DRAFT CONSULTANT SERVICES AGREEMENT BETWEEN CITY OF SUNNYVALE AND BELLECCI & ASSOCIATES, INC. FOR PROFESSIONAL SERVICES FOR THE CITYWIDE WATERLINE REPLACEMENT 2025 PROJECT
THIS AGREEMENT, dated ______________________________, is by and between the CITY OF SUNNYVALE ("CITY"), a California chartered municipal corporation, and BELLECCI & ASSOCIATES, INC. ("CONSULTANT"), a California corporation.
WHEREAS, CITY advertised a Request for Proposals (RFP) F24-177 on April 25, 2024 for Professional Services for the Citywide Waterline Replacement 2025 Project; and
WHEREAS, CONSULTANT submitted a proposal on May 30th, 2024; and WHEREAS, CITY desires to secure professional services necessary for investigation, analysis, design, preparation of construction drawings and contract specifications, consultation, services during construction and other services for a project known as Citywide Waterline Replacement 2025 Project; and WHEREAS, CONSULTANT represents that it, and its sub-consultants, if any, possess the professional qualifications and expertise to provide the required services and are licensed by the State of California to practice engineering in the required disciplines; NOW, THEREFORE, THE PARTIES ENTER INTO THIS AGREEMENT.
1. Services by CONSULTANT
CONSULTANT shall provide services in accordance with Exhibit "A" entitled “Detailed Scope of Work.” All exhibits referenced in this Agreement are attached hereto and are incorporated herein by reference. To accomplish that end, CONSULTANT agrees to assign Daniel Leary, PE, PTOE, QSD to this project, to act in the capacity of Project Manager and personally direct the professional services to be provided by CONSULTANT.
Except as specified in this Agreement, CONSULTANT shall furnish all technical and professional services, including labor, material, equipment, transportation, supervision and expertise to perform all operations necessary and required to satisfactorily complete the services required in this Agreement.
2. Notice to Proceed/Completion of Services
A. CONSULTANT shall commence services upon receipt of a Notice to Proceed from CITY. Notice shall be deemed to have occurred three (3) calendar days after deposit in the regular course of the United States mail.
B. When CITY determines that CONSULTANT has satisfactorily completed the services defined in Exhibit “A,” CITY shall give CONSULTANT written Notice Attachment 1
of Final Acceptance, and CONSULTANT shall not incur any further costs hereunder. CONSULTANT may request this determination of completion when, in its opinion, it has satisfactorily completed the Scope of Work (Exhibit “A”), and if so requested, CITY shall make this determination within fourteen (14) days of such request.
3. Project Schedule
The Project Schedule is set forth in the attached Exhibit “A-1.”
4. Payment of Fees and Expenses
Payments shall be made to CONSULTANT on a monthly basis as set forth in the attached Exhibit “B” entitled “Compensation Schedule.” All compensation will be based on monthly billings as provided in Exhibit "B." Compensation will not be due until said detailed billing is submitted to CITY within a reasonable time before payment is expected to allow for normal CITY processing. An estimate of the percent of total completion associated with the various categories of the services shall be furnished by CONSULTANT with said billing. When applicable, copies of pertinent financial records will be included with the submission of billing(s) for all direct reimbursables.
Compensation shall not exceed the amounts set forth in Exhibit “B” for each phase. In no event shall the total amount of compensation payable under this agreement exceed the sum of One Million Six Hundred Fifteen Thousand Seven Hu ndred Thirty-Two and No/100 Dollars ($1,615,732.00) for the duration of the contract, as well as optional services in an amount not to exceed Two Hundred Forty Seven Thousand Two Hundred Fifty One and No/100 Dollars ($247,251.00) unless upon written modification of this Agreement in accordance with Section 30 below. In no event shall the total amount of compensation payable under this agreement exceed the sum of One Million Eight Hundred Sixty Two Thousand Nine Hundred Eighty Three and No/100 Dollars ($1,862,983). All invoices, including detailed backup, shall be sent to City of Sunnyvale, attention Accounts Payable, P.O. Box 3707, Sunnyvale, CA 94088-3707.
CONSULTANT will be reimbursed as promptly as fiscal procedures will permit upon receipt by the CITY of itemized invoices in triplicate. Invoices shall be submitted no later than 45 calendar days after the performance of work for which CONSULTANT is billing. Invoices shall detail the work performed on each milestone and each project as applicable. Invoices shall follow the format stipulated in the Compensation Schedule and shall reference the project title. The final invoice must contain the final cost and all credits due CITY. The final invoice should be submitted within 60 calendar days after completion of CONSULTANT’s work.
5. No Assignment of Agreement
CONSULTANT bind themselves, their partners, successors, assigns, executors, and administrators to all covenants of this Agreement. Except as otherwise set forth in Attachment 1
this Agreement, no interest in this Agreement or any of the work provided for under this Agreement shall be assigned or transferred, either voluntarily or by operation of law, without the prior written approval of CITY. However, claims for money due to or to become due to CONSULTANT from CITY under this Agreement may be assigned to a bank, trust company or other financial institutions, or to a trustee in bankruptcy, provided that written notice of any such assignment or transfer shall be first furnished to CITY. In case of the death of one or more members of CONSULTANT's firm, the surviving member or members shall complete the services covered by this Agreement. Any such assignment shall not relieve CONSULTANT from any liability under the terms of this Agreement.
6. Consultant is an Independent Contractor
CONSULTANT is not an agent or employee of CITY but is an independent contractor with full rights to manage its employees subject to the requirements of the law.
All persons employed by CONSULTANT in connection with this Agreement will be employees of CONSULTANT and not employees of CITY in any respect. CONSULTANT is responsible for obtaining statutory Workers' Compensation coverage for its employees.
7. Consultant's Services to be Approved by a Registered Professional
All reports, costs estimates, plans and other documents which may be submitted or furnished by CONSULTANT shall be approved and signed by a qualified registered professional in the State of California. The title sheet for calculations, specifications and reports, and each sheet of plans, shall bear the professional seal, certificate number, registration classification, expiration date of certificate and signature of the professional responsible for their preparation.
8. Standard of Workmanship
CONSULTANT represents and maintains that it is skilled in the professional calling necessary to perform the services and its duties and obligations, expressed and implied, contained herein, and CITY expressly relies upon CONSULTANT's representations regarding its skills and knowledge. CONSULTANT shall perform such services and duties in conformance to and consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California.
The plans, designs, specifications, estimates, calculations reports and other documents furnished under the Scope of Work (Exhibit "A”) shall be of a quality acceptable to CITY. The criteria for acceptance of the work provided under this Agreement shall b e a product of neat appearance, well -organized, technically and grammatically correct, checked and having the maker and checker identified. The minimum standard of appearance, organization and content of the drawings shall be that used by CITY for similar projects.
Attachment 1
9. Responsibility of CONSULTANT
CONSULTANT shall be responsible for the professional quality, technical accuracy and the coordination of the services furnished by it under this Agreement.
Neither CITY’s review, acceptance nor payment for any of the services required under this Agreement shall be construed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement and CONSULTANT shall be and remain liable to CITY in accordance with applicable law for all damages to CITY caused by CONSULTANT’s negligent performance of any of the services furnished under this Agreement.
Any acceptance by CITY of plans, specifications, calculations, construction contract documents, reports, diagrams, maps and other material prepared by CONSULTANT shall not, in any respect, absolve CONSULTANT for the responsibility CONSULTANT has in accordance with customary standards of good engineering practice in compliance with applicable Federal, State, County and/or municipal laws, ordinances, regulations, rules and orders.
10. Right of CITY to Inspect Records of CONSULTANT
CITY, through its authorized employees, representatives, or agents, shall have the right, at any and all reasonable times, to audit the books and records including, but not limited to, invoices, vouchers, canceled checks, time cards of CONSULTANT for the purpose of verifying any and all charges made by CONSULTANT in connection with this Agreement. CONSULTANT shall maintain for a minimum period of three (3) years from the date of final payment to CONSULTANT or for any longer period required by law, sufficient books and records in accordance with generally accepted accounting practices to establish the correctn ess of all charges submitted to CITY by CONSULTANT. Any expenses not so recorded shall be disallowed by CITY.
11. Confidentiality of Material
All ideas, memoranda, specifications, plans, calculations, manufacturing procedures, data, drawings, descriptions, documents, discussions or other information developed or received by or for CONSULTANT and all other written information submitted to CONSULTANT in connection with the performance of this Agreement shall be held confidential by CONSULTANT and shall not, without the prior written consent of CITY be used for any purposes other than the performance of the Project services, nor be disclosed to an entity not connected with the performance of the Project services. Nothing furnished to CONSULTANT which is otherwise known to CONSULTANT or is or becomes generally known to the related industry shall be deemed confidential. CONSULTANT shall not use CITY's name, insignia or distribute exploitative publicity pertaining to the services rendered under this Agreement in any magazine, trade paper, newspaper or other medium without the express written consent of CITY.
Attachment 1
12. No Pledging of CITY’s Credit
Under no circumstances shall CONSULTANT have the authority or power to pledge the credit of CITY or incur any obligation in the name of CITY.
13. Ownership of Material
All material, including information developed on computer(s), which shall include, but not be limited to, data, sketches, tracings, drawings, plans, diagrams, quantities, estimates, specifications, proposals, tests, maps, calculations, photographs, reports and other material developed, collected, prepared or caused to be prepared, under this Agreement shall be the property of CITY, but CONSULTANT may retain and use copies thereof.
CITY shall not be limited, in any way, in its use of said material, at any time, for work associated with Project. However, CONSULTANT shall not be responsible for damages resulting from the use of said material for work other than Project, including, but not limited to the release of this material to third parties for work other than on Project.
14. Hold Harmless/Indemnification
To the extent permitted by law (including, without limitation, California Civil Code Section 2782.8), CONSULTANT agrees to indemnify , defend and hold harmless CITY, its officers and employees from any and all claims, demands, actions, causes of action, losses, damages, liabilities, known or unknown, and all costs and expenses, including reasonable attorneys’ fees in connection with any injury or damage to persons or property to the extent arising out of any negligence , recklessness or willful misconduct of CONSULTANT, its officers, employees, agents, contractor, subcontractors or any officer, agent or employee thereof in relation to CONSULTANT’s performance under this Agreement. In no event shall the cost to defend charged to the design professional exceed the design professional's proportionate percentage of fault . However, notwithstanding the previous sentence, in the event one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, the design professional shall meet and confer with other parties regarding u npaid defense costs.
Such defense and indemnification shall not apply in any instance of and to the extent caused by the sole negligence , or willful misconduct of CITY, its officers, employees, agents or representatives.
15. Insurance Requirements
The City requires that CONSULTANT maintain insurance requirements on the Pacific Insurance Network System (PINS). CONSULTANT shall take out and maintain during the life of this Agreement policies of insurance as specified in Exhibit "C" attached and incorporated by reference, and shall provide all certificates and/or endorsements as Attachment 1
specified in Exhibit "C" through PINS for approval by the City Risk Manager prior to CONSULTANT (or subcontractor) commencing any work under this Agreement.
16. No Third Party Beneficiary
This Agreement shall not be construed or deemed to be an agreement for the benefit of any third party or parties and no third party or parties shall have any claim or right of action hereunder for any cause whatsoever.
