HomeMy WebLinkAboutAGENDA REPORT 2021 0707 CCSA REG ITEM 10KCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of July 7, 2021
ACTION APPROVED STAFF
RECOMMENDATIONS.
BY B. Garza.
K. Consider Amendment No. 9 to Agreement Between the City of Moorpark and
Stantec Consulting Services, Inc. for Civil Engineering Design Services for the Re-
Design of the Princeton Avenue Improvement Project (C0020). Staff
Recommendation: 1) Authorize staff to reallocate Tasks 5a and 5b of Amendment
No. 8 to the preparation of electrical and street lighting improvement plans and
specifications for the Princeton Avenue Improvement Project; and 2) Approve
Amendment No. 9 to Agreement Between the City of Moorpark and Stantec
Consulting Services, Inc. for Civil Engineering Design Services for the Re-Design
of the Princeton Avenue Improvement Project (C0020), in the amount of $71,000,
and authorize the City Manager to sign the Amendment subject to final language
approval of the City Manager. (Staff: Daniel Kim, City Engineer/Public Works
Director)
Item: 10.K.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Daniel Kim, City Engineer/Public Works Director
DATE: 07/07/2021 Regular Meeting
SUBJECT: Consider Amendment No. 9 to Agreement Between the City of
Moorpark and Stantec Consulting Services, Inc. for Civil Engineering
Design Services for the Re-Design of the Princeton Avenue
Improvement Project (C0020)
SUMMARY
On March 19, 2008, the City Council approved an agreement for civil engineering
design services with Penfield & Smith, in an amount not to exceed $279,148, to provide
conceptual and final design for the Princeton Avenue Improvement Project (C0020).
Since the original contract agreement, the Princeton Avenue Improvement Project has
required several contract amendments to augment Penfield & Smith’s scope of
services, including their name change to Stantec Consulting Services, Inc. (Stantec
Consulting). The current contract value is $1,077,839.63.
As part of Amendment No. 8 to the existing Agreement, Stantec Consulting completed
final design plans and specifications, hazardous waste studies, and permit processing
within the State right-of-way. On January 7, 2021, the California Department of
Transportation (Caltrans) cleared Special Provisions to the City’s encroachment permit
application and issued a revised permit approval for improvements within the State
right-of-way. During the final design and Caltrans permitting for the project, it was
determined that several task items in Amendment No. 8 were not necessary, and staff is
recommending that the unused budgeted items be reallocated for the preparation of
electrical and street lighting improvement plans and specifications.
In addition to the ongoing design and preparation of plans and specifications, City staff
and Stantec Consulting have engaged with the utility companies that will be affected by
the roadway widening and improvements on Princeton Avenue. The dry utilities
relocation and construction coordination efforts will be new tasks for Stantec Consulting.
At staff’s request, Stantec Consulting prepared a cost proposal letter for additional
services and Amendment No. 9 is attached for the City Council’s consideration and
approval.
Item: 10.K.
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Page 2
BACKGROUND
On March 19, 2008, the City Council approved an agreement for civil engineering
design services with Penfield & Smith, in an amount not to exceed $279,148, to provide
conceptual and final designs, soils report and analysis, utility coordination, and aerial
mapping of the existing topography for the Princeton Avenue Improvement Project
(C0020). The scope of services and the Agreement with Penfield & Smith provided
technical studies and design data, which were used as the basis for all project re-design
efforts.
Since the original contract agreement, the Princeton Avenue Improvement Project has
required several contract amendments to augment Penfield & Smith’s scope of services
due to the project’s complexity and design criteria.
On February 3, 2010, Amendment No. 1 to the Agreement was approved by the City
Council, in an amount not to exceed $74,692.25, to provide land surveying services and
updates to the geotechnical report.
On November 3, 2010, Amendment No. 2 to the Agreement was approved by the City
Council, in an amount not to exceed $130,000, to provide a drainage study, drainage
infrastructure improvement plan, extension of the project limit to Condor Drive, and
future right-of-way acquisition support services.
On July 12, 2013, Amendment No. 3 to the Agreement was executed, in an amount not
to exceed $211,790, to provide updates to the drainage study, design modifications to
the drainage infrastructure improvement plans, retaining wall design, additional utility
coordination services, Caltrans permitting support services, 100% final design plan and
specifications, and construction administration support services.
