RESOLUTION NO. 6738-2026
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTOPOL
APPROVING PROFESSIONAL SERVICES AGREEMENT WITH LUDHORFF & SCALMANINI CONSULTING ENGINEERS FOR PROFESSIONAL SERVICES IN AN AMOUNT OF $378,095 PLUS 5% CONTINGENCY FOR PHASE 1 PRELIMINARY DESIGN OF WELL 4 REPLACEMENT PROJECT CIP #0822-24.06
WHEREAS, the City Council approved the Capital Improvement Project for the Well 4 Replacement Project in the adopted Fiscal Year 2025-26 Capital Improvement Plan; and WHEREAS, the City released a Request for Proposals to six (6) engineering firms on November 3, 2025; and WHEREAS, the City received two Proposals and Ludhorff & Scalmanini Consulting Engineers was selected as the most qualified firm for the service and determined to be responsive, fair and reasonable.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sebastopol does hereby approve the Professional Services Agreement with Luhdorff & Scalmanini for the Phase 1 Preliminary Design of Well Replacement Project (CIP #0822-24.06) for amount not to exceed $378,095.00. and authorizes the Interim City Manager to sign the agreement and amendments to the agreement of up to 5% of the approved amount (if needed).
The above and foregoing Resolution was duly passed, approved, and adopted at a meeting by the City Council on the 17th day of March 2026 by the following vote:
VOTE:
Ayes: Councilmembers Carter, HInton, Zollman, Vice Mayor Maurer and Mayor McLewis Noes: None
Abstain: None
Absent: None
APPROVED: _______________________________________
Mayor Jill McLewis
ATTEST: _______________________________________________________________ Mary Gourley, Interim City Manager/City Clerk, MMC
APPROVED AS TO FORM: __________________________________________________ Alex Mog, City Attorney
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AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT, made and entered into on ________________ by and between the City of Sebastopol, located in the County of Sonoma, State of California (City), and Luhdorff & Scalmanini Consulting Engineers (Consultant).
RECITALS:
A. City desires to employ Consultant to furnish professional services in connection with the project described as Phase 1 Preliminary Design of the Well 4 Replacement Project CIP #0822-24.06.
B. Consultant has represented that Consultant has the necessary expertise, experience, and qualifications to perform the required duties.
NOW, THEREFORE, in consideration of the mutual premises, covenants, and conditions herein contained, the parties agree as follows:
SECTION 1 – BASIC SERVICES
Consultant agrees to perform the services set forth in the Consultant’s scope of services shown on Exhibit A, “Proposal” and made part of this Agreement.
SECTION 2 – ADDITIONAL SERVICES
Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to or outside of those set forth in this Agreement or Exhibit A, unless such additional services and compensation are authorized in advance and in writing by the City Council or City Manager of the City.
SECTION 3 – TIME FOR COMPLETION
The time for completion of services shall be as identified in Exhibit A.
SECTION 4 – COMPENSATION AND METHOD OF PAYMENT
A. Subject to any limitations set forth in this Agreement, City agrees to pay consultant the amount specified in Exhibit A, Proposal dated February 25, 2026, attached hereto and made a part hereof. Total compensation shall not exceed a total of $378,095.00, unless additional compensation is approved in accordance with Section 2.
B. Consultant shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month. The invoice shall detail charges by the following categories if applicable: labor (by sub-category), travel, materials, equipment, supplies, subconsultant contracts, and miscellaneous expenses. City shall independently review each invoice submitted to determine whether the work performed, and expenses incurred are in compliance with the provisions of this Agreement. If no charges or expenses are disputed, the invoice shall be approved and City will use its best efforts to cause Consultant to be paid within 30 days of receipt of invoice. If any charges or expenses are disputed by City, the original invoice shall be returned by City to Consultant for correction and resubmission. If the City reasonably determines, in its sole judgment, that the invoiced charges and expenses exceed the value of the services performed to date and that it is probable that Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 the Agreement will not be completed satisfactorily within the contract price, City may retain all or a portion of the invoiced charges and expenses. Within thirty (30) days of satisfactory completion of the project, City shall pay the retained amount, if any, to Consultant.
C. Payment to the Consultant for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Consultant.
SECTION 5 – STANDARD OF PERFORMANCE
Consultant represents and warrants that it has the qualifications, experience and facilities necessary to properly perform the services required under this Agreement in a thorough, competent and professional manner. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. In meeting its obligations under this Agreement, Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to those required of Consultant under this Agreement.
SECTION 6 – INSPECTION AND FINAL ACCEPTANCE
City may inspect and accept or reject any of Consultant’s work under this Agreement, either during performance or when completed. City shall reject or finally accept Consultant’s work within sixty (60) days after submitted to City, unless the parties mutually agree to extend such deadline. City shall reject work by a timely written explanation, otherwise Consultant’s work shall be deemed to have been accepted. City’s acceptance shall be conclusive as to such work except with respect to latent defects and fraud. Acceptance of any of Consultant’s work by City shall not constitute a waiver of any of the provisions of this Agreement including, but not limited to, the sections pertaining to indemnification and insurance.
SECTION 7 – INSURANCE REQUIRED
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (nonowned), with limit no less than $1,000,000 per accident for bodily injury and property damage.
Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6
3. Workers’ Compensation insurance, as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
(Not required if consultant provides written verification that it has no employees)
4. Professional Liability (Errors and Omissions) Insurance appropriates to the Consultant’s profession, with limit no less than $2,000,000 per occurrence or claim, $2,000,000 aggregate. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work. A copy of the claims reporting requirements must be submitted to the City of Sebastopol for review.
If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City of Sebastopol requires, and shall be entitled to, the broader coverage and/or higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Sebastopol.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
The City of Sebastopol, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations.
General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance at least as broad as one of the following ISO ongoing operations Forms: CG 20 10 or CG 20 26 or CG 20 33 (not allowed from subcontractors), or CG 20 38; and one of the following ISO completed operations Forms: CG 20 37, 2039 (not allowed from subcontractors), or CG 20 40.