17. Notices
All notices required by this Agreement, other than invoices for payment which shall be sent directly to Accounts Payable, shall be in writing, and sent by first class with postage prepaid, or sent by commercial courier, to address below.
Nothing in this provision shall be construed to prohibit communication by more expedient means, such as by email, to accomplish timely communication. Each party may change the address by written notice in accordance with this paragraph. Notices delivered personally shall be deemed communicated as of actual receipt; mailed notices shall be deemed communicated as of three business days after mailing.
To CITY: Jennifer Ng, Assistant Director, City Engineer Department of Public Works
CITY OF SUNNYVALE
P. O. Box 3707
Sunnyvale, CA 94088-3707
To CONSULTANT: Bellecci & Associates, Inc.
Attn: Daniel Leary, PE, PTOE, QSD
7077 Koll Center Parkway, Ste 210
Pleasanton, CA 94566
18. Waiver
CONSULTANT agrees that waiver by CITY of any one or more of the conditions of performance under this Agreement shall not be construed as waiver(s) of any other condition of performance under this Agreement.
19. Integrated Agreement
This Agreement embodies the agreement between CITY and CONSULTANT and its terms and conditions. No verbal agreements or conversation with any officer, agent or employee of CITY prior to execution of this Agreement shall affect or modify any of the terms or obligations contained in any documents comprising this Agreement. Any such Attachment 1
verbal agreement shall be considered as unofficial information and in no way binding upon CITY.
20. Conflict of Interest
CONSULTANT shall avoid all conflicts of interest, or appearance of conflict, in performing the services and agrees to immediately notify CITY of any facts that may give rise to a conflict of interest. CONSULTANT is aware of the prohibition that no officer of CITY shall have any interest, direct or indirect, in this Agreement or in the proceeds thereof. During the term of this Agreement CONSULTANT shall not accept employment or an obligation which is inconsistent or incompatible with CONSULTANT’S obligation s under this Agreement.
CONSULTANT’S duties and services under this agreement shall not include preparing or assisting the CITY with any portion of CITY’S preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the CITY. The CITY shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project.
CONSULTANT participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications.
CONSULTANT shall co operate with CITY to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this agreement.
21. Governing Law, Jurisdiction and Venue
This Agreement shall be governed by and construed in accordance with the laws of the State of California, excluding its conflict of law principles. Proper venue for legal actions will be exclusively vested in a state court in the County of Santa Clara. The parties agree that subject matter and personal jurisdiction are proper in state court in the County of Santa Clara, and waive all venue objections.
22. Records, Reports and Documentation
CONSULTANT shall maintain complete and accurate records of its operation, including any and all additional records required by CITY in writing. CONSULTANT shall submit to CITY any and all reports concerning its performance under this Agreement that may be requested by CITY in writing. CONSULTANT agrees to assist CITY in meeting CITY's reporting requirements to the state and other agencies with respect to CONSULTANT's work hereunder. All records, reports and documentation relating to the work performed under this Agreement shall be made available to City during the term of this Agreement.
Attachment 1
23. Termination of Agreement
A. If CONSULTANT defaults in the performance of this Agreement, or materially breaches any of its provisions, CITY at its option may terminate this Agreement by giving written notice to CONSULTANT. In the event of such termination, CONSULTANT shall be compen sated in proportion to the percentage of satisfactory services performed or materials furnished (in relation to the total which would have been performed or furnished) through the date of receipt of notification from CITY to terminate. CONSULTANT shall present CITY with any work product completed at that point in time.
B. Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY also shall have the right to terminate this Agreement for any reason upon ten (10) days' written notice to CONSULTANT. In the event of such termination, CONSULTANT sha ll be compensated in proportion to the percentage of services performed or materials furnished (in relation to the total which would have been performed or furnished) through the date of receipt of notification from CITY to terminate. CONSULTANT shall present CITY with any work product completed at that point in time.
C. If CITY fails to pay CONSULTANT, CONSULTANT at its option may terminate this Agreement if the failure is not remedied by CITY within (30) days after written notification of failure to pay.
24. Subcontracting
None of the services covered by this Agreement shall be subcontracted without the prior written consent of CITY. Such consent may be issued with notice to proceed if subcontract consultants are listed in the project work plan.
25. Fair Employment
CONSULTANT shall not discriminate against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or veteran or military status, or any other protected characteristic in violation of federal or state law.
26. Changes
CITY or CONSULTANT may, from time to time, request changes in the terms and conditions of this Agreement. Such changes, which are mutually agreed upon by CITY and CONSULTANT, shall be incorporated in amendments to this Agreement in accordance with Section 30 below.
27. Other Agreements
Attachment 1
This Agreement shall not prevent either Party from entering into similar agreements with others.
28. Severability Clause.
In case any one or more of the provisions contained herein shall, for any reason, be held invalid, illegal or unenforceable in any respect, it shall not affect the validity of the other provisions which shall remain in full force and effect.
29. Captions
The captions of the various sections, paragraphs and subparagraphs, of the contract are for convenience only and shall not be considered nor referred to for resolving questions of interpretation.
30. Entire Agreement; Amendment
This writing constitutes the entire agreement between the parties relating to the services to be performed or materials to be furnished hereunder. No modification of this Agreement shall be effective unless and until such modification is evidenced in writing as an amendment to this Agreement signed by all parties. If the amendment is signed electronically, the digital signatures must comply with the requirements of California Government Code Section 16.5.
31. Miscellaneous
Time shall be of the essence in this Agreement. Failure on the part of either party to enforce any provision of this Agreement shall not be construed as a waiver of the right to compel enforcement of such provision or any other provision.
Attachment 1
IN WITNESS WHEREOF, the parties have executed this Agreement.
ATTEST: CITY OF SUNNYVALE ("CITY")
By_____________________________ By__________________________
City Clerk City Manager
BELLECCI & ASSOCIATES, INC.
("CONSULTANT")
APPROVED AS TO FORM: By
Name/Title
___________________________ By
City Attorney
Name/Title
Attachment 1
Exhibit A
SCOPE OF WORK FOR
Citywide Waterline Replacement 2025 Project
Project Number UW-23-01
I. Project Information
A. Description
This project replaces aging and deteriorating pipelines to minimize failures and water service interruptions. This project consists of replacing approximately 36,000 lineal feet (LF) of water mains, including valves and fire hydrants; tie-in of new mains to existing mains, replacement of service laterals up to existing water meters and fire backflow preventers, and replacement of non-radio-read water meters. Existing water main sizes range from 4” to 10” with proposed new sizes from 6” to 12”.
B. Location
The project is located at 30 separate sites as follows. Sites are listed in order generally from the northwest to the southeast with their approximate pipe lengths shown in lineal feet.
1. Ross Dr. from Weddell to Bradford (160)
2. Bradford Dr. from Garner to Plaza (1,700)
3. Garner Dr. from Borregas to Bradford (1,320)
4. Colton Ave. from Garner to Bradford (770)
5. Duncan Ave. from Garner to Bradford (950)
6. Essex Ave. from Garner to Bradford (1,100)
7. Fulton Ave. from Garner to Plaza (1,100)
8. Plaza Way from Borregas to Bradford (490)
9. W. Duane Ave. from Mathilda to Borregas (1,550)
10. Pine Ave. from Arbor to Eaglewood (980)
11. W. Arbor Ave from Pine to Borregas (1,240)
12. Beechnut Ave. from Pine to Madrone (720)
13. Madrone Ave. from Arbor to Eaglewood (950)
14. Manzanita Ave. from Arbor to Duane (700)
15. E. Arbor Ave. from Borregas to Bayview (1,060)
16. Kirk Ave. from Arbor to Duane (820)
17. N. Bayview Ave. from Maude to Fernwood (1,760)
18. Morse Ave. from Maude to Ahwanee (3,800)
19. San Conrado Terrace (2,100)
20. Columbia Ave from Roosevelt to Fair Oaks (980)
21. Fair Oaks Ave. from Arques to Ahwanee (4,600)
22. San Patricio Ave. from Duane to Coachella (500)
23. Santa Paula Ave. from Duane to Ahwanee (2,000)
24. San Pedro Ave. from Duane to Coachella (500)
25. E. Arques Ave. from Wolfe to Commercial (1,350)
26. E. Arques at Lawrence (400)
27. Vireo Ave. from Lochinvar to 1550 Vireo (600)
28. Warbler Way from cul-de-sac to 1544 Warbler (950)
29. London Ave. from Vireo to Waxwing (500)
30. Waxwing Ave. from London to Lochinvar (500)
Attachment 1
C. Existing Conditions
Most worksites are along public roadways, where new main installation is expected to be done via open cut in the asphalt. Exceptions include but may not be limited to the following.
• W. Duane from Mathilda to Borregas: Approx. 100 LF of pipe will cross a private parking lot within an easement. Consultant shall coordinate with property owner and/or management to notify of proposed improvements and procure any necessary agreement for right of entry to complete the utility improvements. • San Conrado Terrace: Approx. 2,100 LF of pipe is to be installed in narrow, private streets within a PUE. Project may include abandonment of existing main in a public street immediately west of the property as necessary.
• Arques at Lawrence: New pipe is to be tunneled across the Lawrence Expressway intersection, with excavation in the middle of the intersection for connections and disconnections from an existing main. In addition, Consultant may propose alternative methods for pipe replacement upon evaluation of the existing conditions to avoid major impacts to traffic circulation.
II. Consultant Scope of Services
The consultant will perform engineering and project management related work necessary to prepare plans, estimates and specifications suitable for Public Works bidding.
Consultant services shall include, but are not limited to: Project management, preliminary design, design development, permitting, cost estimating, potholing, geotechnical engineering, scheduling, bid documents, bidding support, and construction support services, as further detailed below:
A. Project Management
The consultant will be the primary responsible party for managing the project’s schedule and consultant contract budget. In addition, the consultant is expected to attend a monthly progress meeting, provide a meeting agenda, lead monthly meeting, and prepare action item logs for subsequent follow-up. Additional meetings include kickoff, preliminary design, utility meetings, 30%, 75%, 100% review and lesson learned meetings. The consultant is expected to maintain frequent and timely communication with City staff throughout the duration of the project.
The project schedules shall be prepared in Gantt chart format, utilizing Microsoft Project software. Three weeks for each City review shall be included. Schedule updates shall be provided at the progress meetings.
Consultant’s own team shall perform quality assurance/quality control (QAQC) over work products prepared for the City. A statement of peer review will be required on the cover sheet for overall constructability, coordination, and reasonable reduction in errors and omissions.
The total project budget, including both design and construction with the contingencies is $20.9 million. Consultant is expected to communicate often and early with respect to the schedule and budget. Consultant will prepare construction cost estimates to include the contingency.
Attachment 1
E-Builder license and training: Consultant will be required to use e-Builder™ software and protocols included in that software during this project, Consultant shall coordinate with City staff for training materials and e-Builder introduction. City will provide consultant one e-Builder software license for the duration of the project. e-Builder software shall be utilized for all project management documentation and correspondence. The use of project management communications herein described is in addition to and does not replace or change any contractual responsibilities of the consultant.
