City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: September 28, 2026
Report #:2607-6599
TITLE
Approval of Amendment No. 4 to Contract No. C20176877 with Schaaf & Wheeler Consulting Civil Engineers to Extend the Contract Term Through June 30, 2027 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 the City Council approve and authorize the City Manager or their designee to execute Amendment No. 4 to Contract No. C20176877 with Schaaf & Wheeler Consulting Civil Engineers. This amendment extends the Contract term through June 30, 2027, with no changes to the contract scope or not-to-exceed amount 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 contract had a four-year term that extended to May 30, 2024. Due to the time required to secure easements within private properties and obtain project entitlement and building permit approvals, the contract was extended to November 30, 2024 by Amendment No. 1.2 Amendment No. 2 updated the contract rate schedule and extended the 1 City Council, June 15, 2020; Agenda Item #2; SR # 100992 https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=80673&dbid=0&repo=PaloAlto 2 Schaaf & Wheeler Consulting Civil Engineers for Professional Services C20176877 Amendment No.1 https://www.paloalto.gov/files/assets/public/v/1/public-works/staff-reports-all/2027/c20176877-schaaf-wheeler- amend-1_final-contract-signed-03-08-2024-2607-6599.pdf
term to February 28, 2026.5 Due to delays in bidding, Amendment No. 3 extended the contract term to August 28, 2026.6
ANALYSIS
Amendment No. 4 (Attachment A) extends the contract term through June 30, 2027. The project is currently under construction and requires the expertise of Schaaf & Wheeler to provide construction administration support. Construction administration includes responding to requests for information, field visits, and project close-out and documentation including the preparation of as-built drawings. The construction of the project was scheduled to be completed by August 19, 2026. Due to risks associated with ground water dewatering and its impact to existing utilities including a PG&E gas transmission line, the project’s completion has been delayed. Staff and Schaaf & Wheeler Consulting Civil Engineers agreed to amend the contract to extend the term through June 30, 2027, with no changes to scope or fee.
FISCAL/RESOURCE IMPACT
This contract amendment is for a time extension only and has no direct funding impact. Funding for this contract is appropriated in projects SD-21000, SD-20000, and SD-23000.
STAKEHOLDER ENGAGEMENT
Staff have 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 has been conducted as part of the construction phase to keep the community informed throughout the process, including flyers sent to adjacent residences and businesses, notices posted online on Nextdoor and the City's website and changeable electronic message boards placed in the field and later replaced by project signs.
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.4
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
5 5 City Council, December 02, 2024; Agenda Item # 13; SR # 2410-3606 https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83114&dbid=0&repo=PaloAlto&searchid=c5954d65 -6e89-4d24-95f2-4ec785fa1eb4
6 Schaaf & Wheeler Consulting Civil Engineers for Professional Services C20176877 Amendment No. 3 https://www.paloalto.gov/files/assets/public/v/1/public-works/staff-reports-all/2027/c20176877-schaff-wheeler- amendment-3-final-2607-6599.pdf