Primary Coverage
For any claims related to this contract, the Consultant’s insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City of Sebastopol, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City of Sebastopol, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
Notice of Cancellation
Consultant shall provide immediate written notice if (1) any of the required insurance policies is terminated; (2) the limits of any of the required polices are reduced; (3) or the deductible or self-insured retention is increased. In the event of any cancellation or reduction in coverage or limits of any insurance, Consultant shall forthwith obtain and submit proof of substitute insurance.
Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 Waiver of Subrogation
Consultant hereby grants to the City of Sebastopol a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City of Sebastopol by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City of Sebastopol has received a waiver of subrogation endorsement from the insurer. However, the Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Sebastopol for all work performed by the Contractor, its employees, agents, and subcontractors.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City of Sebastopol. The City of Sebastopol may require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or the City of Sebastopol.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City of Sebastopol.
Verification of Coverage
Consultant shall furnish the City of Sebastopol with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to the City of Sebastopol before work begins.
However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The City of Sebastopol reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Subcontractors
Consultant shall require and verify that all subcontractors maintain insurance, meeting all the requirements stated herein, and Contractor shall ensure that the City of Sebastopol is an additional insured on insurance required from subcontractors.
Special Risks or Circumstances
The City of Sebastopol reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
SECTION 8 – INDEMNIFICATION
A. Consultant shall indemnify and hold harmless City, its agents, officers, officials, employees, and volunteers from any and all claims, demands, suits, loss, damages, injury, and/or liability (including any and all costs and expenses in connection therewith), incurred by reason of any negligent or otherwise wrongful act or omission of Consultant, its officers, agents, employees and subcontractors, or any of them, under or in connection with this Agreement; and Consultant agrees at its own cost, expense and risk to defend any and all claims, actions, suits, or other legal proceedings Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 brought or instituted against City, its agents, officers, officials, employees and volunteers, or any of them, arising out of such negligent or otherwise wrongful act or omission, and to pay and satisfy any resulting judgments.
B. When Consultant under this Agreement is duly licensed under California Business and Professions Code as an architect, landscape architect, professional engineer, or land surveyor (“design professional”), the provisions of this section regarding Consultant’s duty to defend and indemnify apply only to claims that arise out of or relate to the negligence, recklessness, or willful misconduct of the design professional.
C. If any action or proceeding is brought against Indemnitees by reason of any of the matters against which Consultant has agreed to indemnify Indemnitees as provided above, Consultant, upon notice from City, shall defend Indemnitees at Consultant’s expense by counsel acceptable to City, such acceptance not to be unreasonably withheld. Indemnitees need not have first paid for any of the matters to which Indemnitees are entitled to Indemnification in order to be so indemnified. The insurance required to be maintained by Consultant shall ensure Consultant’s obligations under this section, but the limits of such insurance shall not limit the liability of Consultant hereunder. The provisions of this section shall survive the expiration or earlier termination of this Agreement.
The provisions of this section do not apply to claims to the extent occurring as a result of the City’s sole negligence or willful acts or misconduct.
SECTION 9 – INDEPENDENT CONTRACTOR STATUS
A. Consultant is and shall at all times remain a wholly independent contractor and not an officer, employee, or agent of City. Consultant shall have no authority to bind City in any manner, nor to incur an obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City.
B. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall have control over the conduct of Consultant or any of Consultant’s officers, employees or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees or agents are in any manner officials, officers, employees or agents of City.
C. Neither Consultant, nor any of Consultant’s officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees.
Consultant expressly waives any claim Consultant may have to any such rights.
SECTION 10 – CONFLICTS OF INTEREST
A. Consultant covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Consultant’s performance of services under this Agreement.
Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent, or subcontractor without the express Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 written consent of the City Manager. Consultant agrees to at all times avoid conflicts with the interests of City in the performance of this Agreement.
B. City understands and acknowledges that Consultant is, as of the date of execution of this Agreement, independently involved in the performance of non-related services for other governmental agencies and private parties. Consultant is aware of any stated position of City relative to such projects.
Any future position of City on such projects shall not be considered a conflict of interest for purposes of this section.
SECTION 11 – OWNERSHIP OF DOCUMENTS
A. All original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared, developed or discovered by Consultant in the course of providing any services pursuant to this Agreement shall become the sole property of City and may be used, reused or otherwise disposed of by City without the permission of the Consultant.
When requested by City, but no later than three years after project completion, Consultant shall deliver to City all such original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents.
B. All copyrights, patents, trade secrets, or other intellectual property rights associated with any ideas, concepts, techniques, inventions, processes, improvements, developments, works of authorship, or other products developed or created by Consultant during the course of providing services (collectively the “Work Product”) shall belong exclusively to City. The Work Product shall be considered a “work made for hire” within the meaning of Title 17 of the United States Code.
Without reservation, limitation, or condition, Consultant hereby assigns, at the time of creation of the Work Products, without any requirement of further consideration, exclusively and perpetually, any and all right, title, and interest Consultant may have in the Work Product throughout the world, including without limitation any copyrights, patents, trade secrets, or other intellectual property rights, all rights of reproduction, all rights to create derivative works, and the right to secure registrations, renewals, reissues, and extensions thereof.
SECTION 12 – CONFIDENTIAL INFORMATION; RELEASE OF INFORMATION A. All information gained or work product produced by Consultant in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Consultant. Consultant shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the City Manager, except as may be required by law.
B. Consultant, its officers, employees, agents or subcontractors, shall not, without prior written authorization from the City Manager or unless requested by the City Attorney of City, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered “voluntary” provided consultant gives City notice of such court order or subpoena.
C. If Consultant, or any officer, employee, agent, or subcontractor of Consultant, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including attorney’s fees, caused by or incurred as a result of Consultant’s conduct.
Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 D. Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder. City retains the right, but has no obligation, to represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite such response.
SECTION 13 – SUSPENSION OF WORK
City may, at any time, by ten (10) days written notice suspend further performance by Consultant. All suspensions shall extend the time schedule for performance in a mutually satisfactory manner and Consultant shall be paid for services performed and reimbursable expenses incurred prior to the suspension date.