B. Preliminary Design
Preliminary Design phase shall include a technical memo, a field or topographic survey, base mapping, utility locating and coordination, conceptual design layout and provision of horizontal alignment options, preliminary cost estimate and project schedule with each option. The technical memo shall be provided to summarize the design options, outlining pros and cons for each option, and evaluation of C.3 requirements for regulated projects.
Additionally, a draft notification for the proposed pothole work, including a potholing plan which shall be included as needed, and other tasks as recommended by the proposer.
Field surveys shall include but not be limited to the following:
• Horizontal locations of existing valve cans in the roadway, in addition to top of valve nut elevations, to assist in estimating elevations of existing water pipes. • Horizontal locations of utility potholes (Survey base map files shall be updated following completion of pothole investigation work).
• Horizontal locations of any visible and accessible sewer cleanouts up to 20 feet behind back of walk, or further away where easily accessible. Full manhole data at all manholes in the roadway, and any visible and accessible drop inlets up to 20 feet behind back of walk. Manhole / DI data to include elevations of rim and inverts of all connected pipes. Pipe data shall include whether they flow in or out, and their compass direction such as S., NW, etc.
• Above ground utility boxes and underground vaults, including designation of whether they are water-related or not.
• Water meter box and fire backflow preventer locations, including for meters and fire BFPs that may be some distance behind back of walk. For fire BFPs, survey shall designate their size, the size of their lateral, their detector meter number, and whether they are aboveground or in a vault.
• Accurate depictions of features on private property on the aerial base map shall extend up to 20 feet behind back of walk, or extend to existing water meter boxes and fire BFPs, whichever is further. These features include but are not limited to hardscape walkways, landscaped areas, any trees, walls, etc. This info is needed because fire lateral replacement will extend to existing fire BFPs, and because any water meters located behind back of walk are to be relocated to back of curb, with new pipe installed from new meter to back of existing meter location. Topo mapping shall also include outlines of buildings, parking lots, etc. • Approximate right-of-way boundary locations shall be shown in relation to the proposed improvements for reference.
Water meter field walks:
The consultant shall walk the pipeline alignments to gather information that includes but may not be limited to the following for existing water meters and fire BFPs. All visible Attachment 1
and accessible meter boxes and vaults along the project alignments are to be opened in this process.
• Locations of these features (to confirm accuracy of plans) • Any unusual configuration such as one lateral serving more than one meter, a domestic or irrigation water meter in a significantly larger vault than expected for its size, and whether the vault also includes a backflow preventer. • Any water meter boxes of vaults that, when opened, have no meter present. • Where meters or fire BFPs are not along a street with a main to be replaced, whether they may be located on a side street. Note that main replacements may extend a short distance onto side streets, such that meters and fire BFPs on those side streets may be included in the project.
• Provide a list and location map for water meters which are not accessible.
Utility Relocation Coordination:
E. Arques at Lawrence: The proposed new tunnel crossing and possibly also open cut installation areas are expected to be in conflict with at least one existing fiber optic conduit in the east-west direction. Another conduit in the north-south direction, apparently owned by the same company though entirely within County ROW in this area, may also be in conflict. The consultant shall coordinate with the fiber owner and/or the County to arrange for the owner to perform any necessary potholing and relocation via the City’s and/or County’s franchise agreements with that owner. For this particular owner, the City’s franchise agreement and diagrams of the conduits at this intersection are included in the attachments of this RFP.
Other possible fiber owners: Other fiber optic conduits at E. Arques and Lawrence and at other project sites, by the same or other owners, may also be in conflict with preferred alignments and profiles. The consultant shall propose adequate budget to perform any necessary coordination to require fiber owners to pothole and to perform any necessary relocations, via the City’s or other public agency’s franchise agreements or other means, as described above.
It is anticipated that any conflicts with other types of utilities such as gas, electric, and nitrogen gas will be resolved via adjustments of alignment and profile during design or construction. Consultant may also evaluate possible gas line relocations at select locations.
Deliverables include though may not be limited to:
Draft Preliminary Design Technical Memorandum describing pipeline alignment options and recommendations, and any other project information that will help guide the following steps of design. Allow two weeks for City review. Provide PDF and native format versions of the final Technical Memorandum and present the recommendation at the Preliminary Design meeting.
C. Design Development
Consultants shall be the Engineer of Record and responsible for design and preparation of complete plans and technical specifications for the project. The consultant must perform an adequate field investigation to confirm existing conditions.
Attachment 1
All work is to comply with all applicable rules, regulations, code, law, and good practice for public facilities. When possible, the Consultant shall incorporate “green” building/construction practices, sustainability, energy efficiency, and low operations and maintenance costs into recommendations and subsequent design.
Use of contractors, and all applicable subcontractors which are required to pay prevailing wages, requires registration with the State of California, Department of Industrial Relations (DIR) through the Public Works Contractor Registration Program (PWC Registration) before bidding, being awarded, or performing work on public works projects in California. This includes those performing surveying work, material testing, inspection, trucking, boring, potholing, concrete deliveries and temporary service companies who provide workers to prevailing wage contractors. For complete details, please refer to Appendix 1: Labor Compliance.
Plans and specifications shall provide sufficient detail to result in a good quality product while allowing competitive pricing where possible and appropriate, and provide options to the contractor where appropriate to obtain the same good level of quality for the best bid price. Plans and specifications shall not specify proprietary products or services.
Specifications shall be prepared in CSI 2020 format.
Consultant shall be responsible for development of environmental documentation as warranted by the Project. Coordination and preparation of documentation to facilitate permits and outreach with utility companies including PG&E, regulatory agencies such as the State Water Resources Control Board - Division of Drinking Water (DDW), and other stakeholders will also be the responsibility of the consultant. Coordination with DDW shall be an optional service and, if necessary, be initiated at the 75% design stage for concurrence on proposed design exceptions.
The Consultant shall obtain any necessary encroachment permits. A permit from the County is expected for the E. Arques at Lawrence site, and any work sites where the County may feel that Central Expressway traffic may be affected, such as Fair Oaks Ave. A permit from Caltrans may also be needed for work at the Fair Oaks and Ahwanee intersection. If either agency requires that the design include traffic control plans, these plans shall be prepared by the Consultant.
An additional optional service shall be to update and correct existing City standard details as needed for this project. The budget spreadsheet includes an allowance for CAD work on the revised City Standard details.
Surveying, utility locating (e.g. GPRS services along the water main alignment at select fiber optic locations and intersections), and selective potholing of existing utility crossings prior to design of water line profile, shall be included in this scope (up to one hundred twenty (120) potholes). Provide the unit price of potholing. Additional potholes may be proposed as an optional service (if applicable). Potholing shall include any necessary soil testing for disposal classification of construction spoils for off-hauling to landfill, groundwater elevations for shoring and dewatering requirements, existing pavement thickness information, note the presence of any pavement fabric, and backfilling and patching the pavement. Traffic control plans shall also be included where proposed pothole locations are within roadway lanes and/or shoulders.
Attachment 1
All submittals shall include hardcopies (number specified below) and digital copies (PDF and native format) of all documents.
1. 30% Submittal: Submit a PDF set of 24” x 36” plans and supporting documents:
a. 30% plans: Cover sheet and plan sheet with main alignment, base mapping and preliminary details.
b. Cut sheets for equipment/appurtenances.
c. Documentation of outreach with franchise utility companies for facilities needed to be relocated or adjusted to grade as a result of the proposed construction activities.
d. Project schedule update.
e. 30% construction cost estimate.
f. Table of Contents list for technical specifications. g. Proposed Pothole Location Exhibit
2. 75% Submittal: All major issues have been resolved prior to this stage. The intent of this submittal is to provide plans and project documents in sufficient detail to allow for thorough and complete review. Submit a PDF set of 24” x 36” plans and supporting documents.
a. 75% Plans: All subcontracted work shall be accounted for in this submittal. All project details and pothole information have been accounted for and incorporated.
• Updated field survey file to include all pothole locations. • Waterline plan and profile
• Waterline details
• Surface restoration plans
• Potholing plans
• Utility relocations and adjustments plan
b. 75% specifications:
• Technical specifications
• Special Provisions, with recommended changes in track changes format.
The Special Provisions shall also include the following:
o Bid item descriptions and measurement and payment provisions o A list of minimum required submittals during construction o List of information available to Bidders, with disclaimer o A table listing all material testing and associated responsibility o A table list of materials requiring warranties, and associated warranty periods
c. Project schedule update.
d. 75% construction cost estimate in the form of the bid schedule, however additional breakdown line items may be included to communicate the details of the projects cost items
e. Utility conflicts have been resolved or a timeline for resolution of issues has been determined.
f. CEQA Exemption documentation, suitable for filing at the County Recorder’s Office.
g. Responses to the City’s review comments on the 30% submittal, along with return of mark-ups.
Attachment 1
h. Other supporting documentation as necessary, including, but not limited to, documentation of DDW package submittal, SWPPP, list of information available to Bidders, etc.
3. 100% Submittal: All issues, prior comments, and concerns must be addressed in this submittal. DDW letter of acceptance has been obtained, if applicable. Submit a PDF set of 24” x 36” plans and supporting documents.
a. 100% plans
• Peer review shall have been accomplished by this stage, with the statement and signature on the cover sheet. The professional shall sign, date, and seal the following Certification of Peer Review on a letterhead document with the transmittal of the final plans and specifications:
“The undersigned hereby certifies that a professional peer review of these plans and the required designs was conducted by me, a professional engineer with expertise and experience in the appropriate fields of engineering equal to or greater than the Engineer of Record, and that appropriate corrections have been made.”
b. 100% specifications
• Reviewed bid instructions
• Finalized technical specifications
• Finalized Special Provisions
c. Project schedule update
d. 100% construction cost estimate and bid schedule.
e. Responses to the City’s review comments on the 75% submittal, along with return of mark-ups.
f. DDW letter of acceptance, if applicable.
g. Other supporting documentation as necessary.
D. Bid Package
The bid package shall be finalized upon incorporation of the City’s final comments from the 100% submittal. Submit hard copies and digital format (PDF and native format) of each of the documents listed below:
1. One digital copy of full-sized plans (24” x 36”), stamped and signed on each sheet by the Engineer of Record and by discipline.
a. An optional service to provide one hard copy of the full-sized plans should be included in the fee proposal.
2. One digital copy of the specifications.
a. Special Provisions
b. Technical specifications, with cover sheet stamped and signed by all necessary disciplines.
3. Final project schedule update.
4. Final construction cost estimate and bid schedule.
E. Bidding Services
Consultant will respond to all bidder’s requests for information (RFIs), and support the City’s coordination efforts to inform plan-holders of significant responses to RFIs and Attachment 1
prepare addenda as necessary. During bidding, all proposers’ communications will be directed through the City’s Purchasing Officer.
The budget spreadsheet includes an allowance for bid support services, based on anticipated level of effort for similar project. If addenda to bid documents are extensive and are as a result of consultant’s work product, conformed documents shall be prepared at no expense to the City. City will provide reproduction services.
F. Construction Support Services
The City’s construction management team will have primary responsibility for construction management and inspection. The consultant’s point of contact will be the City’s construction manager, not the contractor.
The following is a minimum list of services and submittals required.
