HomeMy WebLinkAboutCoastland Civil Engineering 2022-03-22COU No. 2122-189
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AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES
This Agreement, made and entered into this 22nd day of March, 2022 (“Effective Date”),
by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and Coastland
Civic Engineering, Inc, a Corporation organized and in good standing under the laws of the
state of California, hereinafter referred to as "Consultant".
RECITALS
This Agreement is predicated on the following facts:
a.City requires consulting services related to preparing plans, specifications, and estimate
for the Main Street Utilities Improvement Project.
b.Consultant represents that it has the professional qualifications, skills, and experience
and is properly licensed to provide these services, and is willing to provide them
according to the terms of this Agreement, consistent with the professional skill and care
ordinarily provided by firms practicing in the same or similar locality under the same or
similar circumstances (herein the “Standard of Care”).
c.City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto
as Attachment "A", describing contract provisions for the project and setting forth the
completion dates for the various services to be provided pursuant to this Agreement,
provided however, that notwithstanding any clause in this Agreement to the contrary,
Consultant expressly disclaims all express or implied warranties and guarantees with
respect to the quality of performance of professional services.
TERMS OF AGREEMENT
1.0 DESCRIPTION OF PROJECT
1.1 The Project is described in detail in the attached Scope-of-Work (Attachment "A").
2.0 SCOPE OF SERVICES
2.1 As set forth in Attachment "A".
2.2. Additional Services. Additional services, if any, shall only proceed upon written
agreement between City and Consultant. The written Agreement shall be in the form of
an Amendment to this Agreement.
3.0 CONDUCT OF WORK
3.1 Time of Completion. Consultant shall commence performance of services as required
by the Scope-of-Work upon receipt of a Notice to Proceed from City and shall complete
such services within the time coordinated with the City, as expeditiously as is consistent
with the exercise of professional skill and care and the orderly progress of the Project.
Consultant shall complete the work to the City's reasonable satisfaction, even if contract
disputes arise or Consultant contends it is entitled to further compensation.
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4.0 COMPENSATION FOR SERVICES
4.1 Basis for Compensation. For the performance of the professional services of this
Agreement, Consultant shall be compensated on a time and expense basis not to
exceed a dollar amount of $285,353.00. Labor charges shall be based upon hourly
billing rates for the various classifications of personnel employed by Consultant to
perform the Scope of Work as set for in the attached Attachment B, which shall include
all indirect costs and expenses of every kind or nature, except direct expenses. The
direct expenses and the fees to be charges for the same shall be set forth in Attachment
B. Consultant shall complete the Scope of Work for the not-to-exceed guaranteed
maximum, even if actual time and expenses exceed the agreed upon amount.
4.2 Changes. Should changes in compensation be required because of changes to the
Scope-of-Work of this Agreement, the parties shall agree in writing to a ny changes in
compensation. "Changes to the Scope-of-Work" means different activities than those
described in Attachment "A" and not additional time to complete those activities than the
parties anticipated on the date they entered this Agreement.
4.3 Sub-contractor Payment. The use of sub-consultants or other services to perform a
portion of the work of this Agreement shall be approved by City prior to commencement
of work. The cost of sub-consultants shall be included within the not-to-exceed amount
set forth in Section 4.1.
4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this
contract shall be based upon submission of monthly invoices for the work satisfactorily
performed prior to the date of the invoice less any amount already paid to Consultant,
which amounts shall be due and payable thirty (30) days after receipt by City. The
invoices shall provide a description of each item of work performed, the time expended
to perform each task, the fees charged for that task, and the direct expenses incurred
and billed for. Invoices shall be accompanied by documentation sufficient to enable City
to determine progress made and to support the expenses claimed.
5.0 ASSURANCES OF CONSULTANT
5.1 Independent Contractor. Consultant is an independent contractor and is solely
responsible for its acts or omissions. Consultant (including its agents, servants, and
employees) is not the City's agent, employee, or representative for any purpose.
It is the express intention of the parties hereto that Consultant is an independent
contractor and not an employee, joint venturer, or partner of City for any purpose
whatsoever. City shall have no right to, and shall not control the manner or prescribe the
method of accomplishing those services contracted to and performed by Consultant
under this Agreement, and the general public and all governmental agencies regulating
such activity shall be so informed.
Those provisions of this Agreement that reserve ultimate authority in City have been
inserted solely to achieve compliance with federal and state laws, rules, regulations, and
interpretations thereof. No such provisions and no other provisions of this Agreement
shall be interpreted or construed as creating or establishing the relationship of employer
and employee between Consultant and City.
