June 15, 2026
Visalia Fleet Maintenance Facility Remodel
Attn: Rehana Lustyan
7579 Avenue 288
Visalia, CA 93277
Subject: Proposal for Design Services for the Visal ia Fleet Maintenance Facility Remodel Project
Dear Rehana Lustyan,
We are pleased to prepare the attached proposal for your co nsideration for Visalia Fleet Maintenance Facility Remodel Project. We are confident t hat our team is equipped with the necessary resources and staff to get the job done in a t imely manner. Thanks for the continued opportunity!
We’re excited to work with you on this project and loo k forward to hearing from you soon.
After you have reviewed the enclosed documents, please let us know if you have any questions or comments. If acceptable, please let us know and we will provide contract documents for signature. Please advise the entity to whi ch this contract should be addressed.
Sincerely,
Matthew Ainley, PE RCE #66233 William Ruoff, Archi tect C-36886 Principal Project Architect
encl: Attachment A – Scope of Work, Estimated Fees, and Exclusions Attachment B – 4Creeks, Inc. Fee Schedule .
Job no: 251911 This proposal shall remain valid for a period of 90 days from the date of submittal.
SCOPE OF WORK
Project Understanding
The Visalia Fleet Maintenance Facility Remodel project involves the remodel of the Fleet Vehicle Maintenance Shop building located at the City's Co rporation Yard (336 N Ben Maddox Way, Visalia.) The City is looking to modify the exist ing metal building, which consists of 4 vehicle bays and one existing hydraulic vehicle lift. The project modifications will include:
• Three (3) additional car lifts
• New riser, fire sprinklers, and FDC
• New fire hydrant within 50’ of building
• ADA improvements that are up to 20% of the total estimat ed valued of the improvements
• Electrical upgrades to account for additional amperage fro m the new lifts and projeted loads
• Code-compliant lighting upgrades
• New pull-down hose reels between bays
• New gas service to the building via a new gas line from the main (assumed to be located in the adjacent public-right-of-way)
• Modifications to the site grading and paving to provide an ADA-compliant parking stall (adjacent to the existing ADA ramp near the NW co rner of the building) • Storage rack inside the shop to be secured
• Code-compliant identification of emergency exit doors • New building signage/identification
• Oil and coolant disposal tanks stored outside with proper con tainment (design of overhead reel storage and space planning of storage tanks is included. See Exclusions.)
• A new eye wash station
• New gas heaters
• Air delivery from compressor
• Vehicle exhaust system (assumed to be a ducted system wit h a combo of overhead vents and low vents at the perimeter walls)
• 2x fire extinguishers
The plans are also to include the following items as bi d alternates:
• Epoxy floor finish
• A new door employee access on South wall of the buil ding • New ceiling insulation and new wall insulation at one wall to improve temperature control
Task Overview
Task 1 Project Management & Meetings
The Project Management Task will serve to organize the efforts of the project team, including subconsultants and the City, to keep the project on s chedule and on budget.
Method
• Meetings with the City to review project progress
• Manage project tasks and completion of work products
• Manage and update the project schedule in coordination with the City • Coordinate Consultant Kick-Off Meeting
• Implement and maintain quality control procedures
• Prepare and submit monthly invoices to the City
The above-described Task 1 services will be provided on a Fixed Fee basis for $6,000. Any additional items requested not specifically mentioned a bove will be billed as “extra” on a Time and Materials basis.
Task 2: Schematic Design
4Creeks will provide an initial design that conveys th e general project understanding and project needs based on the above scope.
Method
• The ARCHITECT will meet on site with the CLIENT to review and confirm the project scope, and to take measurements and document the existing conditio ns of the building and site, including a site topographic survey.
• The ARCHITECT will meet on site with their engineer ing subconsultants to review the existing engineered MEP and structural systems.
• The ARCHITECT will prepare as-built floor plans and site plans to be used in the project. • The ARCHITECT will develop site and floor plan drawings to communicate the initial design concept for the project.
• The ARCHITECT will work with their engineering subc onsultants to prepare a written narrative/analysis of the as-built engineered MEP and str uctural systems. • The ARCHITECT will meet with the CLIENT to review dr awings, receive feedback, and refine the design as required. This phase assumes one rou nd of refinements to the plans.
• The ARCHITECT will provide conceptual site plans and floor plans of the project to serve as the basis for the subsequent task.
o The ARCHITECT will work with the internal 4Creeks Utilities Department to conduct Utility Research, requesting and reviewing all dry utility maps in the area, and update the site plan accordingly.
Deliverables
• Topographic Survey – 4Creeks
• Civil Engineering 30% Design Drawings – 4Creeks
• Architectural 30% Design Drawings – 4Creeks
• Written Narrative of existing MEP and Structural Syste ms • Utility Coordination – 4Creeks
• 30% Cost Estimate – 4Creeks
The above-described Task 2 services will be provided on a Fixed Fee basis for $26,725.
