Attachment 1_Proposed Scope of Services from ActiveWayz EngineeringPROJECT TEAM
ATTACHMENT 1
ActiveWayz Engineering | Shannon Road Pedestrian and Bikeway Improvements 2
PROJECT TEAM
Key
AWE ActiveWayz Engineering
PLS PLS Surveys
Surveyor
Joe Brajkovich, LS (PLS)
Project Manager
Admas Zewdie, PE (AWE)
Project Engineer
Ephrem S. Shifa, PE (AWE)
Town Project Manager
Suyesh Shrestha, M.S., PMP
Assistant Engineer
Design Engineers
Abraham Mulat (AWE)
Meron Gebregziabher (AWE)
Candidate / Role Years Exp.Current Commitment Availability to Project
Admas Zewdie, PE, MBA,
QSD/QSP
Principal / Project Manager
24 El Monte Avenue Sidewalk Gap Closure Project
Plymouth Street/Huff Avenue Intersection Pedestrian
Improvements
Suisun City RRFB and Curb Ramp Improvement
50%
Ephrem S. Shifa
Project Engineer
8 West Orange Avenue and Hillside Boulevard Pedestrian
Crossing Enhancement Project,
South San Francisco
South Airport Boulevard and Belle Aire Road Pedestrian
Access Improvements, South San Francisco
50%
ActiveWayz Engineering | Shannon Road Pedestrian and Bikeway Improvements 3
Name and Role Professional Qualifications & Experience
Admas Zewdie, PE
Project Manager
B.Sc., Civil Engineering,
Addis Ababa University,
1996
MBA, Haas School of
Business, Berkeley, 2009
California Professional
Civil Engineer #C63469
QSD/QSP: #25911
Admas offers outstanding planning, engineering and project management services
focused on the delivery of active transportation projects. Admas served as a Bicycle
and Pedestrian Advisory Commission (BPAC) member in his home city for more
than 5 years. Admas has developed an integrated design and drafting methodology
for sidewalks and curb ramps using Civil 3D tools that ensure accuracy of project
plans and allow for quick completion of design updates. Admas’s recent projects
include:
• McClellan Road Sidewalk and Protected Bikeway Project, Cupertino, CA
• SR 9 / Massol Avenue Pedestrian Improvements, Los Gatos, CA
• SR 185 / Joaquin Avenue Intersection Pedestrian Improvement Project,
San Leandro, CA
• 7th Street mid-block crossing at Lake Merritt, Oakland, CA
• San Bruno Avenue / Cherry Avenue Intersection Pedestrian Improvements
Project, San Bruno, CA
• Bancroft Avenue / Haas Avenue Traffic Signal Improvements Project,
San Leandro, CA
• Los Gatos Annual Curb, Gutter, and Sidewalk Maintenance Project
Ephrem Shifa, PE, LSIT,
LEED GA
Project Engineer
B.Sc., Civil and Environmental
Engineering, University of
California, Berkeley, 2010
M.Sc., Civil/Structural
Engineering, University of
California, Berkeley, 2012
California Professional Civil
Engineer #C86412
Land Surveyor-in-Training,
LSIT #25911 (CA)
LEED Green Associate
#10976218
Ephrem’s project experience includes site investigations, civil designs, field surveying,
structural design calculations, Civil 3D CAD drafting, producing drawing sets
and specifications. Project responsibilities regularly include civil design, field
reconnaissance, researching historic information using the Agency’s Archive &
Records, condition assessments, reviewing detailed designs, providing engineering
support during construction services, cost estimating, and coordinating with
operations and maintenance regarding ongoing project activities. Ephrem’s recent
projects include:
• Better Bikeways San Jose | San Fernando Corridor Project,
San Jose, CA
• South Airport Boulevard - San Francisco Bay Trail Access Project,
City of South San Francisco
• San Francisco Curb Ramp Design, Construction, and Pavement Preservation
at Various Locations, City & County of San Francisco
PROJECT TEAM
ActiveWayz Engineering | Shannon Road Pedestrian and Bikeway Improvements 4
Name and Role Professional Qualifications & Experience
Abraham Mulat
Design Engineer
B.Sc. Civil Engineering,
Addis Ababa University, 2015
Abraham’s experience includes preparation of design plans and quantities for
transportation design projects. His responsibilities include collecting and accurately
drafting utility as-builts, verifying existing conditions in the field, preparing
plan sheets under the guidance of the project engineer, and performing quantity
calculations. Abraham has performed similar tasks of the following recent projects:
• Hillside Boulevard / Franklin Road Intersection Project |