Consultant shall pay all estimated and actual federal and state income and self -
employment taxes that are due the state and federal government and shall furnish and
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pay worker's compensation insurance, unemployment insurance and any other benefits
required by law for himself and his employees, if any. Consultant agrees to indemnify
and hold City and its officers and employees harmless from and against any claims or
demands by federal, state or local government agencies for any such taxes or benefits
due but not paid by Consultant, including the legal costs associated with defending
against any audit, claim demand or law suit investigating or alleging Consultant’s failure
to comply with this paragraph.
Consultant warrants and represents that it is a properly licensed professional or
professional organization with a substantial investment in its business and that it
maintains its own offices and staff which it will use in performing under this Agreement.
5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely
to City. Consultant has no interest and will not acquire any direct or indirect interest that
would conflict with its performance of the Agreement. Consultant shall not in the
performance of this Agreement employ a person having such an interest. If the City
Manager determines that the Consultant has a disclosure obligation under the City’s
local conflict of interest code, the Consultant shall file the required disclosure form with
the City Clerk within 10 days of being notified of the City Manager’s determination.
6.0 INDEMNIFICATION
6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2
Consultant shall not begin work under this Agreement until it procures and maint ains for
the full period of time allowed by law, surviving the termination of this Agreement
insurance against claims for injuries to persons or damages to property, which may arise
from or in connection with its performance under this Agreement.
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1.Insurance Services Office ("ISO) Commercial General Liability Coverage
Form No. CG 20 10 10 01 and Commercial General Liability Coverage –
Completed Operations Form No. CG 20 37 10 01.
2.ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1
"any auto" or Code 8, 9 if no owned autos and endorsement CA 0025.
3.Worker's Compensation Insurance as required by the Labor Code of the
State of California and Employers Liability Insurance.
4.Errors and Omissions liability insurance appropriate to the consultant’s
profession.
B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
1.General Liability: $1,000,000 combined single limit per occurrence for
bodily injury, personal injury and property damage including operations,
products and completed operations. If Commercial General Liability
Insurance or other form with a general aggregate limit is used, the
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general aggregate limit shall apply separately to the work performed
under this Agreement, or the aggregate limit shall be twice the prescribed
per occurrence limit.
2.Automobile Liability: $1,000,000 combined single limit per accident for
bodily injury and property damage.
3.Worker's Compensation and Employers Liability: Worker's compensation
limits as required by the Labor Code of the State of California and
Employers Liability limits of $1,000,000 per accident.
4.Errors and Omissions liability: $1,000,000 per occurrence.
C. Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by
the City. At the option of the City, either the insurer shall reduce or eliminate
such deductibles or self-insured retentions as respects to the City, its officers,
officials, employees and volunteers; or the Consultant shall procure a bond
guaranteeing payment of losses and related investigations, claim administration
and defense expenses.
D. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:
1.General Liability and Automobile Liability Coverages
a.The City, it officers, officials, employees and volunteers are to be
covered as additional insureds as respects; 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, or automobiles owned, hired
or borrowed by the Consultant for the full period of time allowed by
law, surviving the termination of this Agreement. The coverage
shall contain no special limitations on the scope-of-protection
afforded to the City, its officers, officials, employees or volunteers.
b.The Consultant's insurance coverage shall be primary insurance
as respects to the City, its officers, officials, employees and
volunteers. Any insurance or self-insurance maintained by the
City, its officers, officials, employees or volunteers shall be in
excess of the Consultant's insurance and shall not contribute with
it.
c.Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to the City, its officers, officials,
employees or volunteers.
d.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.
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2.Worker's Compensation and Employers Liability Coverage
The insurer shall agree to waive all rights of subrogation against the City,
its officers, officials, employees and volunteers for losses arising from
Consultant's performance of the work, pursuant to this Agreement.
3.Professional Liability Coverage
If written on a claims-made basis, the retroactivity date shall be the
effective date of this Agreement. The policy period shall extend one year
from project completion.
4.All Coverages
Each Insurance policy required by this clause shall be endorsed to state
that coverage shall not be suspended, voided, canceled 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.
E. Acceptability of Insurers
Insurance is to be placed with admitted California insurers with an A.M. Best's
rating of no less than A- for financial strength, AA for long-term credit rating and
AMB-1 for short-term credit rating.
F. Verification of Coverage
Consultant shall furnish the City with Certificates of Insurance and with original
Endorsements effecting coverage required by this Agreement. The Certificates
and Endorsements for each insurance policy are to be signed by a person
authorized by that insurer to bind coverage on its behalf. The Certificates and
Endorsements are to be on forms provided or approved by the City. Where by
statute, the City's Workers' Compensation - related forms cannot be used,
equivalent forms approved by the Insurance Commissioner are to be substituted.
