Item No. 6
Town of Atherton
CITY COUNCIL STAFF REPORT – CONSENT AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
DATE: JUNE 19, 2024
SUBJECT: APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH FREYER & LAURETA, INC. FOR THE EL CAMINO REAL
STORMWATER AND DRAINAGE IMPROVEMENTS PROJECT
RECOMMENDATION:
The City Council approve a professional services agreement with Freyer & Laureta, Inc. for the El Camino Real Stormwater and Drainage Improvements Project in the amount of $170,000; Authorize the City Attorney to prepare the agreement; authorize the City Manager to sign the agreement and execute individual task orders.
BACKGROUND
Existing drainage infrastructure along El Camino Real within the Town of Atherton is limited.
Though it includes some inlets, culverts and limited storm drains, there are limited discharge connections. Parts of the storm drain system was constructed in El Camino Real by Caltrans in the mid-1940s and connect directly to the Atherton Channel for discharge. Other portions were either not connected or disconnected from downstream discharges and thus is subject to flooding, particularly on the side street at intersections.
Staff issued a Request for Proposals on March 26, 2024, seeking professional engineering services from firms or teams with demonstrated experience in evaluating, developing and designing stormwater and drainage improvements, to identify and develop long-term stormwater and drainage solutions for the El Camino Real Corridor that will improve safety, reduce flooding, particularly at the side street intersections. These improvements need to be done in conjunction with other jurisdictions that also manage stormwater and drainage infrastructure.
Proposals were due on April 23, 2024. Only one proposal was received in response to the RFP.
ANALYSIS
Freyer & Laureta, Inc. submitted a proposal that is responsive to the solicitation to develop the El Camino Real Stormwater and Drainage Improvements Plan. Freyer & Laureta, Inc. is a multidisciplinary engineering services firm that plans and designs infrastructure and capital improvement projects for public agencies throughout the Bay Area. These include current work on the City of San Carlos Pulgas Creek Watershed Study and Burlingame Neighborhood Storm Drain Project. Staff met with Freyer & Laureta, to discuss their experience, understanding of the project scope and their proposal. Freyer & Laureta demonstrated an understanding of the Town’s needs and an understanding of project constraints.
The initial proposal received, in the amount of 597,300, included development of alternatives, conceptual design, and development of construction plans, specifications and engineering cost estimates. As the proposal was significantly above the available budget for project design within the current fiscal year (FY 2023/24). Staff discussed phasing of the project such that the initial scope would be to develop conceptual designs an assist the Town in selecting a preferred alternative for final design. This phasing of the scope would reduce the uncertainty regarding final design scope that was included in the initial proposal.
Freyer & Laureta, Inc. revised their scope of services to include the conceptual design of comprehensive stormwater and drainage improvements that would build off existing studies commissioned by the Town, including the 2015 Townwide Drainage Study Update, the 2018 El Camino Real Drainage Technical Memo, and the 2013 Drainage Criteria Manual. It would also be done in consultation with external partners, including Caltrans, the County of San Mateo, City of Redwood City, and the San Mateo County Transit District. The study would also be consistent with guidelines in the San Mateo Countywide Water Pollution Prevention Program (C.3 Regulated Projects Guide) and San Mateo Countywide Water Pollution Prevent Program (Green Infrastructure Design Guide). The cost of this initial phase of work was proposed at $170,000.
POLICY FOCUS
The Council’s General Fund Goals/Mission include preserving and maintaining the public right of way to allow for safe travel, as well as implementing drainage improvement projects that will improve intersection drainage and minimize localized flooding.
FISCAL IMPACT
Sufficient funds are available in the FY 2023-24 Capital Improvements Program Budget for the El Camino Real Long-Term Solutions project for this initial phase of work.
GOAL ALIGNMENT
This report and its contents are in alignment with the following Council Policy Goals:
• Goal D – Manage Circulation and Improve Safety
• Goal F – Be Forward-Thinking, Well-Managed, and Well-Planned • Goal G – Emergency Preparedness – Be Prepared
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. The Town maintains an active and up to date Project Website at http://caatherton.civicplus.com/index.aspx?NID=290.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item _____ has or X has not been before a Town Committee or Commission. ____ Audit/Finance Committee (meets every other month)
____ Environmental Programs Committee (meets every other month) ____ Park and Recreation Committee (meets each month)
____ Planning Commission (meets each month)
____ Rail Committee (meets every other month)
____ Transportation, Bicycle and Pedestrian Safety Committee (meets every other month) ____ Tree Committee (meets every month)
ATTACHMENTS:
1. Original proposal from Freyer & Laureta, Inc. dated April 23, 2024
2. Revised Proposal from Freyer & Laureta, Inc. dated May 15, 2024