South San Francisco, CA
• 7th Street at-Grade Crossing at Lake Merritt | Oakland, CA
Joe Brajkovich, LS
Surveyor
California Professional Land
Surveyor #5254
(1983)
Mr. Brajkovich serves as both the supervisor for field surveying operations, and
when needed as a Project Manager. His experience includes hydrographic surveys,
topographic surveys, boundary surveys, deed interpretation, construction staking,
GIS/LIS data capture, GPS control and processing and Expert Witness duties at
court. As a Licensed Land Surveyor, he regularly works with right-of-way (ROW),
right-of-way acquisition, and with Real Estate boundary determinations. Joe’s recent
projects include:
• Embarcadero Bridge Replacement Project | City of Oakland
• Oakland Pedestrian Bridge | City of Oakland
• Diablo Valley Transit Center | Concord, CA
• Coliseum BART Transit Center | Oakland, CA
ActiveWayz recently completed a pedestrian and bicycle project in Cupertino, with similar features, including sidewalk,
pavement, right of way dedication, modification of private property improvements. City coordinated with private property
owners, and included a list of private improvements.
PROJECT TEAM
SCOPE OF SERVICE
ActiveWayz Engineering | Shannon Road Pedestrian and Bikeway Improvements 15
SCOPE OF SERVICES
1 PROJECT MANAGEMENT
• Project Management and Coordination – Communicate regularly with Town of Los Gatos project manager regarding
project progress, challenges, and next action items; Coordinate activities of internal and subconsultant team members;
Prepare monthly invoices and progress reports; Prepare and maintain project schedule.
• Project Schedule – Prepare a base line project schedule, and update project schedule as the project progresses.
• Kick-Off Meeting – Organize, attend, and lead project kick-off meeting; Prepare agenda and meeting minutes for each
meeting.
• Project Coordination Meeting – Organize, attend, and lead bi-weekly coordination meetings; Prepare agenda and
meeting minutes for the meetings.
• Outreach Meetings – Attend up to two (2) community outreach meetings and up to two (2) Town’s Complete Streets
and Transportation Commission meetings.
Deliverables:
• Meeting agenda and minutes
• Project schedule
• Monthly invoice and progress report
Assumptions:
• The project will be completed within the duration
shown in the attached project schedule.
• Outreach meetings will be noticed, organized and
led by Town staff.
2 TOPOGRAPHIC SURVEY
• Field Topographic Survey – Provide a design-level topographic survey extending 10 to 20-feet beyond the right of way
to allow for conform design and at minimum 50-feet beyond work limits shown in the exhibit attached to the RFP. The
survey shall include existing right-of-way, roadway, surface utilities, sewer and storm drain manholes and their inverts, trees,
fence, driveway, sidewalk, etc. Site coordinates will be established with RTK GPS at each intersection. Site control will be
established and noted in the CAD file for future use by the contractor.
• Right of Way Mapping – Based upon a combination of record data and any monuments collected during topographic
surveying, calculate the record data location of the existing right of way for the mapping corridor. Additionally, calculate
and show the location of each adjoining parcel lot line from record data (assessor’s parcel data, record mapping and
apparent lines of occupation). Easements will be shown on the mapping product only to the extent shown on existing
recorded maps.
• Plat and Legal Description (OPTIONAL) – Prepare Legal descriptions and Exhibit Plats for right of way acquisition.
One summary sheet and calculations sheet, including the total area of the property, areas of acquisition, areas the
acquisition overlaps any easements of record and the remainder area of the parcel will be prepared for each separate
property owner where acquisition is proposed. One acquisition document may describe various takes including: CLIENT
Right of Way, Utility Easements, Slope Easements, and Drainage Facility Easements. Since the number of acquisitions
cannot be accurately determined at this time, we propose to include this work item as an optional task. The fee for
preparing plat and legal description is $1,000 per parcel.