On February 5, 2015, Amendment No. 4 to the Agreement was executed to document
the Consultant’s name change from Penfield & Smith to Stantec Consulting Services,
Inc.
On September 21, 2016, Amendment No. 5 to the Agreement was approved by the City
Council, in an amount not to exceed $36,008, to provide domestic water improvement
plans and specifications, update current design infrastructure improvement plans, and
additional utility coordination services.
On March 7, 2018, Amendment No. 6 to the Agreement was approved by the City
Council, in an amount not to exceed $61,000, to provide environmental planning
services.
On October 3, 2018, Amendment No. 7 to the Agreement was approved by the City
Council, in an amount not to exceed $144,000, to update the Project Plans and
Specifications for processing through Caltrans’ Office of Permits.
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On March 4, 2020, Amendment No. 8 the Agreement was approved by the City Council,
in an amount not to exceed $141,201.38, for final engineering design revisions for new
retaining walls; hazardous waste testing, analysis, and reporting; storm drainage
infrastructure and hydraulic calculations; and additional geotechnical investigations
related to new improvements from Caltrans review.
The current contract amount, including the eight amendments, is $1,077,839.63.
DISCUSSION
On December 10, 2020, Caltrans approved an Encroachment Permit for the Princeton
Avenue Improvement Project with Hazardous Waste Special Provisions to provide the
following:
• Asbestos-Containing Materials and Lead-Based Paint Survey Report
• Focused Aerially Deposited Lead (ADL) Investigation Report
• Lead Compliance Plan
The City and Stantec Consulting were anticipating these additional Special Provisions
from Caltrans and submitted the requested documents and reports to Caltrans on
December 23, 2020. On January 7, 2021, Caltrans accepted the hazardous waste
reports and the City’s encroachment permit approval process with the State has been
completed. The roadway improvement plans, environmental and hazardous waste
reporting, and Caltrans permitting and processing scope of work were part of the
previously approved Amendment No. 8 to the existing Agreement. During the final
design and Caltrans permitting for the project, it was determined that several task items
in Amendment No. 8 are not necessary. Task 5a, Existing Pavement GPR (Ground
Penetrating Radar) Analysis, and Task 5b, Traffic Control and Permitting for GPR
Analysis, of Amendment No. 8 are not needed and the associated budget items can be
reallocated for additional roadway design improvements to Princeton Avenue.
Task No. Existing Scope of Work (Amendment No. 8) Budget Amount
Task 5a Existing Pavement GPR Analysis $13,613.60
Task 5b Traffic Control/Permitting for GPR $5,000.00
Task 9 Remaining Contingency $12,500.00
Total $31,113.60
Staff is recommending that the budgeted amounts for Tasks 5a and 5b and portions of
the remaining contingency be reallocated to the preparation of electrical and street
lighting improvement plans and specifications. The reallocated budget amounts and
scope of work will not change the total budget amount to Amendment No. 8.
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New Task No. New Scope of Work (Amendment No. 8) Budget Amount
Task 5a Removed $0.00
Task 5b Removed $0.00
Task 9 Remaining Contingency $8,113.60
Task 11 Preparation of Street Light Improvement Plans
and Electrical Specifications
$23,000.00
Task 11 Total $31,113.60
In addition to the ongoing design of Princeton Avenue, City staff and Stantec Consulting
have engaged with the utility companies that will be affected by the street widening and
improvements. Staff’s approach to construction phasing and sequencing for the
roadway improvements along Princeton Avenue is to commence with the relocation of
the utilities first. The affected utilities include Southern California Edison, Southern
California Gas Company, AT&T California, Charter Spectrum, and Crown Castle
Network. Stantec Consulting has been coordinating with the utilities on a proposed
joint-trench alignment for all the affected facilities. The goal is to have all the dry utilities
already relocated and “out of the way” prior to the actual roadway construction for the
Princeton Avenue improvements.