Any additional items requested not specifically mentioned above will be billed as “extra” on a Time and Materials basis.
Task 3: Design Development
4Creeks and their subconsultants, will work to develo p the drawings to further illustrate and convey the design ideas in detail, including the initia l engineered systems. Prior to this phase, the design decisions have been made, agreed upon and approv ed by the City.
Method
• Based on the approved Schematic Design deliverables, the A RCHITECT will work with their engineering subconsultants to further refine th e design requirements of the program.
• The ARCHITECT will work with their engineering subcon sultants to develop the initial engineered systems.
• The ARCHITECT will meet with the CLIENT to review dr awings, receive feedback and modify the design as requested by CLIENT. This phase assume s one round of refinements to the plans.
• The ARCHITECT will coordinate with the internal 4Creek s Utilities Department to prepare the utilities plans and applications for submittal to the utilities companies as required. Through the process, we will obtain on-site point-of-connection locations, conduit requirements, and trench routing requirements fr om the utility companies and will incorporate initial findings into the drawings.
Deliverables
• Civil Engineering 60% Drawings & Outline Specifications – 4Creeks • Architectural 60% Drawings & Outline Specifications – 4Creeks • Structural Engineering 60% Drawings & Outline Specificat ions – 4Creeks • Mechanical Engineering 60% Drawings & Outline Specificatio ns – Caliber Mechanical • Electrical Engineering 60% Drawings & Outline Specific ations – RSE Associates • Fire Protection Engineering 60% Drawings & Outline Speci fications – Another in the Fire • Utility Coordination – 4Creeks
• 60% Cost Estimate – 4Creeks
The above-described Task 3 design services will be provided on a Fixed Fee basis for $38,100.
Any additional items requested not specifically mentioned above will be billed as “extra” on a Time and Materials basis.
Task 4 Construction Documents
4Creeks will further develop the drawings suitable to obtain a building permit and to issue for bidding. Prior to this phase, the design decisions have been made, agreed upon and approved by the City.
Method
• Based on the approved Design Development drawings, the ARCHI TECT will work with their engineering subconsultants to further refine th e drawings and add code required detailing and annotations. These drawings and specificatio ns will set forth the code requirements for permitting and bidding.
• The ARCHITECT will work with and coordinate the work of their engineering subconsultants to develop the construction documents.
• The ARCHITECT will meet with the CLIENT to review dr awings, receive feedback as modify the design as required. This phase assumes only mi nor refinements to the plans.
• The ARCHITECT will continue to coordinate with the internal 4Creeks Utilities Department to obtain utility company designs on behalf of the CLIENT.
Deliverables
• Civil Engineering 90% Drawings & Specifications – 4Cree ks • Architectural 90% Drawings & Specifications – 4Creeks • Structural Engineering 90% Drawings & Specifications – 4Creeks • Mechanical Engineering 90% Drawings & Specifications – C aliber Mechanical • Electrical Engineering 90% Drawings & Specifications – RSE Associates • Fire Protection Engineering 90% Drawings & Specificatio ns – Another in the Fire • Utility Coordination – 4Creeks
• 90% Cost Estimate – 4Creeks
The above-described Task 4 design services will be provided on a Fixed Fee basis for $53,830.
Any additional items requested not specifically mentioned above will be billed as “extra” on a Time and Materials basis.
Task 5 Permitting
4Creeks will work with the City to obtain building permit approval from the Building Department, and through the permitting review process, fi nalize the drawings and specifications to prepare for Bidding.
Method
• The ARCHITECT will work with their engineering subcon sultants to prepare and submit the building permit application and will follow up with t he building department until the permit is ready for issuance.
• Once the project is permitted, the ARCHITECT will fin alize the drawings and specifications to provide the Project Documents to b e issued for Bidding.
Deliverables
• Building Department-approved Drawings and Specifications, in cluding:
o Civil Engineering 100% Drawings & Specifications – 4Cre eks o Architectural 100% Drawings & Specifications – 4Creeks o Structural Engineering 100% Drawings & Specifications – 4Creeks o Mechanical Engineering 100% Drawings & Specifications – C aliber Mechanical o Electrical Engineering 100% Drawings & Specifications – RSE Associates o Fire Protection Engineering 100% Drawings & Specificatio ns – Another in the Fire
The above-described Task 5 services will be provided on a Fixed Fee basis for $2,000. Any additional items requested not specifically mentioned a bove will be billed as “extra” on a Time and Materials basis.
Task 6 Bidding Assistance
4Creeks will assist the City during the Bidding process .
Method
• Attend and participate in a pre-bid meeting with the City and Contractors • Provide supplemental instructions and clarifications to bidders as necessary; produce addendums to modify the bid documents (plans and specifica tions) as required • Review bids received at the bid opening held by the City
The above-described Task 6 services will be provided on an Hourly Estimate not to exceed $7,450 without prior authorization. Any additional items requested not specifically mentioned above will be billed as “extra” on a Time and Materials basis .