SCOPE OF SERVICE
ActiveWayz Engineering | Shannon Road Pedestrian and Bikeway Improvements 16
SCOPE OF SERVICE
Deliverables:
• AutoCAD Civil 3D file with survey points and
Digital Terrain Model
• AutoCAD file with existing right of way
information
• Plats and Legal descriptions for acquisitions
(OPTIONAL)
Assumptions:
• Topographic survey for the optional segment
(Cherry Blossom Lane to Short Road) is not
included. It is possible that the Town’s currently
available topographic mapping may be sufficient for
the traffic calming work. If supplemental surveys are
needed, the survey scope can be amended once the
limits of additional surveys are determined.
3 DATA COLLECTION AND ALTERNATIVE ANALYSIS
• Site Assessment – Conduct a field visit to confirm existing conditions, obtain additional information, and take site
pictures.
• Project Background Information – Obtain from Town and review background project information, such as prior
studies, traffic analysis, traffic counts, collision data, community meeting minutes, etc. Request as-built maps from utility
companies.
• Base Map Preparation – Using topographic survey, prepare a base map that depicts the existing information collected
during the site visit and from utility companies. The base map will show approximate locations of existing utilities, signs,
and pavement delineation.
• Alternatives Analysis – Prepare up to three feasible project alternatives for the proposed improvements. The alternatives
shall be developed with careful evaluation of the needs of pedestrians, bicyclists, drivers, and adjacent residents. The
concept plans shall clearly show the scope of improvements and the associated geometric parameters for the project. The
plans shall show the proposed improvements and sufficient notes and references to communicate the design intent. The
alternatives will take the following factors into consideration:
cost
implementation timeline
on-street parking
utility relocations
tree impacts
drainage (public and private)
impacts to private property improvements
pedestrian street crossings
variations in right of way width
enhancing safety and convenience for pedestrians
and bicyclists
street cross section (sidewalk type, bicycle
accommodation, planting, parking, travel lanes, etc.)
public acceptance
The alternatives will be presented on exhibits using aerial map background. Typical cross-sections at key locations will be
included. At the conclusion of the alternative analysis, a written memo summarizing the alternatives and associated costs
together with a recommendation will be provided in addition to the conceptual drawings to document the work effort.
Deliverables:
• Site photos
• Base map in AutoCAD containing topographic
mapping, and existing utilities and right-of-way
• Exhibits of proposed alternatives (3)
• Exhibit of preferred alternative (1)
• Alternatives Analysis Memo
Assumptions:
• Town will provide as-builts for Town-owned
utilities.
• Town will be responsible for coordination with
adjacent property owners.
ActiveWayz Engineering | Shannon Road Pedestrian and Bikeway Improvements 17
4 COMMUNITY OUTREACH
• Exhibits for the proposed alternatives will be prepared under Task 3 above. Under this task, consultant will minor
adjustments to format the exhibits for public presentations.
• The consultant project manager will attend up to three (3) additional meetings with private property owners or other
project stakeholders at the request of the Town’s project manager.
Deliverables:
• Exhibits using material prepared under other tasks
• Attendance at coordination meetings (3)
Assumptions:
• Preparation of graphic renderings are not included.
5 UTILITY COORDINATION
• Identify potential utility conflicts, and if possible, identify design modifications to avoid utility conflicts.
• Where conflicts are unavoidable, identify utility relocation needs and coordinate with utility companies to complete
relocations.
• For each utility conflict, prepare conflict maps identifying the location of the conflicts, and coordinate with utility
purveyors to prepare conflict resolution plans.
• Review the conflict maps and confirm that they will resolve the conflict.
• Prepare Notice to Owner (NTO) to utility companies to begin physical relocation of utilities. Town staff will perform
field inspection to ensure that the relocation work is performed in conformance with the approved conflict resolution
plans.
• Assist the Town in preparation of a pothole exhibit. The Town will hire a pothole contractor to identify utility
locations and depths along the proposed storm drain alignment. Survey pothole locations and add information to
design drawings.