1. Attend and prepare information for an internal handoff meeting from the design team to the construction management team. Consultant shall be prepared to address: possible construction pitfalls, items for the construction management team to be aware of (special working hours, shortened timelines for submittal reviews, etc.).
2. Attend the pre-construction meeting.
3. Attend up to three (3) periodic construction progress meetings.
4. Participate in the final inspection and development of punch lists.
5. Respond to RFIs, which includes clarifying or providing revisions or additional detail where necessary on the plans and specifications. Response to RFIs shall be timely in order to avoid construction delays and claims. The amount RFI responses and proposed changes is partly driven by the amount of support required by the future contractor. The budget spreadsheet level of support is based on anticipated for similar project.
6. Review and respond to all submittals within the period allocated in the contract documents and as necessary to avoid construction delays and claims.
7. Review proposed substitutions, if any, for conformance to plans and technical specifications.
8. Review and make recommendations on proposed changes to the contract (Request for Quotations and Contract Change Orders).
9. Prepare Record Drawings based upon red-lines provided by the contractor and field reviews. All changes shall be indicated in red and clouded. All plan sheets shall be stamped with red “Record Drawings” stamp. The stamp shall include Engineer of Record Company Name, name of Engineer of Record, date of the Record Drawing update, and standard disclaimer. See suggested stamp below:
Attachment 1
The Record Drawings shall be prepared digitally, using AutoCAD, utilizing neat redline mark-ups by the contractor. Final Record Drawings shall be submitted electronically, in PDF and CAD format.
10. Participate in the “Lessons Learned Meeting” with all parties at the end of the project.
IV. Available Documents
The below list of information is available for information only:
• Utility block maps for City sanitary sewer and storm drain are available on the City’s website. City staff will provide water facilities block maps as necessary. https://www.sunnyvale.ca.gov/city-services/online-services/maps-and-gis/utility-maps • Benchmarks for vertical control are listed on the City’s website:
https://www.sunnyvale.ca.gov/home/showpublisheddocument/1590/6378208518864 30000
City standard specifications and details are available on the City’s website - Details:
https://www.sunnyvale.ca.gov/home/showpublisheddocument/2920/6378227417945 30000
Specifications:
https://www.sunnyvale.ca.gov/home/showpublisheddocument/1606/6378208519126 70000
• Google Earth kmz file showing project site locations
The below information will be provided during design to the consultant. • GIS data for property lines
• Aerial photographs from 2023 (ArcGIS format)
• City standard plan cover sheet
V. Appendix
1. Appendix 1 - Labor Compliance
Attachment 1
ID Task Name Duration Start Finish Predecessors
1 NTP 7.5 days Mon 10/28/24 Wed 11/6/24
2 Subagreements & Subconsultant Start-up 1.5 wks Mon 10/28/24 Wed 11/6/24 3 Base Mapping and Utility Mapping 50 days Wed 11/6/24 Wed 1/15/25 4 Surveying and Base Mapping 10 wks Wed 11/6/24 Wed 1/15/25 2 5 Utility Letters and Utility Mapping 10 wks Wed 11/6/24 Wed 1/15/25 2 6 Property Lines from Parcel Quest 8 wks Wed 11/6/24 Wed 1/1/25 2 7 Preliminary Design & Cost Estimate 60 days Wed 1/15/25 Wed 4/9/25 8 Preliminary layout and estimate 10 wks Wed 1/15/25 Wed 3/26/25 4 9 City Submittal 0 days Wed 3/26/25 Wed 3/26/25 8
10 Initial Concept Review Meeting 0 days Wed 3/26/25 Wed 3/26/25 9 11 City Review Period and Refine Prelim Eng 2 wks Wed 3/26/25 Wed 4/9/25 8 12 Geotech Lawrence Expressway & Site Potholing 120 days Wed 11/6/24 Wed 4/23/25 13 Permits for field exploration 4 wks Wed 11/6/24 Wed 12/4/24 2 14 Schedule field work 6 wks Wed 11/6/24 Wed 12/18/24 2 15 Finalize investigation locations before first field day 2 wks Wed 12/4/24 Wed 12/18/24 16SF 16 Field investigation begins 0 days Wed 12/18/24 Wed 12/18/24 14 17 Field Work 9 wks Wed 12/18/24 Wed 2/19/25 16
18 Lab Testing (provide initial findings to design team) 4 wks Wed 2/19/25 Wed 3/19/25 17 19 Geotechnical Technical Memo and Potholing Report 5 wks Wed 3/19/25 Wed 4/23/25 18 20 Submit Technical Memo and Potholing Report 0 days Wed 4/23/25 Wed 4/23/25 19 21 35% PS&E Submittal 55 days Wed 4/9/25 Wed 6/25/25
22 Plans, Specifications & Estimate 8 wks Wed 4/9/25 Wed 6/4/25 11 23 Plans, Water Meter Investigations 8 wks Wed 4/9/25 Wed 6/4/25 11 24 City Submittal 0 days Wed 6/4/25 Wed 6/4/25 22
25 City Initial Review Meeting 0 days Wed 6/4/25 Wed 6/4/25 24 26 Continued City Review period for this submittal 3 wks Wed 6/4/25 Wed 6/25/25 25 27 Utility Coordination & Application 140 days Wed 4/9/25 Wed 10/22/25 28 Utility company applications and coordination of adjustments after preliminary submittal
10 wks Wed 4/9/25 Wed 6/18/25 11
29 Utility companies design period (if needed) 15 wks Wed 6/18/25 Wed 10/1/25 28 30 Permit coordination, submittals & revisions 20 wks Wed 6/4/25 Wed 10/22/25 22 31 Environmental Support 75 days Wed 4/9/25 Wed 7/23/25 32 Initial Site Assessment support to the City 3 wks Wed 4/9/25 Wed 4/30/25 11 33 Additional Tech studies, Reports, Notifications, Approvals & CEQA support, if needed
12 wks Wed 4/30/25 Wed 7/23/25 32
34 Environ Docs Certified 0 days Wed 7/23/25 Wed 7/23/25 33 35 County Encroachment Permit 100 days Wed 6/4/25 Wed 10/22/25 36 Minor Revisions after 1st PS&E, convert to "100% County Permit Submittal"
8 wks Wed 6/4/25 Wed 7/30/25 25
37 County Encroachment Permit Submittal 0 days Wed 7/30/25 Wed 7/30/25 36 38 County Comments, Review, and Resubmittals 12 wks Wed 7/30/25 Wed 10/22/25 37 39 Final Caltrans Permit Issued 0 days Wed 10/22/25 Wed 10/22/25 38 40 75% PS&E Submittal 75 days Wed 6/4/25 Wed 9/17/25
41 Plans, Specifications & Estimate 12 wks Wed 6/4/25 Wed 8/27/25 25 42 City Submittal 0 days Wed 8/27/25 Wed 8/27/25 41
43 Initial City Review Meeting 0 days Wed 8/27/25 Wed 8/27/25 42 44 City Review Period 3 wks Wed 8/27/25 Wed 9/17/25 43
45 Bid/100% PS&E Submittal 60 days Wed 9/17/25 Wed 12/10/25 46 Plans, Tech Specs & Estimate 10 wks Wed 9/17/25 Wed 11/26/25 44 47 Draft Bid Submittal 0 days Wed 11/26/25 Wed 11/26/25 46 48 Backcheck and Final Bid Submittal 2 wks Wed 11/26/25 Wed 12/10/25 47 49 ADVERTISE / CONSTRUCTION 370 days Wed 12/10/25 Wed 5/12/27 50 City Staff Bid Preparation 2 wks Wed 12/10/25 Wed 12/24/25 48 51 Advertise for Bids 4 wks Wed 12/24/25 Wed 1/21/26 50 52 Bid Opening 0 days Wed 1/21/26 Wed 1/21/26 51
53 Award + NTP 12 wks Wed 1/21/26 Wed 4/15/26 52
54 Field Construction 56 wks Wed 4/15/26 Wed 5/12/27 53 City Submittal
Initial Concept Review Meeting
Field investigation begins
Submit Technical Memo and Potholing Report
City Submittal
City Initial Review Meeting
Environ Docs Certified
County Encroachment Permit Submittal
Final Caltrans Permit Issued
City Submittal
Initial City Review Meeting
Draft Bid Submittal
Bid Opening
O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J Half 2, 2024 Half 1, 2025 Half 2, 2025 Half 1, 2026 Half 2, 2026 Half 1, 2027 City of Sunnyvale
Citywide Waterline Replacement 2025 Project
Sep 18, 2025
Exhibit A-1
Attachment 1
Exhibit B - Cost Proposal
Bellecci & Associates, Inc, a Sanbell Company Project #:
ODCs Total
Project
Mana
ger/Pri
ncipal I
Principal II Professional
Engineer III
Professional
Engineer II
Professional
Engineer I
Enigneer
III Enigneer II Enigneer I Asst
Engineer II
Asst
Engineer I
Engineering
Techn.