All Certificates and Endorsements are to be received and approved by the City
before Consultant begins the work of this Agreement. The City reserves the right
to require complete, certified copies of all required insurance policies, at any
time. If Consultant fails to provide the coverages required herein, the City shall
have the right, but not the obligation, to purchase any or all of them. In that
event, the cost of insurance becomes part of the compensation due the
contractor after notice to Consultant that City has paid the premium.
G. Subcontractors
Consultant shall include all subcontractors or sub-consultants as insured under
its policies or shall furnish separate certificates and endorsements for each sub-
contractor or sub-consultant. All coverage for sub-contractors or sub-consultants
shall be subject to all insurance requirements set forth in this Paragraph 6.1.
6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition
thereto, Consultant agrees, for the full period of time allowed by law, surviving the
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termination of this Agreement, to indemnify the City for any claim, cost or liability that
arises out of, or pertains to, or relates to any negligent act or omission or the willful
misconduct of Consultant in the performance of services under this contract by
Consultant, but this indemnity does not apply to liability for damages for death or bodily
injury to persons, injury to property, or other loss, arising from the sole negligence, willful
misconduct or defects in design by the City, or arising from the active negligence of the
City.
“Indemnify,” as used herein includes the reimbursement of expenses of defending
against such a claim and the payment of any settlement or judgment arising out of the
claim. Defense costs include all costs associated with defending the claim, including,
but not limited to, the fees of attorneys, investigators, consultants, experts and expert
witnesses, and litigation expenses.
References in this paragraph to City or Consultant, include their officers, employees,
agents, and subcontractors.
6.3 Consultant and City waive all consequential or special damages, including, but not
limited, loss of use, profits, revenue, business opportunity, or production, for claims,
disputes, or other matters arising out of or relating to the Contract or the services
provided by Consultant, regardless of whether such claim or dispute is based upon
breach of contract willful misconduct or negligent act or omission of either of them or
their employees, agents, subconsultants, or other legal theory, even if the affected party
has knowledge of the possibility of such damages. This mutual waiver shall survive
termination or completion of this contract.
7.0 CONTRACT PROVISIONS
7.1 Ownership of Work. All documents furnished to Consultant by City and all documents or
reports and supportive data prepared by Consultant under this Agreement are owned
and become the property of the City upon their creation and shall be given to City
immediately upon demand and at the completion of Consultant's services at no
additional cost to City, provided Consultant has been paid for all undisputed invoice
amounts due. Deliverables are identified in the Scope-of-Work, Attachment "A". All
documents produced by Consultant shall be furnished to City in digital format and
hardcopy. Consultant shall produce the digital format, using software and media
approved by City. Notwithstanding the foregoing, Consultant shall retain ownership to
any of its standard drawings, documents, details and specifications (“Consultants
Standards”) that may be incorporated into the documents. City shall be granted a
nonexclusive license to use Consultant’s Standards as part of its use of the documents.
City agrees to indemnify, defend and hold the Consultant harmless from and against any
claims or damages that may results from the subsequent use, reuse, transfer or
modification of the documents, except on projects where the Consultant has bene
retained to provide services.
7.2 Governing Law. Consultant shall exercise the Standard of Care to comply with the laws
and regulations of the United States, the State of California, and all local governments
having jurisdiction over this Agreement. The interpretation and enforcement of this
Agreement shall be governed by California law and any action arising under or in
connection with this Agreement must be filed in a Court of competent jurisdiction in
Mendocino County.
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7.3
COU No. 2122-189
Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments
set forth the entire understanding between the parties.
7.4 Severability. If any term of this Agreement is held invalid by a court of competent
jurisdiction, the remainder of this Agreement shall remain in effect.
7.5 Modification. No modification of this Agreement is valid unless made with the agreement
of both parties in writing.
7.6 Assignment. Consultant's services are considered unique and personal. Consultant
shall not assign, transfer, or sub-contract its interest or obligation under all or any portion
of this Agreement without City's prior written consent.
7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement
shall be a waiver of any other or subsequent breach of the same or any other covenant,
term or condition or a waiver of the covenant, term or condition itself.