The utility facility relocations will be a major undertaking and will require construction
coordination efforts from both Stantec Consulting and City staff. In essence, it is the
beginning of the City’s construction coordination efforts for the project. Stantec
Consulting has already began reviewing engineering layout plans from Southern
California Edison, Southern California Gas Company, AT&T California, Charter
Spectrum, and Crown Castle Network. Coordination on facility locations, conduit runs
and depths, service locations, and conflict resolution have been on-going and will
continue throughout the project, including construction.
The dry utilities relocation and construction coordination efforts will be new tasks for
Stantec Consulting. At staff’s request, Stantec Consulting has prepared a proposal
letter, dated June 22, 2021, for City Council’s consideration. Staff reviewed Stantec
Consulting’s proposal letter and determined that the scope of work and level of effort is
reasonable and will be performed on a “time and materials,” not to exceed basis. This
proposal letter will serve as the basis for Amendment No. 9 to the existing Agreement
for an amount not to exceed $71,000.
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Task No. Amendment No. 9 Task Description Budget Amount
Task 1 Engineer’s Estimate $16,000.00
Task 2 Dry Utility Coordination $28,000.00
Task 3 Project Management & Coordination $25,000.00
Task 4 Reimbursables $2,000.00
Amendment No. 9 Total $71,000.00
FISCAL IMPACT
The project’s budget account for Professional Services (2014-311-C0020-55300)
currently has $47,450.62 of available funds. An additional $25,000 is recommended to
account for the difference in the increase in Stantec Consulting’s contract. A budget
line item adjustment from the Infrastructures account (2014-311-C0020-55200) will be
processed to cover this $25,000 increase for Amendment No. 9.
Account No.
2014-311-C0020
Current Remaining
Budget
Revision
Amount
Amended
Remaining
Budget
-55200 Infrastructures $5,358,463.91 ($25,000.00) $5,333,463.91
-55300 Professional Services $47,450.62 $25,000.00 $72,450.62
Total $5,405,914.53 $0.00 $5,405,914.53
At this time, staff is not requesting new appropriations to the project budget. However,
during the construction contract phase of the project, staff may present new
appropriations to the Council for consideration.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
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Page 6
STAFF RECOMMENDATION
1. Authorize staff to reallocate Tasks 5a and 5b of Amendment No. 8 to the
preparation of electrical and street lighting improvement plans and specifications
for the Princeton Avenue Improvement Project; and
2. Approve Amendment No. 9 to Agreement Between the City of Moorpark and
Stantec Consulting Services, Inc. for Civil Engineering Design Services for the
Re-Design of the Princeton Avenue Improvement Project (C0020), in the amount
of $71,000, and authorize the City Manager to sign the Amendment subject to
final language approval of the City Manager.
Attachment: Amendment No. 9 to Agreement Between the City of Moorpark and
Stantec Consulting Services, Inc. for Civil Engineering Design Services
for the Re-Design of the Princeton Avenue Improvement Project
373
AMENDMENT NO. 9
AGREEMENT BETWEEN THE CITY OF MOORPARK AND STANTEC CONSULTING
SERVICES, INC. FOR CIVIL ENGINEERING DESIGN SERVICES FOR THE RE-
DESIGN OF THE PRINCETON AVENUE IMPROVEMENT PROJECT (FORMERLY
PRINCETON AVENUE WIDENING PROJECT)
This Amendment No. 9 to the Agreement between the City of Moorpark, a
municipal corporation (“City”), and Stantec Consulting Services, Inc., a corporation
(“Contractor”), for civil engineering design services (“Agreement”), is made and entered
into the ___ day of ____________________, 2021.