Survey
Technician III
(LSIT)
Professional
Land Survyor
(PLS II)
Union
Survey Water Geotech. Survey Environ. Traffic
Control
Hazardous
Soils Report Potholing Laboratory
Testing
Anoop Daniel Alex Fong
Coleman
Engineering. a
Sanbell Company
Delve
Underground 360 Aerial Acorn Traffic
Patterns Cook Exaro/Core
Dynamics
McCampbell
Labs
$247 $280 $239 $227 $218 $202 $179 $165 $161 $138 $95 $179 $247 $390 Fee/ Hr or LS Fee/Hr or LS Fee/Hr or LS Fee/Hr or LS
Fee/Hr or
LS
Fee/Hr or
LS
Fee/Hr or
LS
Fee/Hr or
LS
1 52 26 78 $20,124 $6,796 $0 $26,920
2 48 12 160 120 0 0 120 40 280 780 $203,736 $85,621 $18,500 $925 $308,782 3 $83,205 $4,160 $87,365
4 24 6 24 76 84 96 124 124 62 620 $103,754 $53,743 $20,010 $1,001 $178,507 5 24 12 24 133 67 147 168 217 217 62 1071 $182,257 $32,246 $15,150 $758 $230,410 6 24 3 24 67 33 74 84 109 109 31 556 $96,121 $21,497 $8,070 $404 $126,091 7 24 12 24 40 16 4 120 $24,588 $5,100 $9,820 $8,500 $7,500 $1,546 $57,054 8 12 3 12 33 17 42 54 173 $31,695 $36,412 $1,740 $87 $69,934 Subtotal 208 74 84 0 309 140 465 430 570 504 155 136 44 280 3398 $662,275 $236,314 $133,275 $18,500 $9,820 $0 $8,500 $0 $7,500 $8,880 $1,085,064 9 Pothole (Assume 120 min.) 4 16 96 11 6 $17,724 $299,695 $14,985 $332,404 10 Ground Penetration Radar Survey (GPR) 0 $0 $26,400 $1,320 $27,720 11 108 108 $25,164 $42,000 $0 $67,164
Subtotal 4 0 0 0 16 0 0 0 0 204 108 0 0 0 11 6 $42,888 $42,000 $0 $0 $0 $0 $0 $326,095 $0 $16,305 $427,288 12 4 12 32 48 $8,756 $9,005 $5,050 $253 $23,064
13 Construction Support Services (Level 1) 24 8 60 60 84 $236 $42,500 $9,540 $26,930 $1,347 $80,317 Subtotal 28 8 0 0 72 0 0 0 92 84 0 0 0 0 28 4 $51,256 $18,545 $31,980 $0 $0 $0 $0 $0 $0 $1,599 $103,380 240 82 84 0 397 140 465 430 662 792 263 136 44 280 3798 $1,615,731 A Additional Pothole Quantity: 40 4 60 - 6 4 $9,268 - - - - - - $99,898 $5,000 $5,245 $119,411 B Ground Penetration Radar Survey - 0 $0 - - - - - - - $0 $0 C Traffic Control Plans for Lawrence Expwy/E.Arquez Ave - 0 $0 - - - - $15,000 - - - $750 $15,750 D Division of Drinking Water Waiver (if required) 24 8 84 - 116 $25,136 $24,096 - - - - - - $0 $49,232 E Construction Support Services (Level 2) 16 8 40 48 84 - 196 $34,232 $15,238 $12,750 - - - - - $638 $62,858 Total Optional Services 44 16 0 0 40 84 0 0 48 144 0 0 0 0 376 $68,636 $39,334 $12,750 $0 $0 $15,000 $0 $99,898 $5,000 $6,632 $247,251 Notes:
1 2
Bid Package
Regulatory permits preparation/Easements
Optional Services
Distribution of Hours will vary
Tasks Bell ecci Labor Subconsultants
Task
#
Tot al
Hours
Total Labor
Costs
No mark ups for Subconsultant - Coleman, as they are part of Sanbell Company Total FeeTask Description
Project Management
Othe
r
Direct
Costs
LAND SUREYING & ENGINEERING DESIGN SERVICES
POTH
OLING & WM EVALUATION
BIDDING & CONSTRUCTION SUPPORT
TOTAL FEE FOR DESIGN & CONSTRUCTION SUPPORT
30% Design
Geot
echnical Engineering
Water Meters
Bidding Services
Preliminary Design
75% Design
100% Design
RFP F24-177 Citywide Waterline Replacement 2025 UW-2 3-01 City of Sunnyvale
Proposal For:Consu ltant Name:
Updated 7/18/23
Attachment 1
Attachment 1
Task
Number Task
Principal-
in-Charge /
PM
Project
Manager /
QA
Project
Engineer
Staff
Engineer
CAD
Designer
Project
Assistant
2024 BILLING RATES + 5% (for 2025 rates) = $264.60 $244.65 $206.85 $182.70 $154.35 $112.35 Assignments per Anoop Chad Scott Cody, Jessica Hayden, Tyler, Ranya, EliWes Linda A. Project Management
A.1 Project Management Bellecci 8 4 4 $3,545 $3,545 16 2.0 A.2 Monthly progress meetings (virtual, 28)
Coleman to attend 4 progress
meetings at preliminary design, 30%,
75%, and 100% design submittal virtual
to present the design to the City 6 4 4 2 $3,251 $3,251 16 2.0 A.3 Additional Meetings (virtual, 6) Bellecci $0 $0 0 0.0 A.4 Project schedule management Bellecci $0 $0 0 0.0
A.5 Project level QA/QC Bellecci $0 $0 0 0.0
A.6 Project budget management Bellecci $0 $0 0 0.0
A.7 E-Builder licensing, training, and management Bellecci $0 $0 0 0.0 $6,796
B. Preliminary Design
B.1 Coordinate with surveyors Bellecci $0 $0 0 0.0
B.2 Create P/P sheets using base mapping
Coleman (for the segments Coleman
designing) 2 4 6 12 48 $12,350 $12,350 72 9.0
B.3 Water meter field walks (11,140-ft) Coleman 4 8 16 160 16 $38,027 $449 mileage $38,475 204 25.5 $0 $3,200 hotels $3,200 0 0.0
$0 $1,060 meals $1,060 0 0.0
Photos of each site Coleman $0 $0 0 0.0
Investigate and analyze each site Coleman $0 $0 0 0.0
Field sketch and notes of each site Coleman $0 $0 0 0.0 B.4 Utility location/coordination Bellecci $0 $0 0 0.0
Send A Letters Bellecci $0 $0 0 0.0
Incorporate conflicting utilities to base map Coleman 2 4 6 12 48 $12,350 $12,350 72 9.0 Follow up with field confirmation Coleman 24 24 $9,349 $224 mileage $9,574 48 6.0 $0 $400 hotels $400 0 0.0
B.5 Coordinate with Potholing Contractor
Coleman to prepare a pothole exhibit for
25 potholes. 2 4 13 25 100 $24,096 $24,096 144 17.9
B.6 Add horizontal alignments to plans Coleman 48 $7,409 $7,409 48 6.0 B.7
Coordinate with DDW for non-potable conflicts
(assume 25 conflicts)
Coleman to prepare DDW separation
exhibits, tables, and Bellecci to combine
with the rest of the streets and submit to
City PM who will submit to DDW for
waivers or 2 4 13 25 100 $24,096 $24,096 144 17.9
B.8 C.3 Stormwater Requirements? Bellecci $0 $0 0 0.0
Review requirements and determine applicable
guidance? Bellecci $0 $0 0 0.0
Select BMP's? Bellecci $0 $0 0 0.0
Add BMP's to plans? Bellecci $0 $0 0 0.0
B.9 Prepare Preliminary OPCC Coleman 2 4 8 8 $4,624 $4,624 22 2.8 B.10 Prepare Preliminary Schedule Bellecci $0 $0 0 0.0
B.11 Write Technical Memo Coleman 4 8 16 40 4 $14,083 $14,083 72 9.0 $151,717
C. Design Development
C.1 Conflicting utility coordination Coleman $0 $0 0 0.0 30% pothole location exhibit - done above in B.5 Coleman $0 $0 0 0.0 75% draft resolution of conflicting utilites Coleman 4 8 24 16 8 4 $12,587 $12,587 64 8.0 C.2
DDW coordination of separations - done above in
B.7
Coleman to prepare DDW separation
exhibits, tables, and Bellecci to combine
with the rest of the streets and submit to
City PM who will submit to DDW for
waivers or $0 $0 0 0.0
75% draft submittal
Bellecci $0 $0 0 0.0
100% DDW letter of acceptance Bellecci $0 $0 0 0.0
C.3 Permits and Access Bellecci $0 $0 0 0.0
Encroachment permit from Santa Clara County Bellecci $0 $0 0 0.0 Encroachment permit from Caltrans Bellecci $0 $0 0 0.0
Traffic Control Plan for Fair Oaks Ave Bellecci $0 $0 0 0.0 State Water Recources Control Board Bellecci $0 $0 0 0.0 C.4 CEQA coordination at 75% draft Bellecci $0 $0 0 0.0 C.5 Plan Preparation Coleman 5 10 $3,722 $3,722 15 1.9
G Sheets - 3 Coleman 2 6 24 $5,111 $5,111 32 3.9
C Sheets (P/P) - 12 Coleman 12 48 192 $40,887 $40,887 252 31.5 C Sheets (Details) - 5 Coleman 6 25 100 $21,295 $21,295 131 16.4 C.6 Technical Specifications Bellecci $0 $0 0 0.0
30% draft TOC Bellecci $0 $0 0 0.0
30% equipment/appurtenances cut sheets Bellecci $0 $0 0 0.0 75% draft specs Bellecci $0 $0 0 0.0
75% draft list of submittals Bellecci $0 $0 0 0.0
75% draft materials testing table Bellecci $0 $0 0 0.0
75% table of warranties Bellecci $0 $0 0 0.0
100% draft specs Bellecci $0 $0 0 0.0
C.7 Construction Schedule Bellecci $0 $0 0 0.0
30% draft schedule Bellecci $0 $0 0 0.0
75% draft schedule Bellecci $0 $0 0 0.0
100% draft schedule Bellecci $0 $0 0 0.0
C.8 Construction Cost Opinion Coleman 4 7 $2,714 $2,714 11 1.4 30% draft OPCC Coleman 16 16 $6,233 $6,233 32 4.0
75% draft OPCC Coleman 12 12 $4,675 $4,675 24 3.0
100% draft OPCC Coleman 8 8 $3,116 $3,116 16 2.0
C.9 Draft Submittals Coleman $0 $0 0 0.0
30% draft Plans Coleman 4 4 $1,676 $1,676 8 1.0
75% draft PS&E Coleman 8 4 $2,734 $2,734 12 1.5
100% draft PS&E Coleman 8 4 $2,734 $2,734 12 1.5
$107,485
D. Bid Package
D.1 Incorporate City comments to 100% draft docs Coleman 4 8 16 24 58 $19,662 $19,662 110 13.8 D.2 Final Plans Coleman 4 8 12 16 24 $12,125 $12,125 64 8.0 D.3 Final Specs Bellecci $0 $0 0 0.0
D.4 Final Special Provisions Bellecci $0 $0 0 0.0
D.5 Final Project Schedule Bellecci $0 $0 0 0.0
D.6 Final OPCC Coleman 2 4 8 8 $4,624 $4,624 22 2.8
$36,412
E. Bidding Services
E.1 Attend Pre-Bid Meeting Bellecci $0 $0 0 0.0
E.2
Respond to Bidders questions during bidding -
assume 8 RFI's during bidding
Coleman to include some allowance to
respond to RFI on the plans 2 4 8 16 16 4 $9,005 $9,005 50 6.3 E.3 Prepare Addenda
Coleman to include minor allowance to
issue one Addenda 1 2 4 4 8 2 $3,772 $3,772 21 2.6
E.4 Prepare Conformed Documents Coleman 4 8 58 2 $11,466 $11,466 72 9.0 $24,242
F. Construction Support Services
F.1 Internal handoff meeting from design to City CM teamBellecci $0 $0 0 0.0 F.2 Addend Pre-Construction Meeting Bellecci $0 $0 0 0.0 F.3 Attend Construction Progress Meetings (3) Bellecci $0 $0 0 0.0 F.4 Final Observation and Punch List - 2 visits Bellecci $0 $0 0 0.0 F.5 Response to RFI's (10)
Coleman - Allowance to respond to
RFI's related to Colemans plans 10 20 $5,723 $5,723 30 3.8 F.6 Submittal Reviews (40) Bellecci $0 $0 0 0.0
F.7 Review proposed substitutions Bellecci $0 $0 0 0.0
F.8 Review and recommend on Change Orders Bellecci $0 $0 0 0.0 F.9 Record Drawings (20) Coleman 4 20 $3,818 $3,818 24 3.0 F.10 Participate in Lessons Learned Meeting Bellecci $0 $0 0 0.0 $9,540
BUDGET TOTALS
Total Budget Hours 72 97 247 541 880 22 1,858
Total Budget Days 9 12 31 68 110 3 232
Total Budget Dollars $18,929 $23,749 $51,040 $98,841 $135,828 $2,472 $330,859 $5,333 $336,192 City of Sunnyvale / Bellecci
Citywide Waterline Replacement 2025 Project
Sites 17, 18, 20, 21
Labor Hour Estimate
Labor Sub-
Totals
Expense
Costs
Expense
Description
Total Budget
per Sub-Task
Task Sub-
Totals
Total Budget
Hours
Total
Budget
Days
T:\MARKETING\Sunnyvale\2024_05 Citywide Waterline Replacement 2025\Subs\Coleman\Fee - Sunnyvale Waterline Replacement Project.xlsx: Fee Calc Last Updated: 7/22/2024 Page 1 of 1
Coleman Engineering, Inc.