7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of
the Agreement; 2) because funds are no longer available to pay Consultant for services
provided under this Agreement; or 3) City has abandoned and does not wish to complete
the project for which Consultant was retained. A party shall notify the other party of any
alleged breach of the Agreement and of the action required to cure the breach. If the
breaching party fails to cure the breach within the time specified in the notice, the
contract shall be terminated as of that time. If terminated for lack of funds or
abandonment of the project, the contract shall terminate on the date notice of
termination is given to Consultant. City shall pay the Consultant only for services
performed and expenses incurred as of the effective termination date. In such event, as
a condition to payment, Consultant shall provide to City all finished or unfinished
documents, data, studies, surveys, drawings, maps, models, photographs and reports
prepared by the Consultant under this Agreement, provided all undisputed invoice
amounts have been paid to the consultant. Consultant shall be entitled to receive just
and equitable compensation for any work satisfactorily completed hereunder, subject to
off-set for any damages City may incur as a result of Consultant's material breach of
contract.
7.9 Execution of Agreement. This Agreement may be executed in duplicate originals, each
bearing the original signature of the parties. Alternatively, this Agreement may be
executed and delivered by facsimile or other electronic transmission, and in more than
one counterpart, each of which shall be deemed an original, and all of which together
shall constitute one and the same instrument. When executed using either alternative,
the executed agreement shall be deemed an original admissible as evidence in any
administrative or judicial proceeding to prove the terms and content of this Agreement.
8.0 NOTICES
Any notice given under this Agreement shall be in writing and deemed given when
personally delivered or deposited in the mail (certified or registered) addressed to the
parties as follows:
CITY OF UKIAH BKF ENGINEERS
DEPT. OF PUBLIC WORKS JASON KIRCHMAN
300 SEMINARY AVENUE 2004 4TH ST, STE 300
UKIAH, CA 95482-5400 SANTA ROSA, CA 95401
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9.0 SIGNATURES
IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date:
WATER SYSTEMS OPTIMZATION, INC.
BY: __________________________ ____________________
JOHN WANGER
CEO Date
__________________
IRS IDN Number
CITY OF UKIAH
BY: ____________________
SAGE SANGIACOMO
CITY MANAGER Date
ATTEST
____________________
KRISTINE LAWLER
CITY CLERK Date
March 25, 2022
68-0256235
Apr 1, 2022
Kristine Lawler (Apr 1, 2022 09:17 PDT)
Kristine Lawler Apr 1, 2022
City of Ukiah Main Street Utilities Improvement Project | 3
Coastland will begin the project by evaluating project needs and reviewing available background
information. Our team will coordinate closely with City staff and other stakeholders as appropriate
to gain a comprehensive assessment of the project needs.
Following the initial coordination and background efforts, Coastland will review and layout
preliminary curb ramp alternative designs, assess right-of-way impacts, and other site constraints.
Utility potholes will also be performed at critical locations to evaluate potential utility conflicts.
Coastland will meet with the City at project milestones and reach out to the public to discuss
project impacts.
To maintain a high level of quality and completeness, Coastland’s
team will devote themselves to managing their time wisely,
developing innovative solutions, and maintaining clear and
consistent communication with the City. During the initial phase,
the Coastland team will work closely with City staff to evaluate
any non-standard design conditions, potential utility conflicts and
other key issues that may affect the design of the project. Our
construction management team and our in-house Certified
Access Specialist (CASp) will review the project plans to ensure
constructability and compliance with ADA requirements, as well
as look for opportunities to save money by using alternate
construction methods.
The City of Ukiah has adopted the City of Santa Rosa’s 2017
Storm Water Low Impact Development Technical Design Manual
(Manual) which sets requirements for compliance with the City’s
NPDES MS4 Permit. Projects that create or replace a combined
total of 10,000 square feet of impervious surface trigger the
requirements of the Manual. The roadway reconstruction area
greatly exceeds 10,000 square feet and may meet the definition
of reconstructed or replaced pavement. The Manual defines
reconstruction or replaced impervious surface as work that extends into the subgrade of a
pavement section. The existing and proposed pavement sections will need to be evaluated to
determine if the reconstruction work will extend into the subgrade soils. Coastland will work with
the City to evaluate the pavement sections and complete the Storm Water LID Determination
Worksheet. If it is found the project will trigger the requirements of the Manual, Coastland can
prepare an additional scope of services and cost proposal to design LID Measures to comply with
the Manual. Coastland is fully capable and experienced in designing Low Impact Development
(LID) BMP’s to comply with the Manual.
In summary, our approach will focus on:
Collaborating closely with City staff—we will serve as an extension of your staff while
remaining accessible and responsive to any questions.
Review of water main alignments and minimizing impacts.
Evaluating repair of broken curb and gutter and sidewalk uplift areas.