SECTION 14 – COMPLIANCE WITH LAW
Consultant shall keep itself informed of and comply with all applicable federal, state and local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this Agreement.
Consultant shall obtain any and all licenses, permits and authorizations necessary to perform the services set forth in this Agreement. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall be liable, at law or in equity, as a result of any failure of Consultant to comply with this section.
SECTION 15 – COMPLIANCE WITH CIVIL RIGHTS
During the performance of this contract, Consultant agrees as follows:
A. Equal Employment Opportunity. In connection with the execution of this Agreement, Consultant shall not discriminate against any employee or applicant for employment because of race, religion, color, ancestry, age, sexual orientation, physical handicap, medical condition, marital status, sex, or national origin. Such actions shall include, but not be limited to, the following: employment, promotion, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rate of pay or other forms of compensation; and selection for training including apprenticeship.
B. Nondiscrimination Civil Rights Act of l964. Consultant will comply with all federal regulations relative to nondiscrimination to federally-assisted programs.
C. Solicitations for Subcontractors including Procurement of Materials and Equipment. In all solicitations, either by competitive bidding or negotiations, made by Consultant for work to be performed under a subcontract, including procurement of materials or leases of equipment, each potential subcontractor, supplier, or lessor shall be notified by Consultant of Consultant’s obligations under this Agreement and the regulations relative to nondiscrimination.
SECTION 16 – RECORDS
A. Records of Consultant’s direct labor costs, payroll costs, and reimbursable expenses pertaining to this project covered by this Agreement will be kept on a generally recognized accounting Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 basis and made available to City if and when required for a period of up to 3 years from the date of Consultant’s final invoice.
B. Consultant’s records and design calculations will be available for examination and audit if and as required. The cost of any reproductions shall be paid by City.
SECTION 17 – COOPERATION BY CITY
All public information, data, reports, records, and maps as are existing and available to City as public records, and which are necessary for carrying out the work as outlined in the Exhibit A, “Scope of Services”, shall be furnished to Consultant in every reasonable way to facilitate, without undue delay, the work to be performed under this Agreement.
SECTION 18 – NOTICES
All notices required or permitted to be given under this Agreement shall be in writing and shall be personally delivered, or sent by facsimile or first class mail, addressed as follows:
To City: City Manager
7120 Bodega Ave
Sebastopol, California 95472
To Consultant: Luhdorff & Scalmanini Consulting Engineers 500 1st Street
Woodland, CA 95695
Notice shall be deemed effective on the date personally delivered or transmitted by facsimile, or, if mailed, three (3) days after deposit in the custody of the U.S. Postal Service.
SECTION 19 – TERMINATION
City may terminate this Agreement, with or without cause, at any time by giving ten (10) days written notice of termination to Consultant. If such notice is given, Consultant shall cease immediately all work in progress.
If either Consultant or City fail to perform any material obligation under this Agreement, then, in addition to any other remedies, either Consultant, or City may terminate this Agreement immediately upon written notice.
Upon termination of this Agreement by either Consultant or City, all property belonging to City which is in Consultant’s possession shall be delivered to City. Consultant shall furnish to City a final invoice for work performed and expenses incurred by Consultant, prepared as set forth in this Agreement.
SECTION 20 – ATTORNEY FEES
If litigation or other proceeding is required to enforce or interpret any provision of this Agreement, the prevailing party in such litigation or other proceeding shall be entitled to an award of reasonable attorneys’ fees, costs and expenses, in addition to any other relief to which it may be Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 entitled. In addition, any legal fees, costs and expenses incurred to enforce the provisions of this Agreement shall be reimbursed to the prevailing party.
SECTION 21 – ENTIRE AGREEMENT
This Agreement, including the attached Exhibits, is the entire, complete, final and exclusive expression of the parties with respect to the matters addressed therein and supersedes all other agreements or understandings, whether oral or written, or entered into between Consultant and City prior to the execution of this Agreement. No statements, representations or other agreements, whether oral or written, made by any party which are not embodied herein shall be valid and binding unless in writing duly executed by the parties or their authorized representatives.
SECTION 22 – SUCCESSORS AND ASSIGNS
This Agreement shall be binding on the heirs, executors, administrators, successors and assigns of the parties. However, this Agreement shall not be assigned by Consultant without written consent of the City.
SECTION 23 – CONTINUITY OF PERSONNEL
Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant’s staff assigned to perform the services required under this Agreement. Consultant shall notify City of any changes in Consultant’s staff assigned to perform the services required under this Agreement, prior to any such performance.
SECTION 24 – DEFAULT
In the event that Consultant is in default under the terms of this Agreement, the City shall not have any obligation or duty to continue compensating Consultant for any work performed after the date of default and may terminate this Agreement immediately by written notice to Consultant.
SECTION 25 – WAIVER
Waiver by any party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision, nor a waiver of any subsequent breach or violation of any provision of this Agreement. Acceptance by City of any work or services by Consultant shall not constitute a waiver of any of the provisions of this Agreement.
SECTION 26 – LAW TO GOVERN; VENUE
This Agreement shall be interpreted, construed and governed according to the laws of the State of California. In the event of litigation between the parties, venue in state trial courts shall lie exclusively in the County of Sonoma. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Northern District of California, in San Francisco.
Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 SECTION 27 – SEVERABILITY
If any term, condition or covenant of this Agreement is declared or determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall not be affected thereby and the Agreement shall be read and construed without the invalid, void or unenforceable provision(s).
SECTION 28 – SPECIAL PROVISIONS
This Agreement is subject to the following special provisions: none.
IN WITNESS WHEREOF, the parties hereto have accepted, made, and executed this Agreement upon the terms, conditions, and provisions above stated, the day and year first above written.
