DATE: November 17, 2025
TO: Mayor and Members of City Council
VIA: Stefan Chatwin, City Manager
Marlene Subhashini, Assistant City Manager
FROM: Andrew Brozyna, Public Works Director
Laura Galli, Engineering Manager
Justin Lai, Senior Civil Engineer
Amy Zhou, Assistant Engineer
DEPARTMENT: Public Works
SUBJECT: AMENDMENT NO. ONE (1) TO TASK ORDER WITH WILSEY HAM, INC. IN THE AMOUNT OF $23,764 FOR PROFESSIONAL
ENGINEERING SERVICES FOR THE CITY HALL REAR
SECURITY GATES PROJECT (CIP 301-707)
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution authorizing the City Manager to execute Amendment No. One (1) in the amount of $23,764 to the Task Order with Wilsey Ham, Inc. for professional engineering services for the City Hall Rear Security Gates Project (CIP 301-707).
EXECUTIVE SUMMARY
CIP 301-707 consists of the design and construction of security gates to serve the parking lot behind the Police Station/Fire Station/City Hall. Wilsey Ham was issued Task Order for the design, bid support, and limited construction oversight of the project.
During the design phase, it was discovered that services beyond the original scope of work are necessary to address unanticipated requirements and site challenges.
Amendment No. One (1) will fund additional design services for the inclusion of a pedestrian gate as required by building code, foundation details, supplemental
structural calculations, and curb relocation. There are sufficient funds in the project budget to fund Amendment One (1).
BACKGROUND
The rear parking lot of City Hall is utilized by the Foster City Police Department (PD), City Hall Fleet, San Mateo Consolidated (SMC) Fire Department, City staff and City Council authorized vehicles. Public access to the rear lot is prohibited with signage posted at both access points. However, the existing signage is insufficient in deterring cut-through vehicular and pedestrian traffic. The installation of security gates at the lot access points through CIP 301-707 will provide physical barriers to unauthorized cut- through traffic that pose risk to City personnel, vehicles, and property.
On June 16, 2025, the City Council adopted City Resolution No. 2025-45 awarding a Task Order to Wilsey-Ham for professional engineering services for the City Hall Rear Parking Lot Security Gates Project CIP 301-707.
ANALYSIS
The original Task Order includes design, bid support, and limited construction oversight for the installation of two vehicular security gates at the City Hall rear parking lot.
Amendment No. One (1) will provide for the inclusion of a pedestrian gate, structural design, and curb relocation design.
During the design phase, it was determined that pedestrian egress to an Americans with Disabilities Act (ADA) accessible pathway is required per the Building Code. The original scope of work does not include the design of a pedestrian gate; supplementary funds are required for a topographic survey and the design of the added components.
Additional design services are also required due to the gate types that are most compatible with the site parameters. The size and physical characteristics of the gates require site specific structural calculations that cannot be provided by gate manufacturers. The structural design services proposed in Amendment No. One (1) include foundations and anchorage details for the gate posts, structural calculations as required to obtain a permit, responses to plan check structural comments, and construction support for structural elements.
Amendment No. One (1) further provides design solutions for site geometry challenges that impact public safety. The existing site configuration at the south end of the parking lot does not permit vehicular queuing and may cause obstructions to traffic flow on Civic Center Dr. The proposed design locates the south gate further from the Civic Center Dr travel lane. The design requires additional civil work to relocate an existing curb by the south end of the PD lot.
The additional services included in Amendment One (1) will impact the project schedule by approximately two months. The anticipated project timeline is indicated in the table below.
Preliminary Project Schedule
Research & Basis of Design Development Complete
Plans, Specifications, and Estimate 60% Complete
Plans, Specifications, and Estimate 90% December 2025
Plans, Specifications, and Estimate Final December 2025 Council Approval and Bid Period January 2026 – February 2026 Construction Begins April 2026
CEQA
Categorically Exempt pursuant to CEQA Guidelines Section 15061(b)(3)
FISCAL IMPACT
Current funding for CIP 301-707 consists of $500,000 from City CIP funds (Fund 301).
The original Task Order for professional engineering services from Wilsey Ham is in the amount of $91,862, and there is a 10% design contingency in the amount of $9,100.
The proposed fees for Amendment No. One (1) in the amount of $23,764 have been reviewed by staff, negotiated, and deemed appropriate based on the scope of services.
There are sufficient funds in the project budget to award Amendment One (1). With Amendment No. One (1) executed, the total Task Order with Wilsey Ham would be $115,626.
Based on the added scope of work, a budget appropriation will likely be needed to fund construction. A refined construction cost estimate will be prepared as the design is further developed. The final amount required will depend on bids received for the project. If additional funding is needed, it will be requested at the time of award for construction.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Facilities and Infrastructure
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Amendment No. One (1)