CRC
Attachment 1
DELVE UNDERGROUND
(LAWRENCE EXPWY-PILOT
TUBE METHOD TUNNELING)
Attachment 1
July 12, 2024 Email Delivery
Mr. Daniel Leary
Bellecci
2290 Diamond Boulevard, Suite 100
Concord, CA 94520
Subject: Proposed Geotechnical and Trenchless Services
City of Sunnyvale
Citywide Waterline Replacement 2025 Project
Trenchless Crossing at E Arques Ave and Lawrence Expressway Sunnyvale, California
Dear Daniel,
Delve Underground is pleased to submit this scope of work and cost estimate to provide geotechnical and trenchless services as a subconsultant to Bellecci for the City of Sunnyvale’s (the City) Citywide Waterline Replacement 2025 Project (the project) in Sunnyvale, California. The project consists of replacing approximately 36,000 linear feet of 12-inch diameter PVC C900 water main to address undersized, aging, and deteriorating pipelines to minimize failures, water interruptions, and improve fire flows. Based on our understanding, most of the pipelines, except Site No. 26 at the intersection of E Arques Ave and Lawrence Expwy, are to be installed using open cut method. Site No. 26 is approximately 400 feet long, is to be installed using trenchless method.
The design team's proposal to the City has identified possible ground contamination in the vicinity of Site No. 26. We did not encounter ground contamination during a prior study completed nearby for the City so we assume contamination will not be encountered in the proposed borings. In either case, Delve Underground will coordinate with the team's environmental consultant in the event they would like to be present during the field investigations for a preliminary assessment of contamination and possibly the sharing of samples. We will be completing geotechnical borings that have a different sampling protocol than environmental borings so that may not suite their needs. The scope of work addresses the procedures Delve Underground will follow if ground contamination is encountered during drilling.
Scope of Work and Budget
This proposal is to complete the scope of work as described in Appendix A. The scope of work is dependent on the contingent assumptions, limitations, and allowances described in Appendix B. The cost estimates to complete the proposed scope of work are provided in Appendix C and summarized in the Cost Estimate Summary provided herein. Invoicing will be on a time-and-materials basis with an estimated not-to-exceed total fee of $178,005. Our cost estimate for the scope of work is based on our 2024 rate schedule. Work performed after 2024, if any, will be subject to the fee schedule rates in effect at the time work is completed. Any out-of-scope work authorized by Bellecci will be billed in addition to the cost estimate provided herein.
Attachment 1
Proposed Geotechnical and Trenchless Services
July 2024
Schedule
Approved boring locations will be field marked, and a permit application will be submitted to the County within two weeks of receiving a fully executed contract and written notice to proceed. Any permit or right of entry required to access and/or perform our fieldwork other than an encroachment permit from the County will need to be obtained and provided to us by the City. All work up to and including the draft geotechnical recommendation report in Task 7 will be planned for completion within 12 weeks of receiving all necessary and approved permits. Finalization of the draft reports will be planned for completion within 2 weeks after the design meeting and after receiving all comments from Bellecci and the City from their review of the draft reports.
The cost estimate was prepared based on Delve Underground's 2024 fee schedule rates and any engineering services that carry into 2025 will be billed at the fee schedule rates in effect at that time.
Cost Estimate Summary
Task Task Description Fee Estimate
1 Project Management $9,500
2 Geotechnical Desktop Study $8,420
3 Subsurface Exploration Plan, Permits, USA, and Private Utility Locator $13,690 4 Subsurface Explorations $17,000
5 Laboratory Testing $3,525
6 Virtual Design Meetings $4,770
7 Geotechnical Analysis and Recommendation Report $26,300 8 Design Development and Deliverables $43,230
9 Easement and Permit Packages $5,100
10 Bid Package $1,740
11 Bidding Support $5,050
12 Construction Support $36,450
13 Record Drawings and Final Punch List $3,230
Total Fee Estimate $178,005
Attachment 1
Proposed Geotechnical and Trenchless Services
July 2024
Closing
Thank you for including Delve Underground on your team for the subject project, and please contact us if have any questions regarding this proposal.
Sincerely,
Delve Underground
Su Pyae Sone Soe Norman Joyal
Sr. Project Engineer Principal Engineer
Attachments: Appendix A – Scope of Work
Appendix B – Contingent Assumptions, Allowances, and Limitations Appendix C – Cost Estimate
Attachment 1
P5426 – Sunnyvale Waterline Project
July 2024 A-1 Delve Underground
APPENDIX A (07/12/2024)
SCO
PE OF WORK
SUNNYVALE WATERLINE PROJECT
EAST ARQUES AVE AT LAWRENCE EXPRESSWAY
SUNNYVALE, CALIFORNIA
Task 1: Project Management
1.1 Contracts, insurance, scheduling, and communications.
1. 2 Project controls (e.g., budget tracking and invoicing).
1.3 Internal QAQC documentation and internal coordination meetings.
DELIVERABLE: Contracts, insurance certificates, monthly budget tracking and invoices, and QAQC documentation upon request.
Task 2: Geotechnical Desktop Study
2.1 Review/summarize data from geotechnical reports in the immediate vicinity of the project area fro
m Delve Underground archives, and as made available by the City.
2.2 Review published reports and maps by the Association of Bay Area Governments, U.S.
Geological Survey, U.S. Soil Conservation Service, and the California Geological Survey, including for soil, bedrock, and seismic setting (e.g., faulting, shaking and liquefaction).
2.3 Review historical aerial photographs and topographic maps.
DELIVERABLE: Findings provided in the Task 7 report.
Task 3: Subsurface Exploration Plan, Permits, USA, and Private Utility Locator
3.1 Plan locations for borings.
3. 2 Submit an encroachment permit application to County of Santa Clara for planned borings.
3. 3 Traffic control plan as required by Task 3.2.
3. 4 Field mark and notify Underground Service Alert (USA) of planned borings.
3.5 Locate the underground utilities using a private utility locator.
DE
LIVERABLE: Map of proposed boring locations, traffic control plan, USA tickets numbers, permits and photos of utility markings on request.
Task 4: Subsurface Explorations
4.1 Drill a total of 2 borings to a maximum of 30 feet below ground surface to characterize ground co
nditions (e.g., depth to groundwater and soil) in proposed shaft locations. Delve Attachment 1
P5426 – Sunnyvale Waterline Project
July 2024 A-2 Delve Underground
Underground will create a continuous field log of the ground conditions encountered in the bor
ings. Disturbed and “undisturbed” ground samples will be taken at 5-foot average intervals with continuous sampling for six feet centered about the preliminary vertical alignment for laboratory testing. Borings will be backfilled with cement grout and capped with cold asphalt patch.
4.2 If contaminated soil cuttings are encountered they will be stored in drums that will be relinquished to the City through chain of custody protocol for testing and disposal.
4.3 Provide traffic control during drilling in accordance with the approved traffic control plan in Task 3.3.
DELIVERABLE: Findings provided in the Task 7 report.
Task 5: Laboratory Testing
5.1 Complete geotechnical laboratory tests on representative ground samples from borings (e.g., gr
adation down to 2 microns, Atterberg limits, in-situ moisture content and dry unit weight, unconfined compression, direct shear). The number and type of tests will depend on the ground type and the quality of the samples.
DELIVERABLE: Findings provided in the Task 7 report .
Task 6: Virtual Design Meetings
6.1 Prepare for and participate in one virtual design meeting with the project design team to pr
esent and discuss the effects of the geotechnical findings on the project design and geotechnical recommendations provided in Task 7 draft report.
6.2 Prepare for and participate in two virtual design meetings for the trenchless design (shafts and trenchless crossing).
DELIVERABLE: Review meeting minutes prepared by others and provide comment on the Delve Underground action items, as needed. Consensus from the geotechnical findings meeting will be incorporated in the Task 7 final report.
Task 7: Geotechnical Analysis and Recommendation Report
7.1 Perform geotechnical analysis using the data from the previous tasks and prepare a draft ge
otechnical recommendation report. The report will provide geotechnical-related information and the results of engineering analysis in the form of applicable geotechnical recommendations for project design from among the following:
• General description of the project;
• Geotechnical desktop study findings;
• Geologic and seismic setting of the project area;
• Description of subsurface explorations;
• A boring location map;
• Boring log legend;
Attachment 1
P5426 – Sunnyvale Waterline Project
July 2024 A-3 Delve Underground
• Logs of borings;
• Lab
oratory test results;
• A description of groundwater conditions in borings;
• Engineering properties (i.e., composition and consistency) of ground sampled in borings; • Potential geologic hazards such as fault rupture, liquefaction, landsliding, ground shaking and flood or inundation; and
• Current IBC/CBC seismic Soil Class.
• Recommendations for design of the new water main to be constructed using trenchless method, including:
Suitable tunneling methods for the ground conditions and casing diameter; Tunnel shaft shoring, dewatering, excavation, backfilling, and street repaving; Recommendations for selected tunneling method (e.g., horizontal auger bore and jack, pipe jacking, and pilot-tube guided boring methods); Shaft recompression settlement upon backfilling;
Minimum depth of cover and hydrofracture risks if a slurry-based method is required; Break-in and break-out portal stability and related ground treatment/dewatering; Tunnel casing size and type;
Anticipated tunnel zone materials (e.g., grain size, plasticity, strength) ; Ground behavior based on Tunnelman’s Ground Classification; Mixed-face and change-in-reach conditions;
Jacking thrust block and/or reaction wall design parameters; Tunnel overcut and systemic ground surface settlement estimate; Surface and subsurface settlement monitoring; and
Contact and annular space grouting.
7.2 Prepare a final geotechnical recommendation report incorporating comments from Bellecci and the City during the design meeting in Task 6.
DELIVERABLE: Draft and final geotechnical recommendation reports.
Task 8: Design Development and Deliverables
8.1 Design development and deliverables for 30% design plans:
• Co
nvert conceptual drawings prepared by Bellecci into design plan and profile drawings. • Prepare five trenchless-related specifications for selected trenchless method (i.e., shaft, selected trenchless method, annular space grouting, casing pipe, and ground movement instrumentation).
• Prepare a Class 4/5 cost estimate accompanied by a basis of estimate memo for the trenchless components.
• Prepare construction schedule for the trenchless components.
8.2 Design development and deliverables for 65% design plan:
• Update 30% design plan and profile drawings by incorporating/addressing review comments.
• Update five trenchless-related specifications for selected trenchless method by incorporating/addressing review comments..
• Update Class 4/5 cost estimate to Class 2/3 cost estimate for the trenchless components.
Attachment 1
P5426 – Sunnyvale Waterline Project
July 2024 A-4 Delve Underground
• Revise construction schedule for the trenchless components. • Pr
epare written responses to all trenchless-related comments in a comment log prepared by others.
8.3 Design development and deliverables for 100% design plan:
• Finalize plan and profile drawings according to the review comments. • Finalize five trenchless-related specifications for selected trenchless method by incorporating/addressing review comments.