City: Consultant:
Luhdorff & Scalmanini
Consulting Engineers
By: By:
Name: Mary Gourley Date Name: Scott Lewis Date
Title: Interim City Manager Title: President
Approved as to Form:
By:
Name: Alex Mog Date
Title City Attorney
Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 February 25, 2026 Project No. 25-2-196
Oriana Hart, Public Works Director
City of Sebastopol
Public Works Department
714 Johnson Street
Sebastopol, CA 95472
SUBJECT: Updated Scope of Work and Budget – City of Sebastopol Well 4 Replacement (CIP #0822-24.06)
Dear Ms. Hart,
Pursuant to discussions between Luhdorff and Scalmanini Consulting Engineers (LSCE) and the City of Sebastopol (City), LSCE has prepared this updated scope of work and budget estimate to provide hydrogeologic and engineering support services for the City’s Well 4 Replacement Project. The proposed services are intended to support the planning, design, permitting, funding assistance, and bid-phase support for a replacement municipal supply well that will provide a reliable and sustainable long-term water source for the City. This updated scope and budget reflect LSCE’s current understanding of project needs, anticipated technical requirements, and coordination with City staff and applicable regulatory agencies.
DETAILED SCOPE OF WORK
LSCE has reviewed and understands the project as outlined in the City’s RFP. The Scope of Work outlined in the tasks below encompasses all the core objectives outlined in the RFP and discussions with the City.
Phase 1
Task 1 – Project Coordination, Meetings, and Administration Task 1.1 – Kickoff and Information Request
LSCE’s work on the project will begin with a kickoff meeting with City staff and key LSCE team members to discuss the various aspects of the project. Items such as contact information, chain of command, the City’s project expectations, respective roles and responsibilities, schedule, design preferences and parameters, and site constraints shall be discussed at the kick-off meeting. Following the meeting, LSCE will provide the City with a list of requested information. 500 First Street, Woodland, CA 95695 • Tel. 530.661.0109 • Fax. 530.661.6806 • lsce.com EXHIBIT A Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 Task 1.2 - Project Coordination, Meetings, and Administration Key LSCE team members will attend regular design meetings with the City to discuss various aspects of the project. For each meeting, LSCE will prepare and distribute meeting agendas, minutes, and summaries of action items. LSCE will also provide frequent updates via email, telephone, or web-based meeting platforms as needed throughout the project. This task also provides project management and administrative activities such as: (a) Contractual Arrangements, (b) Ongoing Examination Regarding Adherence to The Scope, Budget, and Schedule, (c) Coordination of Staff Resources (d) Internal Review of Work Products, (e) Management of Subcontractors, (f) Billing Review, and (g) Scoping and Budgeting.
Task 2 – Funding Assistance
LSCE will assist the City with preparing and submitting a DWSRF funding application, including assembling technical documentation, schedules, preliminary cost estimates, and environmental compliance materials.
TASK 2.1 – DWSRF Construction Funding Application
LSCE will coordinate with the City to incorporate the needed information and data for the proposed Project to complete the DWSRF Construction Funding Application. The Project scope of work, budget, and schedule will be developed in coordination with the City, consistent with the 2025 DWSRF Construction Funding Program guidelines. LSCE will prepare and submit the required DWSRF Construction Funding Application documents, including the application elements, as follows:
• General Package - DWSRF Construction Funding Application Package • Technical Package - DWSRF Construction Funding Application Package (100% design) • Environmental Package - DWSRF Construction Funding Application Package (CEQA-Plus) • Financial Package - DWSRF Construction Funding Application Package The application elements above will be developed based on information provided by the City. LSCE will develop a comprehensive DWSRF construction funding application, which will contain the four packages outlined above.
LSCE will develop the Project Report required as part of the Technical Package submittal and will incorporate the 100% plans and specifications prepared under Tasks 4 and 5 into the Project Report, as required for a complete DWSRF funding application.
LSCE will submit a draft of the completed DWSRF Construction Funding Application packages to the City for review and comment before submitting the final application. Comments from the City will be incorporated into the final application submitted to the SWRCB.
LSCE will submit the completed DWSRF Construction Funding Application through the SWRCB’s online FAAST process. The process of receiving funding approval is anticipated to occur in the fourth quarter of 2026. The funding agency will review applications in 2027, subject to their schedule for processing other funding applications. LSCE will work with the funding agency to submit a complete application and to help coordinate a timely decision for funding approval.
Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 Task 2.2 – DWSRF Environmental Documentation
This task involves preparing the minimum CEQA-Plus requirements outlined in the DWSRF funding policy.
This would involve preparing Cultural and Biological Resource Assessments that meet both federal and state environmental requirements. It is LSCE’s experience that, at a minimum, these assessments are required for all DWSRF construction applications and must be completed as part of the application approval process. These are in addition to the proposed CEQA compliance documentation for a well replacement, which typically involves preparing and filing a Notice of Exemption. Any additional CEQAPlus or other compliance documentation required, beyond that described above, would be prepared through an additional task order as agreed upon between the parties. It has been LSCE’s experience that the DWSRF funding program often requires the most stringent environmental documentation and processes compared to other funding options. If the DWSRF financing option is not pursued, this task will not be required, and the funds allocated for it can instead be applied toward alternative funding procurement under Task 6.3.
Task 2.3 – Alternate Funding Sources (Optional)
LSCE can also assist the City with the identification of alternate funding opportunities and the City’s eligibility for identified funding sources. If the City chooses to pursue an alternative funding source, LSCE would assist with the funding application procurement process and coordination with the funding agency.
Task 6.3(a) would involve reviewing the current City water project funding TM prepared by Hazen-Sawyer and preparing an updated TM that reviews other funding options and recommends best available funding sources to pursue in order to fund the proposed well replacement project in a timely manner.
The deliverables for this task include a draft Project Funding Technical Memorandum for City staff review and comment, followed by a final Project Funding Technical Memorandum suitable for inclusion in City files and for use on the project.
Task Budget = Task 6.3(a). = $ 5,000
Under Task 6.3(b), LSCE will assist the City with the preparation and submittal of recommended best available funding source application and document submittal to the funding agency for review and approval. LSCE will coordinate and collaborate with the funding agency to facilitate funding approval and provide assistance with funding agreement execution.
Task Budget = Task 6.3(b). = $20,175
Note that Task 6 budget is adjusted for elimination of $23,000 budget to prepare DWSRF funding (Tasks
6.1 and 6.2) application assuming the City selects a different funding source that is recommended in the Final Project Funding TM.