Providing ADA compliance at the curb ramp locations.
Provide constructability review and recommended construction means and methods to the
City for inclusion into the contract documents.
We will apply our local experience
and knowledge to provide
innovative and creative solutions
on this project.
APPROACH
ATTACHMENT A
City of Ukiah Main Street Utilities Improvement Project | 4
Our approach to this project will build upon the City’s Scope of Services contained the RFP. The
following Scope of Services is based on our understanding of the project and assessment of
project opportunities. Coastland understands that clear communication and managing time wisely
are keys to getting the most mileage out of available funds and our Scope of Work has been
prepared with that in mind.
TASK 1 – PROJECT MEETINGS, PRELIMINARY RESEARCH AND
COORDINATION
Meetings with City Representatives
We propose to meet with City staff to discuss project details, establish goals, review the project
schedule and coordinate efforts. Included are the project kick-off meeting and three (3) progress
design reviews (30%, 60 %, and 90% submittals).
Background Information
We will assemble available City information pertaining to the project including as-built drawings,
benchmark information, utility information, sewer videos and log information, base maps, right-of-
way data and additional pertinent in formation for the project.
We will take digital photos of the site and observe existing conditions in the field so we may be
able to identify any unusual or special conditions that may affect the project design or construction.
Utility Coordination
We propose to coordinate with outside utility companies to ensure that all existing facilities, both
underground and overhead, are identified accurately during the design phase. We will write letters
to PG&E, AT&T, and Comcast informing them of the project and requesting their facility drawings.
After reviewing the utility maps and evaluating the initial project design, we will advise the City
where utility markouts or potholing may be required. Because pothole efforts can vary greatly
from project to project and will not be identified until after the 30% stage, it is difficult to determine
if potholing will be required and to what extent. For the purposes of this proposal, we have
included the cost for a utility vacuum excavation contractor to perform four (4) potholes in the
project area. Since this is a City project, we have assumed the fee for the required encroachment
permit will be waived. Effort for coordination with utility companies and to request relocations, if
necessary, are not included in this scope. However, we would be happy to assist the City with
these items once the efforts are quantified during design.
TASK 2 – TOPOGRAPHIC SURVEY AND RIGHT OF WAY DETERMINATION
Our subconsultant, Cinquini and Passarino, Inc. (CPI), will conduct the topographic survey of the
project area The work will include performing a ground topographic survey and prepare a map at
1” =20’ scale with a one-foot contour interval. Survey limits will be from back of sidewalk to back
of sidewalk (where present). Surface evidence of underground utilizes that may exist along the
roadway but beyond the limits of topographic mapping will also be surveyed.
Topographic survey will include all necessary work to produce a topographic map, including
features such as, but not limited to; building corners and elevations, curb lines, flowline of gutter,
lip of gutter, water meters, sewer cleanouts, valves, manholes (including rim, invert and pipe
information), utility markings on the pavement, utility poles, driveway and doorway locations,
sidewalks, trees four (4) inches and larger, retaining wall or decorative walls, and any other
pertinent information that could apply to the project during design. Topographic survey will be
SCOPE OF SERVICES
City of Ukiah Main Street Utilities Improvement Project | 5
provided on North American Vertical Datum of 1988. The topographic map will be horizontally
related to the California Coordinate System of 1983, Zone II.
Cinquini & Passarino will locate existing survey monumentation to establish the right of way along
the project corridor. CPI will begin by reviewing existing record maps, City control maps, if
available, deeds and other pertinent documents. Once the records research and field monument
ties have been completed, CPI will determine the right of way and provide the information to
Coastland for their use. This work will also be used in conjunction for the preparation and filing
of a record of survey with the County of Mendocino.
Task 2 Deliverables: Sealed hardcopy of the Topographic Survey Map, Right-of-Way Survey
and Record of Survey
TASK 3 – GEOTECHNICAL INVESTIGATION
Our subconsultant, RGH will provide the Geotechnical Investigation for the project to assist in the
evaluation and design of the pavement rehabilitation and/or reconstruction.
RGH will review the published geologic data and available geotechnical information from their
files for the area. RGH’s engineer or geologist will conduct a surficial reconnaissance of Main
Street and mark proposed exploration areas with white paint. RGH will contact Underground
Service Alert (USA) so that their members will mark the locations of their utilities within the area
of our proposed exploration locations. RGH’s engineer or geologist will mark 10 to 12 locations
along the project segment.
As required by the City, RGH will obtain an encroachment permit for drilling in the street. It is
assumed that the cost for the permit will be waived because the work is being done for the City.