Deliverables:
• Exhibits using material prepared under other tasks
• Attendance at coordination meetings (3)
Assumptions:
• Preparation of graphic renderings are not included.
6 FINAL DESIGN
Prepare Plans, Specifications and Estimate in conformance with the 2010 Caltrans Standard Plans and Specifications,
supplemented by Town specific flatwork, signing, striping, and tree planting details.
6.1 65% PS&E
• Plans – Plans will be prepared on 24”x36” size pages on the Town’s title block. All major design issues and solutions
will be represented in the plans. The plans will show the existing conditions, the proposed improvements, and associated
details, standards, and notes. The following types of plans are expected to be included in the plan set:
SCOPE OF SERVICE
ActiveWayz Engineering | Shannon Road Pedestrian and Bikeway Improvements 18
Title Sheet (1 sheet)
Notes, Legend, and Abbreviations (1 sheet)
Existing Conditions Plan (1”=20’ scale, 3 sheets)
Demolition Plan (1”=20’ scale, 3 sheets)
Improvement Plans (1”=20’ scale, 3 sheets)
Signing and Striping Plans (1”=20’ scale, 3 sheets)
Construction Details (6 sheets)
Standard Details (2 sheets)
Best Management Practices (1 sheet)
Total (23 sheets)
• Technical Specifications – Prepare draft technical specifications using the Town of Los Gatos specification format and
content. Supplement technical specifications as needed with Caltrans standards for project work not already covered by the
Town’s standard specifications. Prepare bid tabulation and detailed measurement and payment section. The bid tabulation
and the units of measurement shall be consistent with the cost estimate.
• Estimate – Prepare estimate of probable cost based on items and quantities of work shown on the plans. Unit prices will
be based on the magnitude of the quantities and recently awarded local projects and engineer’s judgment.
Deliverables:
• 65% Plans (PDF)
• 65% Technical Specifications
(MS Word, PDF)
• 65% Cost Estimate
(MS Excel, PDF)
Assumptions:
• Town will prepare front-end specifications.
• Town will provide sheet border, and CAD drafting standards if
available.
• Town will be responsible for environmental clearance, right of way
certification, and E-76 authorization coordination.
• Landscaping and irrigation design is not included in the scope of work.
• The optional segment (Cherry Blossom Lane to Short Road) is not
included.
6.2 100% PS&E
• Comment Review – Review Town’s comments on the 65% submittal and provide responses in a matrix format. Identify
comments that consultant disagrees with, need further clarification on, or may result in change in scope for discussion with
the Town’s project manager.
• Update Plans, Specifications, and Estimate of Probable Cost – Prepare 100% construction documents by refining
the 65% design documents based on comments received after the Town’s review of the 65% construction documents. The
100% plans, technical specifications, and estimate of probable cost shall be submitted together.
Deliverables:
• Comment Response Matrix
• 100% Plans (PDF)
• 100% Technical Specifications
(MS Word, PDF)
• 100% Cost Estimate
(MS Excel, PDF)
Assumptions:
• Town will provide a compiled set of comments after resolving
inconsistencies between various reviewers.
SCOPE OF SERVICE
ActiveWayz Engineering | Shannon Road Pedestrian and Bikeway Improvements 19
6.3 Final PS&E
• Bid Set – Address miscellaneous Town comments on the 100% submittal and prepare a bid-ready set of plans, technical
specifications, and cost estimate.
Deliverables:
• Comment Response Matrix
• Final Plans (PDF)
• Final Technical Specifications
(MS Word, PDF)
• Final Cost Estimate
(MS Excel, PDF)
Assumptions:
• Town will provide a compiled set of comments after resolving
inconsistencies between various reviewers.
• It is assumed that if Town decides to split the project in two, the same
plan set will be used and non-applicable work items will be crossed
out from the plans. This scope does not include preparing stand-
alone plan sets for two separate bid packages.
7 BID SUPPORT
• Support the Town through the bid process and construction contract award.
• Respond to questions or requests for clarifications during the bid phase.
• Attend a pre-bid meeting.
• Assist the Town establish the lowest responsible bidder.
• Provide value engineering services as needed if bids are above the construction budget.