Task 3 – Permitting Assistance
Task 3.1 – Permitting Assistance
Through our work on numerous projects in the past, LSCE has developed a good working relationship with the SWRCB and other regional permitting and regulatory entities and can assist in expediting all necessary Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 applications and supporting permit documents in a cost-efficient manner. LSCE envisions that the following permitting activities will be required to complete the project.
SWRCB-DDW Water Supply Permit Amendment – LSCE will coordinate with the SWRCB-DDW and the City to provide all necessary supporting technical information to complete the water supply permit amendment package, which will be submitted to the SWRCB-DDW. LSCE has completed numerous new and amended water supply permits and has a thorough understanding of the SWRCB-DDW process and the required submittals. A draft watersupply amendment will be submitted to the SWRCB-DDW following construction of the production well. Following the completion and acceptance of the project, LSCE will assist the City with the preparation of the final DDW amended water supply permit, which will include updates to the information from the preliminary submittal and the submission of the final As-Built drawings prepared by LSCE.
CEQA – LSCE envisions that the project meets the requirements for a CEQA categorical exemption. LSCE will prepare CEQA documentation consistent with a Class 1 or Class 3 Categorical Exemption, including drafting the exemption form, providing supporting technical rationale, coordinating with City Planning staff, and assisting the City in filing the Notice of Exemption.
Other Permitting Activities – LSCE will contact applicable agencies as needed to establish permitting requirements for well drilling (County of Sonoma), well siting concurrence (Division of Drinking Water), encroachment permits(City), and discharge requirementsfor development and pump testing fluids(City).
Task 4 – Site Specific Investigation
Task 4.1 – Initial Site Assessment
Well Siting Review – LSCE will complete a thorough onsite inspection/assessment of the site. Specifically, LSCE will evaluate the well site in relation to the siting and constructability of the new well, as well as the DDW setback distances from sanitary features and control zone requirements.
Hydrogeologic Review – The goal of the hydrogeologic review is to determine the probable yield, water quality, anticipated well depth, screen intervals, static and pumping water levels, specific capacity, and potential impacts on nearby wells due to the pumping of the new well.
Evaluation of Potential Impacts to Groundwater Quality – LSCE will investigate possible sources of groundwater contamination in the vicinity of the project site.
Task 4.2 – Test Hole and Monitoring Well
Task 3.2 will include test hole drilling and installation of a nested monitoring well. A test hole will be drilled to collect lithologic samples for analysis and to conduct a downhole geophysical survey that will be used to evaluate subsurface materials and to design a new production well. Based on the results of test hole drilling and geophysical logging, two to three nested casings will be constructed within the test hole. The nested monitoring well will allow for the collection of zone-specific water levels and water quality samples. A preliminary test hole depth of 550 feet, based on LSCE’s initial data review, was used for the purposes of the project cost estimation. LSCE will provide subcontracted test hole drilling services from a licensed drilling contractor and will oversee the work to ensure that it is performed in accordance with Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 ourstringent specifications and high expectations. The selected drilling contractor will be required to fully contain and take possession of all drilling fluids and cuttings generated during the project and properly dispose of them offsite. LSCE will ensure that all necessary permits to perform the work will be secured.
LSCE will provide documentation and sampling services during the drilling process, including preparation of a lithologic log, inspection of drilling cuttings at a minimum of 10-foot of borehole advanced, interpretation of geophysical (electric) logs, and grain size distribution analysis ofselected samples. Based on the borehole investigation, LSCE will prepare a monitoring well design. A typical nested monitoring site may include up to three, 2-inch-diameter polyvinyl chloride (PVC) monitoring wells, completed in different zones. The screen section(s) of each monitoring well will be isolated from one another using intermediate bentonite seals, allowing for discrete water level measurements and water quality sampling. LSCE will oversee the construction and development of the nested monitoring well.
Task 4.3 – Monitoring Well Sampling
Task 3.3 includes sampling of the nested monitoring well. LSCE will provide technicians and equipment to purge and sample each monitoring well casing. Each casing will be purged before sampling to ensure that the well is fully purged and that representative formation water is being pumped from the monitoring well. LSCE will deliver the samples to a certified ELAP state-certified laboratory. The water quality analysis will include Title 22 Drinking Water constituents and other constituents of concern, including PFAS compounds. The results of the water quality laboratory analysis will be tabulated in a water quality summary table for inclusion in the Task 3.4 deliverable.
Task 4.4 – Well Design Recommendation Report
LSCE will prepare and deliver to the City an Investigation Summary and Preliminary Well Design Report that will summarize the findings of the site assessment and site characterization work performed as part of Tasks 3.2 and 3.3. The report will include:
• A summary of all field activities associated with test hole drilling, monitoring well construction and development, and water quality sampling purge logs
• A lithologic log based upon interpretation of collected lithologic samples and the geophysical log • Geophysical log
• Grain size distribution chart ofselected formation samples • Monitoring well as-built diagram
• Daily inspection sheets
• A summary of water quality results and laboratory analytical report • Copies of all project permits
• Copy of the Well Completion Report
LSCE will prepare a site-specific preliminary production well design based on data gathered during test hole and monitoring well evaluation, and our experience in the area. The principal design elements to achieve a hydraulically efficient and sand-free well include:
Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 • Borehole and casing depths and
diameters
• Casing and screen wall thickness
• Gravel pack gradation
• Screen slot size
• Casing material type(s)
• Screen intervals
• Screen type and material
• Seal depths
• Accessory pipe depth, material, and
diameter
The report will include a drafted preliminary well design profile. The design elements of the well and yield estimation will be discussed in the report. A preliminary engineer’s estimate for the construction and testing of the well will be included in the report. LSCE will meet with the City to discuss the results and findings of the test hole/monitoring well investigation and new well design recommendations. LSCE will incorporate the City’s design comments into the final well design.
Task 4.5 – Siting Concurrence
After the City approves the well design, LSCE will prepare an initial DDW submittal document requesting siting and design concurrence for the new well, based on compliance with DDW and DWR regulations.