RECITALS
WHEREAS, on May 15, 2008 the City and Consultant entered into an Agreement
to have the Consultant provide professional engineering design services for the re-
design of the Princeton Avenue Widening Project for a total contract value of two
hundred seventy-nine thousand, one hundred forty-eight dollars ($279,148); and
WHEREAS, on February 20, 2009, a no cost Change Order was executed for a
value of two thousand, five hundred dollars ($2,500) specifying the amount set aside for
reimbursable expenses. Other design services were reduced by an unspecified amount
to accommodate reimbursable expenses and the total contract value remained the
same; and
WHEREAS, on February 16, 2010, Amendment No. 1 to the Agreement was
executed, including a boundary establishment survey and legal description preparation,
a geotechnical update report, and an additional topographic survey in the amount of
seventy-four thousand, six hundred ninety-two dollars and twenty-five cents
($74,692.25) for a total contract value of three hundred fifty-three thousand, eight
hundred forty dollars and twenty-five cents ($353,840.25); and
WHEREAS, on November 16, 2010, Amendment No. 2 to the Agreement was
executed, including a drainage study preparation, extension of the project limits, storm
drain plan and profile design, reimbursement for previous out of scope services of work
requested and conducted prior to Amendment No. 2, and future anticipated engineering
services required in support of ongoing right-of-way acquisition efforts in the amount of
one hundred thirty thousand dollars ($130,000) for a total contract value of four hundred
eighty-three thousand, eight hundred forty dollars and twenty-five cents ($483,840.25);
and
WHEREAS, on July 12, 2013, Amendment No. 3 to the Agreement was executed
increasing the Consultant’s Scope of Services to include ground penetrating radar for
storm drain design, drainage report revisions, drainage design modifications, completion
of plans specifications and cost estimates, structural wall design, utility coordination,
Caltrans permitting, and bidding and construction phase services, and to identify
optional drainage design alternatives that may be added to the Consultant’s Scope of
Services in the future by separate amendment in the amount of two hundred eleven
thousand, seven hundred ninety dollars ($211,790) for a total contract value of six
hundred ninety-five thousand, six hundred thirty dollars and twenty-five cents
($695,630.25); and
ATTACHMENT
374
Amendment No. 9 to Agreement between City of Moorpark and
Stantec Consulting Services, Inc. Page 2
WHEREAS, on February 5, 2015, Amendment No. 4 to the Agreement was
executed to document the Consultant’s name changed from Penfield & Smith to Stantec
Consulting Services, Inc.; and
WHEREAS, on November 3, 2016, Amendment No. 5 to the Agreement was
executed to augment the Consultant’s scope of services to include the preparation of
domestic water improvement plans within the project limits in the amount of thirty-six
thousand, eight dollars ($36,008) for a total contract value of seven hundred thirty-one
thousand, six hundred thirty-eight dollars and twenty-five cents ($731,638.25); and
WHEREAS, on April 6, 2018, Amendment No. 6 to the Agreement was executed
to augment the Consultant’s scope of services to provide environmental planning
support services related to compliance with the National Environmental Policy Act in the
amount of sixty-one thousand dollars ($61,000) for a total contract value of seven
hundred ninety-two thousand, six hundred thirty-eight dollars and twenty-five cents
($792,638.25); and
WHEREAS, on October 10, 2018, Amendment No. 7 to the Agreement was
executed to augment the Consultant’s scope of services to include street lighting
improvement plans; northerly curb, gutter, and sidewalk; traffic control plans; Storm
Water Pollution Prevention Plan; updating of retaining wall design and plans to conform
to the current California Building Code (2016 CBC); exploratory pavement borings; and
landscape and irrigation improvement plans in the amount of one hundred forty-four
thousand dollars ($144,000) for a total contract value of nine hundred thirty-six
thousand, six hundred thirty-eight dollars and twenty-five cents ($936,638.25);
WHEREAS, on April 8, 2020, Amendment No. 8 to the Agreement was executed
to augment the Consultant’s scope of services to address the State of California’s
request for additional design information regarding the horizontal alignment of Princeton
Avenue and the design speed; design changes to the proposed retaining wall within
State right-of-way; a new retaining wall and associated geotechnical investigations;
additional soil analysis for asbestos, lead based paint, and hazardous waste studies;
and enhanced ground penetrating radar pavement analysis of the existing street section
in the amount of one hundred forty-one thousand two hundred one dollars and thirty-
eight cents ($141,201.38) for a total contract value of one million seventy-seven
thousand eight hundred thirty-nine dollars and sixty-three cents ($1,077,839.63); and
WHEREAS, the City is requesting additional scope of services from the
Consultant to provide ongoing engineer’s cost estimates, dry utility coordination, utility
company facility relocation coordination, and on-going project management services;
and
WHEREAS, the Consultant provided a cost proposal dated June 22, 2021 for the
requested additional engineering services, attached as Exhibit A, in the amount of
seventy-one thousand dollars and zero cents ($71,000.00); and
WHEREAS, the City and Consultant now desire to amend the Agreement for an
additional period; and
375
Amendment No. 9 to Agreement between City of Moorpark and
Stantec Consulting Services, Inc. Page 3
WHEREAS, the City and Consultant now desire to amend the Agreement to
increase the compensation for services to be performed by Consultant from one million
seventy seven thousand eight hundred thirty nine dollars and sixty three cents
($1,077,839.63); by a value of seventy one thousand dollars and zero cents
($71,000.00) for a total contract value of one million one hundred forty eight thousand
eight hundred thirty-nine dollars and sixty-three cents ($1,148,839.63), and document
said agreement to amend by jointly approving Amendment No. 9 to the Agreement.
NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
I. Section 2, SCOPE OF SERVICES, is amended by replacing this section in its
entirety as follows:
“City does hereby retain Consultant in a contractual capacity to
provide civil engineering design services, as set forth in Exhibit B, Section
C - Scope of Services, Change Order, and all amendments and the
exhibits attached thereto and incorporated herein by this reference, and
further defined in Exhibit C: Consultant’s Proposal, dated February 18,
2008, which is also attached hereto and incorporated herein by this
reference. Where said Scope of Services is modified by this Agreement,
or in the event there is a conflict between the provisions of said Scope of
Services or Consultant’s Proposal and this Agreement, the language
contained in this Agreement, and the Amendments shall take precedence.
Compensation for the services to be performed by Consultant shall
be in accordance with Exhibit B, Section C – Fee, and all amendments
and the exhibits attached thereto. Compensation shall not exceed the
rates or total contract value of one million one hundred forty-eight
thousand eight hundred thirty-nine dollars and sixty-three cents
($1,148,839.63) as stated in Exhibit B, Section C - Fee and all
amendments and the exhibits attached thereto without the written
Amendment to the Agreement executed by both parties. Payment by City
to Consultant shall be in accordance with the provisions of this
Agreement.”
II. Section 5, PAYMENT, is amended by replacing the first paragraph in its entirety
as follows:
“Taxpayer ID or Social Security numbers must be provided by
Consultant on an IRS W-9 form before payments may be made by City to
Consultant.”
The City agrees to pay Consultant monthly, in accordance with the
payment rates and terms and the schedule of payment as set forth in
Exhibit B, Section C - Fee and all amendment and the exhibits attached
thereto based upon actual time spent on the above tasks. This amount
shall not exceed one million one hundred forty-eight thousand eight
376
Amendment No. 9 to Agreement between City of Moorpark and
Stantec Consulting Services, Inc. Page 4
hundred thirty-nine dollars and sixty-three cents ($1,148,839.63), for the
total term of the Agreement unless additional payment is approved as
provided in this Agreement.”
IV. Remaining Provisions:
Except as revised by this Amendment No. 9, all of the provisions of the
Agreement shall remain in full force and effect.
In Witness Whereof, the parties hereto have caused this Amendment to be
executed the day and year first above written.
CITY OF MOORPARK STANTEC CONSULTING SERVICES, INC.
_______________________________ _______________________________
Troy Brown
City Manager
Hady Izadpanah
Senior Principal
Attest:
_______________________________
Ky Spangler, City Clerk
377
Stantec Consulting Services Inc.
111 E. Victoria Ave, Santa Barbara, CA 93101
June 22, 2021
File: 2064018305
Attention: Daniel Kim, P.E.,
City Engineer
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
Reference: Princeton Avenue Widening Project 8012, Amendment No. 8 Scope Change and
Proposal for Additional Services – Amendment No. 9
Dear Mr. Kim,
Our office prepared the last project budget amendment for the Princeton Avenue project in
December of 2019. Since that time, some of the approved tasks 1 through 10 have been deemed
to be unnecessary and several additional services have been requested by City. Per our recent
meetings and discussions, we are pleased to present this proposal to address these scope and
budget updates for the subject project.
