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: JULY 17, 2024
SUBJECT: APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH
TETRA TECH FOR DESIGN SERVICES OF THE UPPER
ATHERTON CHANNEL RELINING PROJECT
RECOMMENDATION
It is recommended that the Council approve a professional services agreement with Tetra Tech in the amount of $696,991 to assess the channel and prepare a design for the Upper Atherton Channel Relining Project and to provide environmental and geotechnical support for the project; authorize the City Attorney to prepare the agreement; and authorize the City Manager to sign the agreement; and authorize a contingency in the amount of $60,000 for unknown regulatory requirements.
BACKGROUND
The Town’s Town wide Drainage Study Update in 2015 identified a variety of drainage improvements required throughout the Town. The relining of the side slopes and bottom of deteriorated portions of the channel west of Alameda de las Pulgas were identified as Tier I priority projects. The relining projects were outlined in the Drainage Study Update as follows:
II1 – Reline Channel Slopes, Atherton Channel, Phase I
• Restore the sides of the channel. Assume that the total channel length of 1000 lineal feel is in need of repair.
• Channel to be repaired excludes sections where other channel improvement projects are identified.
• Expand the life expectancy of the channel.
• This project would be phase 1 of two projects. Phase 1 would restore channel areas most needing improvement upstream of Alameda de las Pulgas.
• To identify specific locations most needing improvements, a condition assessment of the existing channel is recommended prior to design of channel improvements.
Upper Atherton Channel Restoration Project
JULY 17, 2024
JJ1 – Reline Channel Bottom, Atherton Channel, Phase I
• Regrade the bottom of the channel. Assume that the total channel length of 1000 lineal feel is in need of repair.
• Channel to be repaired excludes sections where other channel improvement projects are identified.
• This project would be phase 1 of two projects. Phase 1 would restore areas most needing improvement upstream of Alameda de las Pulgas.
• To identify specific locations most needing improvements, a condition assessment of the existing channel is recommended prior to design of channel improvements.
It was noted that recent storms in the Winter of 2022-23 further eroded areas along the channel.
The FY 2022-23 Capital Improvement Program (CIP) included initial funding the Atherton Channel Assessment and Relining Upstream of Alameda de las Pulgas. These funds were carried forward and augmented in the FY 2023-24 CIP. The Town retained Capital Program Management to assist in managing the project.
ANALYSIS
The Town issued a Request for Proposals (RFP) on April 19, 2024, seeking professional engineering services for a full assessment of the channel segment west of Alameda de las Pulgas, development of conceptual designs, and, upon approval, final design of the channel repairs. The Project goal is to restore and stabilize the creek channel to mitigate erosion and other damages. A non-mandatory field walk with interested firms was held on April 30, 2024, and was attended by four (4) firms. One response to the RFP was received on May 23, 2024. The proposal submitted by Tetra Tech was responsive to the solicitation to assess and design the Upper Atherton Channel Relining Project. Tetra Tech also included the cost of final design in their proposal. Tetra Tech is a multi-disciplinary engineering services firm that plans and designs waterway and capital improvement projects for public agencies throughout the state. This includes previous work with the Town on the Holbrook-Palmer Park Water Capture Facility as well as the Stevens Creek Inspection, Design and Asset Management Plan.
The initial Request for Proposals conceived that the Town would separately contract with environmental and geotechnical firms for the needed environmental analyses, regulatory agency consultation, permitting assistance and geotechnical evaluations to support the project. The selected firm would be required to coordinate with these consultants. Following review of the proposal submitted and conversations with Tetra Tech, staff requested that Tetra Tech revise their proposal to include the needed environmental and geotechnical support.
The Scope of Work would include developing a project plan regarding evaluation of the channel and design of channel repairs. The Plan would include a survey of the current creek channel and an assessment of its condition, identification of erosion and other deteriorated areas to be restored and stabilized, development of repair options and a conceptual design for stabilizing and repairing Upper Atherton Channel Restoration Project
JULY 17, 2024
the channel. Upon conceptual approval from the Town, Tetra Tech will then identify and coordinate with the different agencies, including environmental, that have jurisdiction over the channel to obtain the needed approvals and permits required for the project. This process will lead to a complete set of construction documents for a future construction project to implement the design. Design cost estimates shall be provided at each milestone step along the way.
FISCAL IMPACT
The cost overall cost of the professional services agreement is $696,991. An additional authorization of $60,000 is requested to accommodate potential additional regulatory requirements. Sufficient funds are budgeted and available in the approved Capital Improvement Program budgets for FY 2022-23 and FY 2023-24.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal Area B – Preserve Small Town Character and Quality of Life • Goal Area F – Be Forward-Thinking, Well-Managed, and Well-Planned • Goal Area G – Emergency Preparedness – Be Prepared
POLICY FOCUS
The Council’s policy focus should be on the need to restore the Upper Atherton channel and repair damaged areas.
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. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has not been before a Town Committee or Commission
ATTACHMENTS
1. Initial Tetra Tech proposal dated May 23, 2024
2. Updated Tetra Tech proposal including environmental and geotechnical support dated July 9, 2024