The initial submittal will include a preliminary well design, site layout, location map indicating location and distances of sanitary features from the proposed well location, delineation of the wellhead control zone, and a preliminary DWSAP.
Phase 2
Task 5 – Production Well Final Design
Task 5.1 – Production Well Construction Specifications
LSCE will prepare specifications that include detailed construction requirements to be followed by the well drilling contractor during every phase of the project, including minimum acceptable methods for drilling fluid control, well development, pump testing, and well performance standards. Othersite-specific items will include requirements for the containment and disposal of drill cuttings, as well as the handling of discharge water during development and test pumping, in accordance with applicable local, state, and federal regulations. The production well specifications will include comprehensive design plans, accompanied by an engineer’s cost estimate for the City’s use.
LSCE will attend up to two regulatory coordination meetings with SWRCB-DDW and the Water Board, supporting the City with technical presentations and responding to regulator questions related to siting, well design, and water supply permit amendments under this task.
LSCE will also support one public outreach meeting under this task by preparing presentation materials, summarizing technical content in accessible formats, and attending meetings with City staff to respond to community questions related to well siting, design, construction sequencing, and water-quality considerations.
500 First Street, Woodland, CA 95695 • Tel. 530.661.0109 • Fax. 530.661.6806 • lsce.com Ms. Hart
February 2026
Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 LSCE will provide comprehensive bidding support and bid recommendation services, including preparation of bid documents, assistance during the bidding period, responses to contractor questions, and evaluation of submitted bids for completeness, responsiveness, and overall value. LSCE will review the qualifications and proposed costs of each bidder and provide a recommendation to the City to support selection of the most qualified and cost-effective contractor for the project.
Task 6 – Pump Station Final Design
Task 6.1 – Preliminary Pump Station Design Activities
LSCE will meet with and conduct a site visit with City personnel to discuss the overall pump station project design requirements, construction concepts, and site constraints at the existing site. The primary goal of the site visit is to discuss the design elements required to serve the new facility, including water supply connection, storm drain pump-to-waste (overboard) operations, building sewer systems, electrical services, radio communications, access controls, and other relevant aspects. To aid in this preliminary design effort, LSCE will distribute a design basis checklist documentto the City, enabling it to quickly obtain a comprehensive understanding of the City’s preferences for the functionality, operation, and equipment to be designed.
The LSCE Team will complete a topographic survey basemap in AutoCAD format for the project site. The basemap will be used for the preliminary layout of the pump station, which will, in turn, be used for preparing the final bid set plans. LSCE will incorporate City-provided standard plans, as-builts, and base mapping (as available) into the design process to ensure consistency with existing infrastructure. It is assumed that an existing geotechnical site investigation/study is available from the City for purposes of facilitating the overall project design, including structural foundation and building design elements.
Under this task, LSCE will also develop a Preliminary Design Report (PDR). The report will summarize design criteria, site constraints, and key assumptions established during early coordination with the City.
It will present preliminary layouts for the building, site civil improvements, process piping, electrical systems, and instrumentation. The report will also include an evaluation of the City-furnished pump equipment for compatibility with well performance data, along with any recommended adjustments to accommodate the equipment within the pump station design. Additionally, the PDR will outline anticipated permitting needs, identify any remaining data gaps, and provide a preliminary engineer’s estimate of probable construction cost. The document will serve as the basis for the development of the initial 50% design submittal (as part of Task 5.2) and will confirm alignment between LSCE and the City on scope, configuration, and design direction before advancing into detailed design.
Task 6.2 – Pump Station Design and Construction Specifications This task covers the scope of work required to prepare the engineering plans and technical specifications for the project, consisting of a well pump and motor, motor control center, discharge piping, chemical treatment system, instrumentation, electrical control panels, SCADA communication, a wood-framed building to house the above-ground components onsite, and all other required site improvements. The design will also address all other site modifications and improvements, including grading, drainage, paving, fencing, painting, etc. Following submittal of the PDR, the detailed design will be completed at the 50% and 100% stages, and an Engineer’s Estimate of project construction costs will be prepared with each Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 Ms. Hart
February 2026
design phase. After the City’s review of each design phase, LSCE will prepare the complete set of plans and specifications for the subsequent design stage, incorporating any comments received from the City in the previous design reviews.
LSCE will attend up to two regulatory coordination meetings with SWRCB-DDW and the Water Board to obtain approval for the well pump station plans, the water supply permit amendment, and to coordinate field visits during project startup.
LSCE will also support one public outreach meeting under this task by preparing presentation materials, summarizing technical content in accessible formats, and attending follow-up meetings with City staff to respond to community questions related to the well pump station design and construction scope.
LSCE will provide comprehensive bidding support and bid recommendation services, including preparation of bid documents, assistance during the bidding period, responses to contractor questions, and evaluation of submitted bids for completeness, responsiveness, and overall value. LSCE will review the qualifications and proposed costs of each bidder and provide a recommendation to the City to support selection of the most qualified and cost-effective contractor for the project.
FEE ESTIMATE
LSCE’s estimated cost to complete the scope of work outlined in this proposal is based on our current understanding of the project and what would be typically expected to complete the tasks described based on our prior experience. The cost estimate assumes the following:
• A project design duration of 11-16 months.
• General Conditions, Supplemental General Conditions, and other “front-end” specifications will be prepared by the City.
• Design documents will conform to the City’s standards. • Construction-related costs are not included.
• Any additional environmental requirements beyond a Notice of Exemption (Task 2) and Cultural and Biological Resource Assessments (Task 6.2), are not included in the cost estimate Table 1 summarizes the project cost estimate by task. Attached is a detailed project cost estimate, including hours per LSCE task and subtask, billing rate by employee classification, estimated subconsultant costs, and miscellaneous expenses. LSCE will invoice monthly for labor, subcontracted services, and direct costs only as incurred, in accordance with our 2026 Schedule of Fees for Engineering and Field Services, which is included below.