AMENDMENT NO. 8 SCOPE CHANGES
Amendment No. 8 Tasks 5a, 5b and 9
Amendment No. 8 included several tasks that were ultimately deemed not necessary for the
successful completion of the project. These tasks and associated budgets are as follows:
Task 5a Existing Pavement GPR Analysis $13,613.60
Task 5b Traffic Control/Enc. Permit for GPR $ 5,000.00
Task 9 Budget Contingency $12,500.00
Amendment No. 8 Proposed Task 11 – Plan Revisions and Updates
The City has requested that Stantec reallocate the budgets assigned to tasks 5a, 5b and portions
of the contingency to proposed task 11 make necessary revisions and additions to the project plans
and specifications, including:
a. Preparation of electrical plans for the proposed street light system
b. Preparation of electrical specifications
Proposed budget required for these tasks $23,000.00
EXHIBIT A
378
June 22, 2021
Princeton Avenue Widening Project 8012, Proposal for Additional Services, Amendment 9
Page 2 of 4
AMENDMENT NO. 9 SCOPE OF SERVICES
Task 1 – Engineer’s Estimate of Probable Cost
Stantec will perform quantity takeoffs from the current project plans and will reflect changes in both
project design and unit construction costs that have occurred to date. The engineer's estimate
should reflect a fair and reasonable cost of the project in sufficient detail to provide an accurate
estimate of the financial obligations to be incurred by the City.
Task 2 – Dry Utility Coordination
It has been determined that the most cost effective and efficient path forward will be for all existing
dry utility facilities within the project limits to complete proposed relocations prior to the start of the
Princeton Avenue improvement project. This will allow construction of the street improvements to
be completed more quickly. Coordination with the various utility companies is also allowing for use
of a “joint trench” for all utilities. Stantec’s efforts related to this task include:
a. Design of the proposed joint trench alignment for use by all utility providers
b. Preparation of plan and profile sheets for the proposed joint trench alignment
c. Coordinate with utility providers to obtain utility relocation plans from each, review plans
and provide comments
d. Coordinate between utility companies and utility contractor to expedite relocation efforts
e. Conduct field meetings as needed with utility providers and City Staff
f. Prepare dry utility design and construction schedule
Task 3 – Project Management & Coordination
Stantec will continue to provide project management and coordination services for the project,
assisting the City as an extension of staff. These services include but are not limited to:
a. Organizing and attending weekly meetings as needed to track progress and adhere to
project schedule
b. Assist City staff and their Right-of-Way consultant as needed in their efforts to obtain
easements along the project frontage
c. Coordinate on City’s behalf with multiple other public agencies and stakeholders involved
with the project
d. Maintain ftp site for project documents, package and provide pdf’s and AutoCAD files to
3rd parties as needed
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June 22, 2021
Princeton Avenue Widening Project 8012, Proposal for Additional Services, Amendment 9
Page 3 of 4
PROPOSED ADDITIONAL FEE
Our services will be performed on a “time and materials”, not to exceed basis, per the schedule
below and shall be billed monthly at the rates then currently in effect. Our charges will not exceed
the fee estimate without the City’s prior authorization. Public Agency Fees are excluded (e.g.
Caltrans, County of Ventura, Utilities, etc.) shall be the responsibility of the City.
Task No. Task Fees
1 Engineer’s Estimate of Probable Cost $16,000.00
2 Dry Utility Coordination $28,000.00
3 Project Management & Coordination $25,000.00
4 Reimbursables $2,000.00
TOTAL $71,000.00
We have estimated the cost of our services based on our understanding at this time of the scope
and complexity of the work. However, please note that during the performance of our services, the
need for additional or expanded services may be determined. We will keep the City informed of
our progress and shall require the City’s authorization for services that exceed the scope and/or fee
estimate limits.
AUTHORIZATION
Should you require additional information or wish to discuss this proposal further, please contact us.
If the proposal is satisfactory, we understand that City Staff will provide a contract addendum for
execution.
380
June 22, 2021
Princeton Avenue Widening Project 8012, Proposal for Additional Services, Amendment 9
Page 4 of 4
Thank you for considering Stantec for this project.
Regards,
STANTEC CONSULTING SERVICES INC.
Geremy Salts, RCE 60488
Principal
Phone: 805 308-9159
geremy.salts@stantec.com
Derek Rapp
Principal
Phone: 805 308-9166
derek.rapp@stantec.com
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