As required for work within Ukiah, RGH will contract with a traffic control sub-consultant to prepare
a traffic control plan (TCP), which will be submitted as part of the encroachment permit submittal
package.
Once the locations have been cleared of utilities and the encroachment permit approved, RGH
will explore the subsurface conditions by drilling borings at each marked location using a truck-
mounted drill rig. The borings will extend through the existing pavement section and into the
underlying subgrade soils. We anticipate depths of 2 to 4 feet. RGH’s engineer will log the borings
and obtain bulk and relatively undisturbed samples for visual examination, classification, and
laboratory testing. Selected samples representative of the subgrade material types encountered
will be laboratory tested to determine their R-value. Traffic control will be provided.
Based on the analysis of the field and laboratory work, RGH will develop the following
geotechnical information:
1. A brief description of the pavement sections encountered; and
2. Specific conclusions and recommendations concerning:
a. Primary geotechnical engineering concerns and mitigating measures, as applicable;
b. Pavement rehabilitation sections;
c. Asphalt overlay options; and
d. Supplemental geotechnical engineering services.
RGH will present the results of the study in a written report that includes summaries of the field
and laboratory work. Following submittal of the report, RGH will provide on-call consultation during
the project design. In addition, RGH will assist in preparing the specifications.
City of Ukiah Main Street Utilities Improvement Project | 6
TASK 4 – 30% IMPROVEMENT PLANS (PRELIMINARY DESIGN)
Following our background research, including documentation gathering, utility and survey
coordination and field review, we will prepare a 30% submittal, which will include a design
memorandum, 30% drawings, and preliminary engineer’s estimate. The memorand um will outline
the proposed design, site conditions, any conditions in conflict with City Standards and design
requirements, and potential utility conflicts. Although environmental or right-of-way concerns are
not anticipated, we will identify any issues if they arise at this time. The drawings will include the
proposed plan-view alignment of the sewer, water, roadway reconstruction and pedestrian ramps
on the topographic survey.
Coastland will also work with the City to complete the Storm Water LID Determination Worksheet
to determine if the project will trigger the requirements of the LID Technical Design Manual.
The 30% submittal will include one (1) design memorandum, three (3) sets of preliminary plans
(22” x 34”), three (3) copies of the preliminary engineer’s estimate, and one (1) copy of the
completed LID Determination Worksheet. We will also provide electronic files in MS Excel and
PDF formats as appropriate.
TASK 5 – 60% IMPROVEMENT PLANS, SPECIFICATIONS AND ESTIMATE
Following the review of the 30% submittal, we will prepare a 60 % submittal of the plans,
specifications (technical and front-end sections) and engineer’s estimate. The draft front-end
specifications will be based upon City-furnished boilerplate template documents. The 60%
submittal will address all City comments on the 30% submittal. The submittal will include plan and
profiles for the sewer and water main replacement, manhole replacement, lateral replacements,
water service replacements, storm drain modifications (if required), roadway reconstruction, curb
ramp details, and trench restoration details.
Coastland’s Construction Manager will perform a review of the 60% documents and walk the site
to ensure constructability. Through this review, we will help minimize claims and potential change
orders as well as look for opportunities to save money by using alternate construction methods.
Included in the submittal will be three (3) sets of full-size plans (22” x 34”), three (3) copies of the
draft technical specifications and three (3) copies of the updated engineer’s estimate. We will also
provide electronic files in MS Word, MS Excel, and PDF formats as appropriate.
TASK 6 – 90% IMPROVEMENT PLANS, SPECIFICATIONS AND ESTIMATE
The project design will essentially be complete for this submittal. All comments from the City’s
review of the 60% submittal will be addressed. Included in the submittal will be three (3) sets of
plans, three (3) copies of the technical specifications and three (3) copies of the updated
engineer’s estimate. We will also provide electronic files in MS Word, MS Excel, and PDF formats
as appropriate.
TASK 7 – FINAL PLANS, SPECIFICATIONS AND ESTIMATE
Following the City’s review, we will address any comments on the 90% submittal and provide the
City with two (2) sets of drawings, final engineer’s estimate and electronic specifications for review
to verify all comments have been addressed. Following the City’s final review, we will prepare
City of Ukiah Main Street Utilities Improvement Project | 7
final bid documents, including stamped and signed mylar drawings and camera-ready
specifications. The final approved drawings in electronic AutoCAD format, and all related files in
MS Word, MS Excel, and PDF formats as appropriate. We will also provide AutoCAD drawings
to the contractor for the purposes of construction survey following City award of the project.