Fees shall remain in effect for the full contract period. In the event that the City directs LSCE to deviate from the proposed scope, or as dictated by unforeseen field conditions or events beyond LSCE’s control, LSCE will provide notification of any potential changes in the estimated cost to complete the work. LSCE will not proceed with any work that deviates from the approved scope and budget until approval to proceed is granted by the City.
Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 Table 1. Estimated Project Budget Summary
Task LevelOf Effort
(hours)
Estimated
Budget(dollars)
Phase 1 – Preliminary Design
Task 1. Project Coordination, Meetings, and Administration 89 $22,795 Task 2. Funding Assistance* 95 $25,175
Task 3. Permitting Assistance 26 $16,185
Task 4. Site Specific Investigation 258 $313,940
Phase 1 Total Not to Exceed $378,095
Phase 2 – Final Design and Bid Support
Task 1. Project Coordination, Meetings, and Administration 89 $22,795 Task 5. Production Well Design 40 $8,490
Task 6. Pump Station Design 648 $230,169
Total Project Hours and Budget 1,245 $639,549
*Assumes Alternative funding approach to DWSRF will be pursued. Cost of this Task if DWSRF funding is pursued is $44,200.
SCHEDULE
LSCE’s proposed schedule is based on the tasks outlined in this scope of work, with an anticipated project completion date of January 2027.
We appreciate the opportunity to provide the City with this updated scope and budget. We will be happy to respond If you have any questions regarding either.
Sincerely,
Luhdorff & Scalmanini
Consulting Engineers
Charlie Jenkins, P.G. Scott Lewis, P.G.
Senior Geologist Senior Principal Geologist | President Attachments:
Detailed Cost Estimate
2026 Schedule of Fees for Engineering and Field Services Project Schedule
Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 Client City of Sebastopol
Project Well 4 Replacement
Job No. 25-2-196
Est. By CJ, OS
Date 2/25/2026
Senior Principal
Professional
Supervising
Professional
Senior
Professional
Staff
Professional Prevailing Wage Clerical Water Quality Bradley and Sons (Drilling)
Frisch
(Electrical)
Dokken
(CEQA)
PASE
(Structural)
Raney
(Geotech)
Phelps
(Surveying) Direct Expenses
Task Description $300 $265 $235 $185 $230 $115 Incurred Incurred Incurred Incurred Incurred Incurred Incurred Incurred Task Hours 6 8 6 8 0 0 28
Task Cost $1,800 $2,120 $1,410 $1,480 $0 $0 $6,810
SubTotal $1,800 $2,120 $1,410 $1,480 $0 $0 $6,810
Task Hours 12 29 20 0 0 0 0
Task Cost $3,600 $7,685 $4,700 $0 $0 $0 $15,985
SubTotal $3,600 $7,685 $4,700 $0 $0 $0 $15,985
$22,795
Task Hours 80 80
Task Cost $0 $21,200 $0 $0 $0 $0 $21,200
SubTotal $0 $21,200 $0 $0 $0 $0 $21,200
Task Hours 0 0
Task Cost $0 $0 $0 $0 $0 $0 $0
Outside Services $23,000 $23,000
SubTotal $0 $0 $0 $0 $0 $0 $23,000
Task Hours 95 95
Task Cost $0 $25,175 $0 $0 $0 $0 $25,175
Outside Services $0
SubTotal $0 $25,175 $0 $0 $0 $0 $25,175
$69,375
Task Hours 4 6 4 12 0 0 26
Task Cost $1,200 $1,590 $940 $2,220 $0 $0 $5,950
Outside Services $10,235 $10,235
SubTotal $1,200 $1,590 $940 $2,220 $0 $0 $16,185
$16,185
Task Hours 8 0 16 24 0 0 48
Task Cost $2,400 $0 $3,760 $4,440 $0 $0 $10,600
SubTotal $2,400 $0 $3,760 $4,440 $0 $0 $10,600
Task Hours 4 0 16 24 60 0 104
Task Cost $1,200 $0 $3,760 $4,440 $13,800 $0 $23,200
Outside Services $239,600 $239,600
SubTotal $1,200 $0 $3,760 $4,440 $13,800 $0 $262,800
Task Hours 2 0 4 12 24 0 42
Task Cost $600 $0 $940 $2,220 $5,520 $0 $9,280
Outside Services $18,000 $18,000
SubTotal $600 $0 $940 $2,220 $5,520 $0 $27,280
Task Hours 8 0 4 24 0 4 40
Task Cost $2,400 $0 $940 $4,440 $0 $460 $8,240
SubTotal $2,400 $0 $940 $4,440 $0 $460 $8,240
Task Hours 4 0 8 8 0 4 24
Task Cost $1,200 $0 $1,880 $1,480 $0 $460 $5,020
SubTotal $1,200 $0 $1,880 $1,480 $0 $460 $5,020
$313,940
Task Hours 6 8 6 8 0 0 28
Task Cost $1,800 $2,120 $1,410 $1,480 $0 $0 $6,810
SubTotal $1,800 $2,120 $1,410 $1,480 $0 $0 $6,810
Task Hours 12 29 20 0 0 0 0
Task Cost $3,600 $7,685 $4,700 $0 $0 $0 $15,985
SubTotal $3,600 $7,685 $4,700 $0 $0 $0 $15,985
$22,795
Task Hours 6 0 8 26 0 0 40
Task Cost $1,800 $0 $1,880 $4,810 $0 $0 $8,490
SubTotal $1,800 $0 $1,880 $4,810 $0 $0 $8,490
$8,490
Task Hours 0 48 0 88 0 4 140
Task Cost $0 $12,720 $0 $16,280 $0 $460 $29,460
Outside Services $11,500 $5,750 $4,198 $21,448
SubTotal $0 $12,720 $0 $16,280 $0 $460 $50,908
Task Hours 0 150 0 350 0 8 508
Task Cost $0 $39,750 $0 $64,750 $0 $920 $105,420
Outside Services $43,942 $29,900 $73,842
SubTotal $0 $39,750 $0 $64,750 $0 $920 $179,262
$230,169
Total LSCE Hours 72 453 112 584 84 20 1325
Total LSCE Cost $21,600 $120,045 $26,320 $108,040 $19,320 $2,300 $297,625 Outside Services $18,000 $239,600 $43,942 $33,235 $41,400 $5,750 $4,198 $386,124 $683,749
Task 1.2 – Project Coordination,
Meetings, and Administration
Task 1 – Project Coordination, Meetings, and Administration Summary
Task 6.2 – Pump Station Design
and Construction Specifications
Total Task Cost Estimate
Task 6 – Pump Station Final Design
Task 5 – Production Well Design
Cost Estimate for City of Sebastopol
for Well 4 Replacement
