City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: December 2, 2024
Report #:2410-3606
TITLE
Approval of Amendment No. 2 to Contract No. C20176877 with Schaaf & Wheeler in the Amount of $77,360 for a total not-to-exceed amount of $867,278 and Extend the Contract Term for the Corporation Way System Upgrades and Pump Station (SD-21000), West Bayshore Road Pump Station (SD-20000) and West Bayshore Trunk Line Improvements (SD-23000) Projects; CEQA Status – Exempt Under CEQA Guidelines Section 15301
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to execute Amendment No. 2 to Contract No. C20176877 with Schaaf & Wheeler Consulting Civil Engineers for additional construction administration services in an amount not-to-exceed $77,360, including $70,327 for base services and $7,033 for additional services, resulting in a total Contract not-to-exceed amount of $867,278, and extend the Contract term through February 28, 2026, for the Corporation Way System Upgrades and Pump Station (SD-21000), West Bayshore Road Pump Station (SD-20000), and West Bayshore Road Trunk Line Improvements (SD-23000) projects.
BACKGROUND
The Corporation Way System Upgrades and Pump Station, West Bayshore Road Pump Station, and West Bayshore Road Trunk Line Improvements projects are three of the highest-priority storm drain projects identified in the City’s 2015 Storm Drain Master Plan. Design contract C20176877 was awarded to Schaaf & Wheeler Consulting Civil Engineers (Schaaf & Wheeler) on June 15, 2020.1 The original consultant’s contract had a four-year term that extended to May 30, 2024. Schaff & Wheeler was unable to complete the project by that date due to unforeseen circumstances. Delays included securing easements within private properties and obtaining project entitlement and building permit approvals. These activities took longer than expected and delayed the project design. Due to these unexpected delays, staff and consultants agreed to amend the contract and extend the term for six months. Amendment No. 1, dated March 11, 1 City Council, June 15, 2020; Agenda Item #2; SR #10992 https://portal.laserfiche.com/Portal/DocView.aspx?id=99365&repo=r-704298fc&
2024, extended the term through November 30, 2024, per Palo Alto Municipal Code section
2.30.290, but did not include changes to scope or fee.
ANALYSIS
Amendment No. 2 (Attachment A) increases the funding for construction support based on the consultant’s 2024 rate fee schedule and extends the contract term through February 28, 2026.
The total cost associated with the rate fee increase in Amendment No. 2 is $77,360, with the total contract amount increasing from $789,918 to $867,278.
The project requires the expertise of Schaaf & Wheeler for construction support during the construction phase of the project. Staff solicited construction bids in July 2024 and no bids were received. Staff re-advertised the project and received one construction bid, but the cost was much higher than the engineer’s estimate. Staff is currently modifying the scope to bid the project for a third time.
FISCAL/RESOURCE IMPACT
Funding for the contract amendment recommended in this report is available in the Fiscal Year 2025 Adopted Capital Budget for the West Bayshore Road Pump Station (SD-20000), Corporation Way System Upgrades and Pump Station (SD-21000) and West Bayshore Trunk Line Improvements (SD-23000) projects.
STAKEHOLDER ENGAGEMENT
Staff has presented to and will continue to notify and update the Storm Water Management Oversight Committee on the progress of the three projects.
Extensive public outreach will be conducted before and during the construction phase to keep the community informed throughout the process, including flyers sent to adjacent residences and businesses, and notices posted online on Nextdoor and the City’s website.
ENVIRONMENTAL REVIEW
The project is categorically exempt from the provisions of the California Environmental Quality ACT (CEQA) under Section 15301(d) of the CEQA Guidelines.
ATTACHMENTS
Attachment A: Schaaf & Wheeler Consulting Civil Engineers, Contract C20176877, Amendment No. 2
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer