1 SWPPP Development and Support 180 days Mon 10/21 Fri 06/27 11,25FF 19 61.5 PG&E Service 240 days Mon 06/03 Fri 05/02
20 61.5.1 PG&E New Service
Coordination/Application
12 mons Mon 06/03 Fri 05/02
21 61.6 Bidding and Construction Administration 200 days Mon 12/16 Fri 09/19 22 61.6.1 Bid Period 25 days Mon 12/16 Fri 01/17 15
23 Contract Award 15 days Mon 01/20 Fri 02/07 22
24 Mobilization 20 days Mon 02/10 Fri 03/07 23
25 61.6.2 Construction Period 4 mons Mon 03/10 Fri 06/27 24 26 Post-Construction Maintenance 3 mons Mon 06/30 Fri 09/19 25 06/03
M J J A S O N D J F M A M J J A S O
2025
April 26, 2024
Project Schedule
Hopper Avenue Improvements