Total Task Cost Estimate
Task 3 – Permitting Assistance
Task 3.1 – Permitting
Assistance
SUMMARY
Task 5.1 – Production Well
Construction Specifications
Total Task Cost Estimate
Total Task Cost Estimate
Task 6.1 – Preliminary Pump
Station Design Activities
Total Cost Estimate
Task 1.1 – Kickoff and
Information Request
Task 4 – Site Specific Investigation
Total Task Cost Estimate
Task 4.1 – Initial Site
Assessment
Task 4.4 – Well Design
Recommendation Report
Task 4.5 – Siting Concurrence
Task 4.2 – Test Hole and
Monitoring Well
Task 4.3 – Monitoring Well
Sampling
Total Task Cost Estimate
Phase 1 - Preliminary Design
Phase 2 - Final Design and Bid Suppport
Task 2.3 – Alternative Funding
Sources (Optional)
Task 2 – Funding Assistance
Task 2.1 – Project Funding
Procurement-DWSRF
Task 2.2 – DWSRF
Environmental Documentation
Total Task Cost Estimate
Task 1 – Project Coordination, Meetings, and Administration Task 1.1 – Kickoff and
Information Request
Task 1.2 – Project Coordination,
Meetings, and Administration
Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 500 FIRST STREET • WOODLAND, CA 95695
Professional*
Senior Principal ............................................................................................ $300/hr.
Principal Professional................................................................................... $280/hr.
Supervising Professional.............................................................................. $265/hr.
Senior Professional ...................................................................................... $235/hr.
Project Professional ..................................................................................... $208/hr.
Staff Professional ......................................................................................... $185/hr.
Technical
Senior DMS/GIS Analyst…………………………………………………………………..……...$178/hr.
DMS/GIS.......................................................................................................$178/hr.
Engineering Assistant...................................................................................$148/hr.
Technician......................................................................................................... $148/hr.
Project Admin Support
Word Processing, Clerical............................................................................. $115/hr.
Digital Communications Specialist............................................................... $130/hr.
Project Admin/Accounting Assistant ........................................................... $130/hr.
Vehicle Use $0.70/mi (or curr. IRS rate)
Subsistence Cost Plus 15%
Groundwater Sampling Equipment(Includes Operator) $220.00/hr Copies $0.20 ea.
Professional or Technical Testimony 200% of Regular Rates Technical Overtime (if required) 150% of Regular Rates
Outside Services/Rentals Cost Plus 15%
Services by Associate Firms Cost Plus 15%
Prevailing Wage Rate $230/hr until June 30, 2026
Prevailing Wage Rate $235/hr after July 1, 2026
* Engineer, Geologist, Hydrogeologist, and Hydrologist
2026 SCHEDULE OF FEES
ENGINEERING AND RELATED FIELD SERVICES
Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6 ID
Task Name Duration Start Finish
1 Council Approval 1 day Tue 3/17/26 Tue 3/17/262 Notice to Proceed 1 day Wed 3/18/26 Wed 3/18/263 TASK 1 - Project Coordination, Meetings, and Administration 11.05 mons Mon 3/23/26 Mon 1/25/274 Task 1.1 - Kickoff and Information Request 1 day Mon 3/23/26 Mon 3/23/265 Task 1.2 - Project Coordination, Meetings and Administration 11 mons Tue 3/24/26 Mon 1/25/276 TASK 2 - Funding Assistance 11 mons Tue 3/24/26 Mon 1/25/277 Task 2.1 - DWSRF Construction Funding Application 11 mons Tue 3/24/26 Mon 1/25/278 Task 2.2 - DWSRF Environmental Documentation 11 mons Tue 3/24/26 Mon 1/25/279 Task 2.3 - Alternate Funding Sources (Optional) 11 mons Tue 3/24/26 Mon 1/25/27 10 TASK 3 - Permitting Assistance 3 mons Tue 3/24/26 Mon 6/15/2611 Task 3.1 - Permitting Assistance 3 mons Tue 3/24/26 Mon 6/15/2612 TASK 4 - Site Specific Investigation 3 mons Tue 3/24/26 Mon 6/15/2613 Task 4.1 - Initial Site Assessment 0.3 mons Tue 3/24/26 Tue 3/31/2614 Task 4.2 - Test Hole and Monitoring Well 0.35 mons Wed 4/1/26 Thu 4/9/2615 Task 4.3 - Monitoring Well Sampling 0.35 mons Fri 4/10/26 Mon 4/20/2616 Task 4.4 - Well Design Recommendation Report 1 mon Tue 4/21/26 Mon 5/18/2617 Task 4.5 - Siting Concurrence 1 mon Tue 5/19/26 Mon 6/15/2618 TASK 5 - Production Well Design 1 mon Tue 6/16/26 Mon 7/13/2619 Task 5.1 - Production Well Construction Specifications 1 mon Tue 6/16/26 Mon 7/13/2620 TASK 6 - Pump Station Final Design 8 mons Tue 6/16/26 Mon 1/25/2721 Task 6.1 - Preliminary Pump Station Design Acitivities 2 mons Tue 6/16/26 Mon 8/10/2622 Task 6.2 - Pump Station Design and Construction Specifications 6 mons Tue 8/11/26 Mon 1/25/27 Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb
Qtr 2, 2026 Qtr 3, 2026 Qtr 4, 2026 Qtr 1, 2027
City of Sebastopol Well 4 Replacement
(Rev 2026)
1 of 1
Docusign Envelope ID: 102FD43D-696A-49DF-98B8-5482A9FA7BD6