DATE: October 20, 2025
TO: Mayor and Members of the City Council
President and Members of the Estero Municipal Improvement District (EMID) Board of Directors
VIA: Stefan Chatwin, City/District Manager
Marlene Subhashini, Assistant City/District Manager
FROM: Andrew Brozyna, Public Works Director City/District Engineer Laura Galli, Engineering Manager
Ryan Marquez, Senior Civil Engineer
DEPARTMENT: Public Works
SUBJECT: AMENDMENT NO. ONE (1) TO TASK ORDER WITH CONSOR PMCM, INC. FOR CONSTRUCTION MANAGEMENT AND
INSPECTION SERVICES FOR THE FUEL SYSTEMS
IMPROVEMENTS PROJECT (CIP 301-700) AND APPROVING A
SUPPLEMENTAL APPROPRIATION OF $114,640
RECOMMENDATION
It is recommended that the City Council/EMID Board of Directors adopt the attached resolutions authorizing:
1. The City/District Manager to execute an amendment to the task order with Consor PMCM, Inc. in the amount of $114,640 for Construction Management & Inspection services for the Fuel Systems Improvements Project (CIP 301-700); and
2. A supplemental appropriation of $114,640 to the Fuel Systems Improvement Project (CIP 700) Account 301-0910-700-4251 funded by (a) $28,660 from the Water Enterprise CIP Fund 405; (b) $28,660 from the Wastewater Enterprise CIP Fund 455; and (c) $57,320 from the City CIP Fund 301.
EXECUTIVE SUMMARY
The Fuel Systems Improvements Project (CIP 301-700) (Project) has experienced delays due to unexpected underground obstructions encountered during construction.
These delays have required additional construction management efforts and requires that inspection services be extended by approximately two and a half months to align with the new projected project completion date. Contract Amendment No. One (1) will provide for continuation of the necessary construction management and inspection services by Consor PMCM, Inc. (Consor) in order to complete the project. The established contingency in the amount of $30,000 is insufficient to fully fund the proposed amendment, therefore a supplemental appropriation in the amount of $114,640 is requested.
BACKGROUND
The City/District operates and maintains an unleaded fuel system and a diesel fuel system that provides fuel for the vehicles and equipment owned by the City/EMID including two lagoon pump engines and pumps, the emergency generator serving the Corporation Yard buildings, Lift Station 59, and Lift Station 25. These systems also provide fuel to the San Mateo Consolidated Fire Department.
The existing fueling systems to be replaced include:
1. Two existing 10,000-gallon unleaded fuel tanks, at the front entrance to the Corporation Yard with new above ground tanks next to the Vehicles Maintenance Building inside the Yard;
2. Two existing 5,000-gallon diesel fuel tanks, in an open concrete vault with canopy adjacent to the lagoon pump station building, with new tanks next to the entrance gate between the lagoon pumphouse and Tank 3; and
3. One existing 210-gallon day tank for diesel fuel inside of the lagoon pumphouse.
In addition, the project consists of the replacement of the existing dispensers and fuel control software.
In February 2021, following a competitive procurement, the City/EMID engaged TAIT Environmental Services, Inc. (TAIT), to perform a detailed analysis of the City/EMID’s existing fuel systems, prepare a conceptual engineering assessment, and develop a Technical Memorandum outlining recommendations for improvements for design.
At the Council/Board meeting on May 1, 2023, the Council/Board adopted City Resolution No. 2023-42 and EMID Resolution No. 3718 awarding a contract for professional engineering services for CIP 301-700 to TAIT for the development of project contact documents, consisting of plans, specifications, and engineer’s estimate for this project.
At the Council/Board meeting on October 21, 2024, the Council/Board adopted City Resolution No. 2024-108 and EMID Resolution No. 3779 approving the plans and specifications and authorizing the call for bids for the subject project.
At the Council/Board meeting on December 16, 2024, the Council/Board adopted City Resolution No. 2024-131 and EMID Resolution No. 3787 awarding construction contract to West Star Environmental, Inc. and construction management and inspection services to Consor.
ANALYSIS
The construction Notice to Proceed (NTP) directed the contractor to begin work on May 5, 2025, with a contractual completion date of September 17, 2025. Based on this schedule and the projected schedule for the Lift Station 59 Effluent Line Improvements Project (CIP 695), Consor developed a staffing plan that reduced overall inspection costs by anticipating the ability to share an inspector half-time for each project.
During excavation for the canopy for the fuel dispensers and tank foundations at the Corporation Yard, several unforeseen utility conflicts were encountered. Utilities were not accurately shown on City records or project plans, which led to delays and required re- design of key project elements.
These issues have caused an estimated two-and-a-half-month delay, moving the expected project completion date from September 17, 2025 to December 1, 2025. This has led to an extension of ongoing on-site inspection services needed from the Construction Manager, Consor.
Amendment No. One (1) provides for an additional two-and-a-half-months of inspection services through the revised projected completion date of December 1, 2025. Staff have reviewed the project schedule and found this amendment of $114,640 reasonable given the status and progress of construction. The original construction management contingency in the amount of $30,000 is insufficient to fully fund the proposed amendment, and the project is lacking budget for the full amendment amount, therefore a supplemental appropriation is needed as summarized in the table below.
Budget Current Requested
Appropriation Revised
Vehicle Replacement Fund $327,946 $327,946
City CIP Fund 301 $1,947,054 $57,320 $2,004,374
Water CIP Fund 405 $973,500 $28,660 $1,002,160
Wastewater CIP Fund 455 $973,500 $28,660 $1,002,160
TOTAL Budget $4,222,000 $114,640 $4,336,640
Anticipated Expenditures Current Requested
Amendment Revised
Design and Permitting (Tait) $295,152 $295,152
Design Contingency $29,515 $29,515
Construction $3,147,259 $3,147,259
Construction Contingency $315,000 $315,000
Construction Management & Inspection $303,270 $114,640 $417,910 CM Contingency $30,000 $30,000
Miscellaneous $100,000 $100,000
TOTAL $4,220,196 $114,640 $4,334,836
It is recommended that the existing contingency remain available to expediently address any future issues that may arise prior to the end of construction.
CEQA
Categorically Exempt pursuant to CEQA Guidelines Section 15061(b)(3)
FISCAL IMPACT
As shown in the table above, the proposed resolution would appropriate an additional $114,640 to the Fuel Systems Improvement Project Account 301-0910-700-4251 from the:
Water Enterprise CIP Fund 405 – 25% ($28,660),
Wastewater Enterprise CIP Fund 455 – 25% ($28,660), and City CIP Fund 301 – 50% ($57,320).
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Facilities and Infrastructure
ATTACHMENTS:
Attachment 1 – City Resolution
Attachment 2 – EMID Resolution
Attachment 3 – Task Order Amendment CON2024-02 with Consor for Construction Management Services