TASK 8 – BID ASSISTANCE
During the bidding process, we will provide bid assistance to the City to answer questions that
may arise during the bidding phase. This will include assisting the City in preparing up to one (1)
addendum that may be necessary.
Please note that the time associated with this task does not include any time necessary for bid
protests. If a bid protest is issued by any of the bidders, we can provide this as an additional
service on a time and materials basis, as the time to process the protest is unknown.
TASK 9 – OPTIONAL TASKS
As an optional subtask, we will prepare a Storm Water Pollution Prevention Plan (SWPPP) for
submission to the North Coast Regional Water Quality Control Board for the purpose of obtaining
coverage under the General Permit for Discharges of Storm Water Associated with Construction
Activity, if the disturbed area of the project is over one acre.
As an optional subtask we will include the design for the in-fill sidewalk areas where none exists
to provide a continuous path of travel for pedestrians.
OPTIONAL SERVICES
The following work is not included in our proposal. However, Coastland would be pleased to
provide these services if the City desires:
Post construction stormwater BMP design.
Environmental assessments or permitting.
Public coordination and outreach.
Construction design support services
Construction Management or inspection assistance.
Utility coordination beyond that noted above.
Meetings beyond those noted above.
City of Ukiah Main Street Utilities Improvement Project | 8
After considering our specific approach to this project, we have provided a proposed schedule
and will work closely with the City to meet your scheduling goals. The following schedule provides
a framework for completion of project tasks and reflects a realistic approach to completing this
project. If desired, this schedule can be modified with a corresponding change to the Work Plan.
Coastland staff has the ability to meet the required time schedules and is committed to doing so.
Coastland is prepared to begin work upon receipt of a Notice to Proceed (estimated mid-February
2022). Our first task will be to work with the City to finalize a project schedule and identify
milestones of each task. Our preliminary schedule shows estimated completion dates of major
milestones dependent on City review timeframes. Our proposed schedule allows time for a three -
week City review at 30%, 60% and 90% submittals.
SCHEDULE
ID Task Name Duration Start Finish1Notice to Proceed1 dayWed 2/16/22Wed 2/16/222Kickoff Meeting1 dayMon 2/21/22Mon 2/21/223Initial Project Design40 daysThu 2/17/22Wed 4/13/224Background Information2 wksTue 2/22/22Mon 3/7/225Topographic Survey5 wksThu 2/17/22Wed 3/23/226Geotechnical Investigation8 wksThu 2/17/22Wed 4/13/227Utility Coordination2 wksThu 2/17/22Wed 3/2/228Field Review2 wksThu 2/17/22Wed 3/2/22930% Submittal36 daysThu 3/24/22Thu 5/12/2210Prepare 30% Submittal4 wksThu 3/24/22Wed 4/20/2211City Review ‐ 30% Submittal3 wksThu 4/21/22Wed 5/11/221230% Submittal Review Meeting1 dayThu 5/12/22Thu 5/12/221360% Submittal66 daysFri 5/13/22Fri 8/12/2214Prepare 60% Submittal10 wksFri 5/13/22Thu 7/21/2215City Review ‐ 60% Submittal3 wksFri 7/22/22Thu 8/11/221660% Submittal Review Meeting1 dayFri 8/12/22Fri 8/12/221790% Submittal41 daysMon 8/15/22Mon 10/10/2218Prepare 90% Submittal5 wksMon 8/15/22Fri 9/16/2219City Review ‐ 90% Submittal3 wksMon 9/19/22Fri 10/7/222090% Submittal Review Meeting1 dayMon 10/10/22Mon 10/10/2221Final Submittal2 wksTue 10/11/22Mon 10/24/2222Begin Bid Phase1 dayTue 10/25/22Tue 10/25/22Initial Project Design30% Submittal60% Submittal90% SubmittalFinal SubmittalBegin Bid PhaseFeb '22Mar '22Apr '22May '22Jun '22Jul '22Aug '22Sep '22Oct '22Main Street Utilities Improvement ProjectPreliminary Design ScheduleJan. 31, 2022
Santa Rosa Auburn Pleasant Hill Fairfield
1400 Neotomas Avenue 11641 Blocker Drive, Ste. 170 3478 Buskirk Avenue, Ste. 1000 324 Campus Lane, Ste. A
Santa Rosa, CA 95405 Auburn, CA 95603 Pleasant Hill, CA 94523 Fairfield, CA 94534
Tel: 707.571.8005 Tel: 530.888.9929 Tel: 925.233.5333 Tel: 707.702.1961
www.coastlandcivil.com
January 31, 2022
Andrew Stricklin, Associate Engineer
City of Ukiah
300 Seminary Avenue
Ukiah, CA 95482
Via email: pwproposal@cityofukiah.com and astricklin@cityofukiah.com
Subject: Preparation of Plans, Specifications, and Estimate for Main Street Utilities
Improvement Project
Dear Andrew:
Thank you for providing us with the opportunity to present our cost proposal for preparation of
plans, specifications, and estimate for the Main Street Utilities Improvement Project. Based on
the Scope of Services detailed in our proposal, we have prepared a comprehensive budget that
identifies fully burdened staffing rates, total hours and costs per task and direct expenses.