Task 7 Construction Administration
4Creeks will assist the CLIENT and the Contractor durin g the construction phase with plan clarifications, supplemental information, general coor dination and modifications. The ARCHITECT will visit the site during construction at regular intervals to observe and advise the CLIENT on construction processes, quality, and conforma nce with the Project Documents.
Method
• Construction Kick-off meeting with ARCHITECT, CLIENT and Contractor • Weekly construction meetings (assumes a 8 month construction duration and 1 remote meeting per week)
• Site visits during construction to review the work pr ior to occupancy o 3 site visits from the Architecture team
o 1 site visit each from the Civil, Electrical, and Mec hanical engineers • Product Construction document clarifications / modific ations as required • Review and Respond to Contractor requests for informa tion in a timely manner • Review and Approval of Contractor Submittals
The above-described Task 7 services will be provided on an Hourly Estimate not to exceed $13,150 without prior authorization. Any additional items requested not specifically mentioned above will be billed as “extra” on a Time and Mater ials basis.
ESTIMATED FEES
Task 1 Project Management & Meetings Fixed Fee $ 6,000 Task 2 Schematic Design Fixed Fee $ 26,725
Task 3 Design Development Fixed Fee $ 38 ,10 0
Task 4 Permit Documents Fixed Fee $ 53,830
Task 5 Permitting & Construction Documents Fixed Fee $ 2,00 0 Task 6 Bidding Assistance Hourly Estimate $ 7,45 0
Task 7 Construction Observation Hourly Estimate $ 13 ,150 TOTAL $ 14 7,255
EXCLUSIONS
Unless noted otherwise, the following services are not included in the above Scope of Work or Fee Proposal. Many of them are available upon request as addi tional services. • Engineering services unless noted above
• Design of Oil, Grease, or other vehicle maintenance fluid distribution systems, including hose reels, shall be by others.
• Security system design
• Communications, audio / visual system design
• Energy Modeling or Building Commissioning
• Solar hot water or Photovoltaic design
• Soils analysis for landscape planting amendments
• Hazardous Materials testing, reports, or recommendation s for removal • Material testing and inspections (during construction) • Design, Specification, and/or purchasing of furnishings and specialty equipment • Permits and Application Fees
• Utility applications and/or fees
• Post Construction Record or As-built Drawings
• Value engineering services
• Interior design (procurement of furnishings)
• Renderings for marketing
• Environmental Studies (Traffic, Noise, Flood, EIR / I nitial Study / Coordination) • Phasing of project and work other unless noted otherwise • Preparation of Construction Documents for multiple bid packages • Off-site improvements beyond the curb/gutter at street and beyond property lines • Floodproofing certification
• Lift Station engineering, if required
• Frontage improvements along future project phases
• Traffic signal design
• Traffic impact study
• Detailed stormwater study
• Preparation or processing of any CalTrans documents
• Preparation or processing of any FEMA documents
• Preparation of SWPPP and Dust Control Implementation
Notes
• This proposal shall be considered valid for 90 days from the date on the cover page, unless accepted by the client and work has commenced.
• The 4Creeks fee schedule is updated from time to time an d the most current version of the fee schedule shall apply for all invoicing, incl uding Time & Materials tasks. • The ARCHITECT shall assume that all CLIENT provided info rmation will be accurate and true. Any discrepancies shall be at the risk of the CL IENT. • Only drawings specifically titled CONSTRUCTION DOCUMENTS with the ARCHITECT’S signed stamp are intended for construction. Construction based on any other drawings is at CLIENTS risk.
• Note that the plans will not be submitted to the Plan ning or Building Departments until all invoices to date have been paid.
• Modifications requested after previously approved designs wi ll be billed on an hourly basis above and beyond estimated or fixed fees
• The ARCHITECT reserves the right to adjust the fee i f the CLIENT/CONTRACTOR relationship varies from the project assumptions
• The ARCHITECT reserves the right to adjust hourly rate s on an annual basis • The ARCHITECT reserves the right to photograph the fini shed project for marketing purposes
• The ARCHITECT reserves the right to install a job site sign on the CLIENTS project property during design and construction of the project
• Reimbursable receipts will not be provided with invoices but will be available upon request
• Gas heat exceeding 10 btu/h/sf will cause the space to b e considered “conditioned” per California code, thus requiring Title 24 calculation s. Passing Title 24 may require additional measures to be applied to the building to obtain a passing score, including but not limited to additional wall or roof insulation.
ITEMS TO BE PROVIDED BY OTHERS
The following items are to be provided to 4Creeks by oth ers (i.e. developer, client, or client’s representative) unless specifically included as part of a task above. • Record plans for existing improvements in the vicinity , as necessary • Geotechnical report & R-values
• Water pressure information
• Construction schedule (if preparing environmental compli ance documents) • Preliminary Title Report
Our relationship for the purposes of this project and our responsibilities to each other are more fully set forth in the TERMS AND CONDITIONS which w ill be sent following the notice to proceed from the CLIENT.