• Finalize Class 2/3 cost estimate to Class 1 cost estimate for the trenchless components. • Finalize construction schedule for the trenchless components. • Prepare written responses to all trenchless-related comments in in a comment log prepared by others.
DELIVERABLE: Plan and profile drawings, specifications, cost estimate, and construction schedule.
Task 9: Easement and Permit Packages
9.1 Prepare a trenchless memorandum for permit application.
DE
LIVERABLE: Trenchless memorandum.
Task 10: Bid Package
10.1 Provide signed and stamped drawings for the trenchless components. 10 .2 Prepare written responses to 100% design review comments in a comment log prepared by others.
DELIVERABLE: Signed and stamped drawings and written responses to review comments in a comment log prepared by others.
Task 11: Bidding Support
11.1 Prepare a technical memorandum with written clarifications and response to bidders' qu
estions (a maximum of two clarifications memo).
11.2 Prepare one addendum for the trenchless design as needed.
11.3 Prepare conformed construction documents if needed.
DELIVERABLE: Technical memorandum, trenchless design addendum and construction documents.
Task 12: Construction Support
12.1 Review and comment on a combined total of 6 trenchless-related contractor submittals, and ass
ume three resubmittals.
12.2 Review and comment on a total of 2 trenchless-related contractor requests for information (RFIs).
Attachment 1
P5426 – Sunnyvale Waterline Project
July 2024 A-5 Delve Underground
12.3 Two site visits for observations of trenchless-related construction, including trenchless shaft co
nstruction and trenchless construction. Observations will document the progress of work, and conformance of subsurface geotechnical conditions (ground and groundwater) with those described in the project geotechnical report and on conformance of contractor work with respect to related contractor submittals and project plans and specifications.
12.4 Updating trenchless drawings and specifications related to change orders.
12.5 One trenchless-related change order, as required.
12.6 Participate in-person at a preconstruction meeting at the site.
12.7 Participate in virtual construction progress meetings (a maximum of 4 meetings at 2 hours each).
DELIVERABLE: Submitted review comments in a comment log, RFI responses, field observation reports, updated drawings as needed, change order as required, review meeting minutes and comment on Delve Underground action items as needed.
Task 13: Record Drawings and Final Punch List
13.1 Prepare punch list of trenchless items, if needed. 13 .2 Prepare record drawings of trenchless crossings.
13.3 Provide copies of all trenchless submittals and responses.
DELIVERABLE: Drawings and final punch list.
Attachment 1
P5426 – Sunnyvale Waterline Project
July 2024 B-1 Delve Underground
APPENDIX B (07/12/2024)
CONTINGENT ASSUMPTIONS, ALLOWANCES, AND LIMITATIONS
SUNNY
VALE WATERLINE PROJECT
EAST ARQUES AVE AT LAWRENCE EXPRESSWAY
SUNNYVALE, CALIFORNIA
1. Proposed borings and physical laboratory testing are to geotechnically explore ground conditions for de
sign of the Sunnyvale Waterline Project. Any environmental testing of soils or groundwater will be provided by others. Delve Underground will share geotechnical field samples with the environmental consultant for further screening provided they are not identified as contaminated in the field. Otherwise, contaminated material will be drummed and relinquished to the City through chain of custody protocol for testing and disposal.
2. The only permit and right of access to drill the borings will consist of an encroachment permit from the County of Santa Clara.
3. Utilities, including storm drains and laterals, will be clearly identified and marked by others in the area of planned borings in response to USA field marking and notification by Delve Underground. No site meetings with representatives of potentially conflicting utilities will be required. A private utility locating company will be hired by Delve Underground to verify USA clearance of boring locations.
Delve Underground nor their driller will be responsible for the effects caused by impacting a utility that has not been properly field marked prior to drilling work.
4. The boring locations are accessible and drillable with a rubber-tired, truck-mounted and drill-masted rig in one 10-hour clear weather day (no rain), including mob and demob, and 10 hours of traffic control. No concrete pavements require coring, and no sampling/drilling refusal in obstructions will be encountered. Following geotechnical drilling good practices in public right of ways, the upper five feet of the borings will cleared by hand auger.
5. Borings will be backfilled with neat cement and finished with cold asphalt patch or fast-setting concrete. No landscape restoration nor USA marking removal will be required. If hot patch restoration is required, then temporary cold patch will be allowed until the contractor hired to construct the undercrossing repairs the patch. Optionally, hot patch restoration is completed in one 10-hour clear weather day (no rain), including mobilization, and 8-hours of traffic control, with a total cost of $15,000 in addition to the total cost provided in Appendix C.
6. Environmental and corrosion engineering are outside of our expertise; therefore, tests for soil and groundwater contamination and corrosivity are not included in our scope of services. Samples from borings can be shared with the project’s environmental or corrosion consultants. Samples will be disposed of within 60 days after the completion of the borings.
7. No contaminated soil and/or groundwater will be encountered. If unnatural vapors, odors, or visual contamination are noticed during drilling, the boring will be stopped, backfilled with cement grout, and the drill cuttings will be drummed, labeled for source reference, and provided to the City through chain of custody protocol for testing and disposal. Clean drill cuttings will be off hauled and disposed.
8. All deliverables and invoicing will be prepared using Microsoft Word, Excel, AutoCad, QGIS, and/or Bluebeam Revu, and will be transmitted electronically (no hardcopies) on a time and material basis, and the costs will not exceed that indicated in the attached estimate (Appendix C).
Attachment 1
Ref: Appendix C- Cost Estimate Date:
Pro
ject: Sunnyvale Waterline Project
Client: Bellecci
Principal
Engr
/Geo Sr. Associate Sr. Project
Engineer
Project
Engineer
Design Tech
IV
Technical
Editor
Project
Control IV
$350.00 $300.00 $245.00 $200.00 $195.00 $190.00 $190.00 1 Project Management
1.1 Co
ntracts, insurance, scheduling, and communications 8 8 16 $4,760.00 $4,760
1.2 Project controls (e.g., budget tracking and invoices) 4 4 $760.00 $760
1.3 Internal QAQC documentation and internal project coordination. 4 4 8 16 $3,980.00 $3,980 Task 1: Project Management 12 0 12 8 0 0 4 36 $9,500.00 $0.00 $0.00 $9,500 2 Geotechnical Desktop Study
2.1 Re
view geotechnical data for the project area from Delve Underground and the City archives 4 8 12 $3,360.00 $3,360
2.2 Published documents and maps 4 4 8 $2,380.00 $2,380
2.3 Historic Topographic Maps and Aerial Images 4 4 8 $2,380.00 $300.00 $2,680 Task 2: Geotechnical Desktop Study 12 0 16 0 0 0 0 28 $8,120.00 $300.00 $0.00 $8,420 3 Subsurface Exploration Plan, Permits, USA, and Private U tility Locator
3.1 Exploration location plan 2 2 4 $1,190.00 $1,190
3.2 Apply for encroachment permit from County of Santa Clara 8 8 $1,600.00 $6,000.00 $7,600
3.3 Traffic control plan 2 2 $400.00 $500.00 $900
3.4 Mark and notify Underground Service Alert (USA) 8 8 $1,600.00 $100.00 $1,700
3.5 Private Utility Clearance 4 4 $800.00 $1,500.00 $2,300 Task 3: Subsurface Exploration Plan, Permits, USA, and Pr ivate Utility Locator 2 0 2 22 0 0 0 26 $5,590.00 $8,100.00 $0.00 $13,690 4 Subsurface Explorations
4.1 One
day of borings to depths < 30 feet (~ 2 borings) 12 12 $2,400.00 $8,000.00 $10,400 Draft boring logs and review 4 4 8 $2,200.00 $2,200
4.2 Boring cuttings disposal (readily detecable contaminated soil will be drummed and released 4 4 $800.00 $800 to the City)
4.3 One day of traffic control per task 3.3 2 2 $400.00 $3,200.00 $3,600 Task 4: Subsurface Explorations 4 0 0 22 0 0 0 26 $5,800.00 $3,200.00 $8,000.00 $17,000 5 Laboratory Testing
5.1 La
boratory tests (plan program and review results) 2 2 4 $1,190.00 $1,190 Moisture content & Unit Weight ($30/test): Test- 4 $120.00 $120 Atterberg Limits ($293/test): Test- 2 $586.00 $586
Sieve Analysis ($230/test): Test- 4 $920.00 $920
Unconfined Compression ($91/test): Test- 4 $364.00 $364 Direct Shear ($345/test): Test- 1 $345.00 $345
Task 5: Laboratory Testing 2 0 2 0 0 0 0 4 $1,190.00 $2,335.00 $0.00 $3,525 6 Virtual Design Meetings
6.1 One
virtual design meeting for geotechnical finding and draft report in Task 7.1 2 2 2 6 $1,590.00 $1,590
6.2 Two virtual design meetings for trenchless design 4 4 4 12 $3,180.00 $3,180 Task 6: Virtual Design Meetings 6 0 6 6 0 0 0 18 $4,770.00 $0.00 $0.00 $4,770 7 Geotechnical Analysis and Recommendation Report
7.1 Dr
aft geotechnical analysis and recommendation report 8 8 24 32 8 8 88 $20,560.00 $20,560
7.2 Final geotechnical analysis and recommendation report 8 12 20 $5,740.00 $5,740 Task 7: Geotechnical Analysis and Recommendation Report 16 8 36 32 8 8 0 108 $26,300.00 $0.00 $0.00 $26,300 7/12/2024
Task Description
Del
ve
Underground
Labor Hours
Delve
Underground
Labor Cost
Other Direct
Costs Total AmountDrilling Sub
C-1
Attachment 1
Ref: Appendix C- Cost Estimate Date:
Pro
ject: Sunnyvale Waterline Project
Client: Bellecci
Principal
Engr
/Geo Sr. Associate Sr. Project
Engineer
Project
Engineer
Design Tech
IV
Technical
Editor
Project
Control IV
$350.00 $300.00 $245.00 $200.00 $195.00 $190.00 $190.00 7/12/2024
Task Description
Del
ve
Underground
Labor Hours
Delve
Underground
Labor Cost
Other Direct
Costs Total AmountDrilling Sub
8 Design Development and Deliverables
8.1 30% Design Plans
Convert conceptual drawings into design plan/profile drawings 2 8 10 $2,050.00 $2,050 Prepare 5 trenchless-related specifications for selected trenchless method 12 24 36 $10,080.00 $10,080 Prepare CI 4/5 cost estimate/basis of estimate for trenchless components 2 16 2 2 22 $6,390.00 $6,390 Prepare trenchless construction schedule 2 2 2 6 $1,490.00 $1,490
8.2 65% Design Plans
Update plan/profile drawings by addressing review comments 2 4 6 $1,270.00 $1,270 Update 5 trenchless-related specifications by responding to review comments 8 16 24 $6,720.00 $6,720 Update CI 4/5 cost estimate to CL 2/3 for trenchless components 2 8 2 2 14 $3,990.00 $3,990 Revise trenchless construction schedule 2 2 4 $1,090.00 $1,090 Prepare written response to all trenchless-related comments 2 4 2 8 $2,080.00 $2,080
8.3 100% Design Plans
Finalize plan/profile drawings 2 2 4 $880.00 $880
Finalize 6 trenchless-related specifications 4 8 12 $3,360.00 $3,360 Finalize CL 2/3 estimate to CL 1 cost estimate 1 4 2 7 $2,040.00 $2,040 Finalize trenchless construction schedule 2 2 $600.00 $600 Prepare written response to all trenchless-related comments 2 2 4 $1,190.00 $1,190 Task 8: Design Development and Deliverables 33 34 70 8 14 0 0 159 $43,230.00 $0.00 $0.00 $43,230 9 Easement and Permit Packages
9.1 Su