Deliverables:
• Responses to RFIs
Assumptions:
• The project will be constructed in a single construction package.
8 CONSTRUCTION ADMINISTRATION
• • Provide construction support services. Tasks may include attending pre-construction and other field meetings, reviewing
submittals, responding to requests for information, providing field check services, preparing design modifications if
necessary due to unforeseen conditions, prepare as-built documents, and project closeout.
• Consultant shall conduct site visits during construction at appropriate stages. Consultant shall provide submittal list,
respond to requests for information (RFI), review shop drawings, and prepare change orders, and provide written
recommendations to the Town. Consultant shall participate in the final walk-through and assist with preparing the punch
list of deficiencies.
Deliverables:
• Responses to RFIs
• Reviewed shop drawings
• Change order plans
• As-built plans
Assumptions:
• This task will be performed on a time-and-material basis.
SCOPE OF SERVICE
SCHEDULE
ActiveWayz Engineering | Shannon Road Pedestrian and Bikeway Improvements 20
ID Task Name Duration Start Finish Predecessors
1 Notice to Proceed 0 days Mon 4/26/21 Mon 4/26/21
2 Task 1: Project Management 49 days Fri 4/30/21 Fri 7/9/21
3 Kick‐Off Meeting 0 days Fri 4/30/21 Fri 4/30/21 1FS+5 days
4 Community Outreach Mtg #1 0 days Thu 5/20/21 Thu 5/20/21 15SS+5 days
5 Community Outreach Mtg #2 0 days Fri 6/25/21 Fri 6/25/21 17SS+5 days
6 Complete Streets & Transportation Commission Mtg #1 0 days Fri 6/4/21 Fri 6/4/21 4FS+10 days
7 Complete Streets & Transportation Commission Mtg #2 0 days Fri 7/9/21 Fri 7/9/21 5FS+10 days
8 Task 2: Topographic Survey 10 days Mon 4/26/21 Fri 5/7/21
9 Topographic Surveys 10 days Mon 4/26/21 Fri 5/7/21 1
10 Task 3: Data Collection and Alternative Analysis 59 days Mon 4/26/21 Fri 7/16/21
11 Project Background Research and As‐Built collection 10 days Mon 4/26/21 Fri 5/7/21 1
12 Site Assessment 1 day Mon 5/10/21 Mon 5/10/21 9,11
13 Base Map Preparation 3 days Tue 5/11/21 Thu 5/13/21 12,11,9
14 Alternative Analysis 45 days Fri 5/14/21 Fri 7/16/21
15 Develop Draft Alternatives 20 days Fri 5/14/21 Fri 6/11/21 13
16 Town Review of Draft Alternatives 5 days Mon 6/14/21 Fri 6/18/21 15
17 Refine Alternatives 20 days Mon 6/21/21 Fri 7/16/21 16
18 Select Preferred Alternative 0 days Fri 7/16/21 Fri 7/16/21 17
19 Task 4: Community Outreach 45 days Fri 5/7/21 Fri 7/9/21
20 Prepare Exhibits 45 days Fri 5/7/21 Fri 7/9/21 4SS‐10 days
21 Task 5: Utility Coordination 60 days Mon 7/19/21 Wed 10/13/21
22 Utility Coordination 60 days Mon 7/19/21 Wed 10/13/21 18
23 Task 6: Final Design 73 days Mon 7/19/21 Mon 11/1/21
24 65% PS&E 40 days Mon 7/19/21 Tue 9/14/21
25 Prepare Plans 25 days Mon 7/19/21 Mon 8/23/21 18
26 Prepare Estimate 2 days Tue 8/24/21 Wed 8/25/21 25
27 Prepare Specifications 3 days Thu 8/26/21 Mon 8/30/21 26
28 Complete 65% PS&E 0 days Mon 8/30/21 Mon 8/30/21 27
29 Town Review 10 days Tue 8/31/21 Tue 9/14/21 28