We propose to provide our services on a time-and-materials basis with a not-to -exceed amount
of $285,353. The amount quoted is assuming that all of the work for this project will fall under the
Scope of Services previously described.
Please note that in the not-to-exceed amount, we have included an estimated amount of $2,400
for reimbursable expenses (i.e., plotting, mileage, etc.). These reimbursable costs will be billed
at cost plus 15%.
This cost proposal shall remain a firm offer for a period of 90 days from the submission deadline
of the proposal.
Sincerely,
John Wanger, PE Steven Van Saun, PE
CEO Senior Engineer
ATTACHMENT B
$200 $180 $145 $150 $180 $170 $95
1 MEETINGS/RESEARCH/COORDINATION
Kick off Meeting (1)3 3 1 7 $1,235
Design Progress Meetings (3)9 9 3 21 $3,210
Project Management 40 40 $7,200
Background Information 6 8 8 22 $3,440
Utility Coordination 4 4 8 1 17 $2,595
Utility Potholing (4 potholes)$10,000
Subtotal 107 $27,680
2 TOPOGRAPIC SURVEY AND RIGHT OF WAY DETERMINATION
Topographic Survey $32,511 CPI
Right of Way Determination $23,207 CPI
Coordination with Subconsultant 2 2 6 10 $1,550
Subtotal 10 $57,268
3 GEOTECHNICAL INVESTIGATION
Geotechnical Investigation $24,265 RGH
Coordination with Subconsultant 6 4 10 $1,660
Subtotal 10 $25,925
4 30% IMPROVEMENT PLANS (PRELIMINARY DESIGN)
Preliminary Plans 4 28 32 180 1 245 $37,575
Cost Estimate 1 2 4 8 15 $2,340
Design Memorandum 2 10 5 1 18 $3,020
Subtotal 278 $42,935
5 60% IMPROVEMENT PLANS, SPECIFICATIONS & ESTIMATE
Plans, Profiles, and Cross Sections 8 40 40 220 4 312 $48,320
Specifications 2 8 16 1 27 $4,255
Cost Estimate 1 4 6 8 1 20 $3,085
QC Review 4 2 4 10 $1,840
Subtotal 369 $57,500
6 90% IMPROVEMENT PLANS, SPECIFICATIONS & ESTIMATE
Plans, Profiles, Cross Sections, Details 6 32 32 140 210 $32,600
Specifications 1 6 10 1 18 $2,825
Cost Estimate 2 6 4 1 13 $1,925
QC Review 6 2 4 12 $2,240
Subtotal 253 $39,590
7 FINAL PLANS, SPECIFICATIONS & ESTIMATE
Plans, Profiles, Cross Sections, Details 4 16 8 60 1 89 $13,935
Specifications 4 4 1 9 $1,395
Cost Estimate 2 4 1 7 $1,035
QC Review 4 2 6 $1,140
Subtotal 111 $17,505
8 BID ASSISTANCE
Bid Questions 1 8 4 13 $2,220
Addenda (1)1 4 2 4 1 12 $1,905
Subtotal 25 $4,125
9 OPTIONAL TASKS
SWPPP 2 16 6 2 1 27 $4,545
Additional Sidewalk Improvements 2 4 8 24 38 $5,880
Subtotal 65 $10,425
Direct Costs (repro, mileage, etc.)$2,400
Total Design Cost 52 256 214 672 8 10 16 1,228 $285,353
City of Ukiah
Assistant
Engr.
DESIGN WORK ESTIMATE
TASK TOTAL
FEE
Admin TOTAL
HOURS
Mike Janet,
Const.
Review
Name, Project Role & RateTask Information
NOTES
Heidi
Utterback,
Project
Principal &
QA/QC
Sr. CAD
Designer
Frank
Sturch,
Access.
Review
Main Street Utilities
Improvement Project Proposal for Engineering Services
Steven Van
Saun,
Project
Manager/
Supv. Engr