pport Permit applications with a trenchless memorandum 2 4 16 22 $5,100.00 $5,100 Task 9: Easement and Permit Packages 2 4 0 16 0 0 0 22 $5,100.00 $0.00 $0.00 $5,100 10 Bid Package
10.1 Si
gned and stamped drawings - trenchless-related drawings only 1 2 3 $690.00 $690
10.2 Written response to 100% design review comments 1 1 2 4 $1,050.00 $1,050 Task 10: Bid Package 1 2 0 2 2 0 0 7 $1,740.00 $0.00 $0.00 $1,740 11 Bidding Support
11.1 Wr
itten clarifications and response to bidders (2 No. clarifications) 1 4 4 9 $2,350.00 $2,350
11.2 Prepare addenda for the trenchless designs as needed - 1 No. 1 2 2 5 $1,350.00 $1,350
11.3 Prepare conformed construction documents if needed 1 2 2 5 $1,350.00 $1,350 Task 11: Bidding Support 3 8 0 8 0 0 0 19 $5,050.00 $0.00 $0.00 $5,050 12 Construction Support
12.1 Re
view trenchless submittals - 6 No. submittals, 3 resubmittals 8 12 24 44 $11,200.00 $11,200
12.2 Requests for information (2 No. requests for trenchless information) 1 2 4 7 $1,750.00 $1,750
12.3 Site Visits (assume 2 No. trenchless construction site visits at 8 hrs ea) 16 16 32 $9,520.00 $200.00 $9,720
12.4 Drawings/specifications related to change orders 1 2 2 4 9 $2,130.00 $2,130
12.5 Change orders, as required (assume 1 No. trenchless change order) 1 2 2 5 $1,350.00 $1,350
12.6 Attend on site preconstruction meeting 8 4 4 16 $4,800.00 $100.00 $4,900
12.7 Construction progress meetings - 4 No. at 2 hrs/ea. 4 8 8 20 $5,400.00 $5,400 Task 12: Construction Support 39 30 16 44 4 0 0 133 $36,150.00 $300.00 $0.00 $36,450 13 Record Drawings and Final Punch List
13.1 Pr
epare punch list of trenchless items, if needed 1 2 3 $700.00 $700
13.2 Record drawings of trenchless crossings 1 2 2 4 9 $2,130.00 $2,130
13.3 Copies of all trenchless submittals and responses 2 2 $400.00 $400 Task 13: Record Drawings and Final Punch List 1 3 0 6 4 0 0 14 3,230 $0.00 $0.00 $3,230 133 89 160 174 32 8 4 600
$46,550.00 $26,700.00
$39,200.00 $34,800.00 $6,240.00 $1,520.00 $760.00 $155,770.00 $14,235.00 $8,000.00 $178,005TOTAL ADDITIVE TASKS Hours Cost
C-2
Attachment 1
Attachment 1
~ Delivering Excellence with a Sense of Urgency ~ ™
Utility Locating by Electronic Detection, GPR & Vacuum Excavation, Concrete Rebar Scanning, Cathodic Protection PUC Regional LBE #HRC120915006 SBE #42413 MBE #5LN00013 License CA 860376 Class A, C10, C31, Haz Union DIR Registration #1000005280
May 13, 2024
Gianna Pietro [Tel] 925-681-4885
Bellecci
7077 Koll Center Parkway, Suite 210
Pleasanton, CA
RE: EXARO is pleased to provide this proposal for Vacuum Excavation (potholing) on the 2024-2025 Waterline Project in the City of Sunnyvale, CA.
Scope**
1. Mark out boundaries, notify USA and coordinate with utilities
2. Prepare Traffic Control Drawings 'Standard' (none engineer stamped)
3. Obtain Permits (excludes permit fees and bonds) unless otherwise notified
4. Implement Traffic Control – shift traffic, shoulder work, place “NO PARKING” signs, lane closure & flaggers (2-man crew, 8 days)
5. Vacuum excavate 120 potholes (standard 1’x1’) to confirm underground utilities per furnished drawings
6. Backfill with class II in pavement and native material in dirt
7. Repair asphalt with hot mix asphalt paving (12” T-cut)
8. Provide vertical and horizontal location of utilities referenced to existing infrastructure
Proposal Fee **Fee is binding to assumptions regardless of omission on contract (Bonds, Permits, Deposits billed at cost +15%) $ 299,695
Assumptions
1. General Conditions pg. 2 apply unless noted otherwise on this page
2. Depth - Potholes will be cleared up to 7’
3. Pothole Locations - A pothole plan identifying pothole locations will be provided prior to fully executed agreement
4. Pothole Locations - No electronic locating is assumed for this pricing; all requested utilities to be potholed will be marked out by USA
5. Restoration - No concrete/sidewalk/curb restoration required, all potholes are in asphalt or dirt areas
6. Traffic Control - No additional arrow boards or traffic control flagmen will be needed, if required, additional fees may apply
Schedule - Project is estimated to take 50 working days. This proposal is valid for 90 days.
Payment - Terms for payment are 5 days net or per noted on Contract Terms.
Thank you for the opportunity to provide this proposal Mr. Pietro. Please call me if you have any questions.
Kindest Regards,
Arthur Servin Signature
Arthur Servin Print Name
Estimator Title
EXARO Technologies Corporation Bellecci
www.exarotec.com Date
EXARO TECHNOLOGIES CORPORATION
1831, Bayshore HWY, Burlingame.CA. 94010
Tel: (650)-777-4324
General Engineering Contractor
Attachment 1
Exhibit C
INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work by the Consultant, their agents, representatives, or employees.
Minimum Scope and Limits of Insurance. Consultant shall maintain limits not less than:
1. Commercial General Liability: coverage written on an occurrence basis with limits not less than $2,000,000 per occurrence and $4,000,000 aggregate for bodily injury, personal injury and property damage. ISO Occurrence Form shall be at least as broad as CG 0001.
2. Automobile Liability: coverage with a combined single limit of not less than $2,000,000 per occurrence applying to all owned, non -owned, or hired vehicles used in conjunction with this Agreement for bodily injury and property damage. ISO Form shall be at least as broad as CA 0001.
3. Workers’ Compensation: Statutory Limits and Employer's Liability : $1,000,000 per accident for bodily injury or disease.
Industry Specific Coverages. If checked below, the following insurance is also required:
☒ Professional Liability / Errors and Omissions Liability coverage with limits not less than $2,000,000 per occurrence or claim.
☒ Valuable Papers and Electronic Data Processing with limits not less than $10,000 each.
☐ Cyber & Tech Liability coverage with limits not less than of $1,000,000 per occurrence or claim.
☐ Crime coverage with limits not less than $500,000 to include third party premises endorsement.
Deductibles, Self-Insured Retentions and Other Coverages:
Any deductibles or self -insured retentions must be declared and reviewed by the City of Sunnyvale, Risk Manager. The Consultant shall guarantee payment of any losses and related investigations, claim administration and defense expenses within the deductibl e or self -insured retention.
The aforementioned insurance requirements can be met through any combination of self -insured, primary and excess/umbrella policies that fulfill the stipulated coverage as cited above.
Other Insurance Provisions:
1. During the term of the Agreement, the City of Sunnyvale, its officers, officials, employees, agents, and volunteers are to be covered as an additional insured in the Consultant’s Attachment 1
commercial general liability policy (and if industry specific coverage is checked above, valuable papers, electronic data processing, and cyber liability policies) with respect to liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City of Sunnyvale, its officers, officials, employees, agents, or volunteers.
Additional Insured Endorsement for ongoing operations at least as broad as ISO CG 20 10 Scheduled, or automatic CG 20 38.
2. During the term of the Agreement, the Consultant’s Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Sunnyvale.
3. For all Architects, Engineers and Design Professionals - If Industry Specific Coverage box is check above and if the Consultant’s Professional Liability/Errors and Omissions coverage is written on a claims made basis:
a. The Retroactive Date must be shown and must be before the date of the Agreement or the beginning of contract work.
b. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of the contract of work. c. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Dat e prior to the Agreement effective date, the Consultant must purchase “extended reporting” coverage for a minimum of three (3) years after completion of contract work.
4. For any claims related to this agreement, the Consultant’s insurance shall be primary. Any insurance or self -insurance maintained by the City of Sunnyvale, its officers, officials, employees, agents and volunteers shall be excess of the Consultant’s insura nce and shall not contribute with it and shall be at least as broad as ISO CG 20 01 04 13.
5. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City of Sunnyvale, its officers, officials, employees, agents or volunteers.
6. The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.
7. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, cancelled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City of Sunnyvale.
8. Any umbrella or excess Insurance Liability policies shall be true “following form” of the underlying policy coverage, terms, conditions, and provisions and shall meet all of the insurance requirements stated in this document, including the additional insured, SIR, and primary and non-contributory insurance requirements for the benefit of City (if agreed to Attachment 1
in a written contract or agreement) until all coverage carried by or available to the Consultant’s primary and excess liability policies are exhausted and before the City’s own Insurance or self-insurance shall be called upon to contribute to a loss.
9. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated above shall not serve to reduce the Consultant’s policy limits of coverage. Therefore, the requirements for coverage and limits shall be (1) t he minimum coverage and limits specified in this agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured, whichever is greater.
Acceptability of Insurers:
Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A: VII, and who are admitted and authorized to do business and in good standing in California unless otherwise acceptable to the City of Sunnyvale’s Risk Manager.
Verification of Coverage:
City utilizes PINSAdvantge.com (PINS) to track and verify all insurance related documents. City is no longer accepting Certificates of Insurance by mail and requires the use of PINS. City will email the Contractor/Consultant requesting proof of insurance for this Contract through the PINS platform ([email protected]), which include instructions on how to upload insurance documents electronically. Contractor/Consultant shall furnish the City with an electronic Certificate of Insurance effecting the coverage required. The certificates are to be signed by a person authorized by that insurer to bind coverage on its behalf and name City of Sunnyvale, Attn:
Risk Management, 456 W. Olive Ave, Sunnyvale, CA 94088 as the certificate holder. All certificates are to be received and approved by the City Risk Manager prior to comm encement of work.
The Consultant shall provide certificate(s) evidencing renewals of all insurance required herein prior to the expiration date of any such insurance. Consultant shall submit insurance certificates reflecting the policy renewals through PINS. The City reserv es the right to require complete, certified copies of all required insurance policies, at any time.
Subcontractors
Consultant shall require all sub -contractors to procure and maintain insurance policies subject to these requirements. Failure of Consultant to verify existence of sub -contractor’s insurance shall not relieve Consultant from any claim arising from sub-contractors work on behalf of Consultant.
Attachment 1