30 100% PS&E 23 days Wed 9/15/21 Mon 10/18/21 12
31 Respond to 65% Comments 3 days Wed 9/15/21 Fri 9/17/21 29
32 Update PS&E Package 15 days Mon 9/20/21 Fri 10/8/21 31
33 Complete 100% PS&E 0 days Fri 10/8/21 Fri 10/8/21 32
34 Town Review 5 days Tue 10/12/21 Mon 10/18/21 33
35 Final PS&E 10 days Tue 10/19/21 Mon 11/1/21
36 Update PS&E 10 days Tue 10/19/21 Mon 11/1/21 34
37 Complete Final PS&E 0 days Mon 11/1/21 Mon 11/1/21 36
38 Task 7: Bid Support Assistance 50 days Tue 11/2/21 Wed 1/12/22
39 Bidding and Award 50 days Tue 11/2/21 Wed 1/12/22 37,22
40 Task 8: Construction Support 60 days Thu 1/13/22 Fri 4/8/22
41 Construction Support 60 days Thu 1/13/22 Fri 4/8/22 39
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Project Summary
Inactive Task
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Page 1
Project: P2020-040 ScheduleDate: Tue 3/16/21
ActiveWayz Engineering
Fee Estimate
4/6/2021
Project ManagerProject EngineerDesign EngineerEngineering TechnicianTotalTasks $198 $168 $124 $60
1. Project Management 54 ———54 $10,692 —$10,692 —$10,692
Project Management & Coordination 16 ———16 $3,168 —$3,168 —$3,168
Project Schedule 4 ———4 $792 —$792 —$792
Kick-Off Meeting 2 ———2 $396 —$396 —$396
Project Coordination Meeting 16 ———16 $3,168 —$3,168 —$3,168
Ourteach Meetings (4)16 ———16 $3,168 —$3,168 —$3,168
2. Topographic Survey ————————$18,500 $18,500
Field Topographic Survey & R/W Mapping ————————$18,500 $18,500
3. Data Collection and Alternative Analysis 32 —52 66 150 $16,744 —$16,744 —$16,744
Site Assessment 4 —4 —8 $1,288 —$1,288 —$1,288
Project Background Information ——8 8 16 $1,472 —$1,472 —$1,472
Base Map Preparation 2 —8 8 18 $1,868 —$1,868 —$1,868
Alternatives Analysis 26 —32 50 108 $12,116 —$12,116 —$12,116
4. Community Outreach 16 —16 40 72 $7,552 —$7,552 —$7,552
Prepare Exhibits 8 —16 40 64 $5,968 —$5,968 —$5,968
Attend Meetings (up to 4 additional)8 ———8 $1,584 —$1,584 —$1,584
5. Utility Coordination 16 —24 —40 $6,144 —$6,144 —$6,144
Utility Coordination 16 —24 —40 $6,144 —$6,144 —$6,144
6. Final Design 81 111 86 189 467 $56,689 —$56,689 —$56,689
65% PS&E 60 82 64 140 346 $41,992 —$41,992 —$41,992
100% PS&E 15 21 16 35 87 $10,498 —$10,498 —$10,498
Final PS&E 6 8 6 14 35 $4,199 —$4,199 —$4,199
7. Bid Support 4 4 ——8 $1,464 —$1,464 —$1,464
Pre-bid meeting 2 ———2 $396 —$396 —$396
Bid Support 2 4 ———$1,068 —$1,068 —$1,068
——————————
8. Construction Administration 9 8 —12 29 $3,846 —$3,846 —$3,846
Meetings 3 ———3 $594 —$594 —$594
Shop Drawing Reviews 2 4 ——6 $1,068 —$1,068 —$1,068
RFIs 2 4 ——6 $1,068 —$1,068 —$1,068
As-builts 2 ——12 —$1,116 —$1,116 —$1,116
9. Supplementary Services ——————$5,000 $5,000 —$5,000
Supplementary Services ——————$5,000 $5,000 —$5,000
Total 212 123 178 307 820 $103,131 $5,000 $108,131 $18,500 $126,631
TOWN OF LOS GATOS
SHANNON ROAD PEDESTRIAN AND BIKEWAY IMPROVEMENTS (CIP No. 813-0218)Grand TotalActiveWayz Engineering PLS Surveys
TotalFeeHours TotalFeeDirectExpensesSubtotalFeeACTIVEWAYZ COST PROPOSAL - Shannon Road.xlsx