April 15, 2025
Public Works
DATE: April 15, 2025
TO: Mayor Martinez and Members of the City Council
FROM: Daniel Chavarria, PE, Director of Public Works
Robert Armijo, PE, Deputy Director of Public Works/City Engineer
José Valenzuela, Engineer I
Subject: Contract to Kearns & West, Inc. to Support the Keller Beach Sanitary Sewer Project
FINANCIAL IMPACT: The proposed expenditure of an amount not to exceed $365,185 for the duration of the three-year contract and an amount not to exceed $270,000 for the entire duration of the two optional one-year extensions shall be funded from the Wastewater Fund (Account String :40322631-
400201). There is no impact to the General Fund.
PREVIOUS COUNCIL
ACTION:
July 26, 2022
STATEMENT OF THE
ISSUE:
The City staff requests City Council approval of a
resolution to award a contract with Kearns & West to
facilitate public outreach and gather community
comments on the feasibility study to determine the most effective solution for Keller Beach Sanitary Sewer line.
RECOMMENDED ACTION: ADOPT a resolution approving a three-year contract with Kearns & West, Inc. to facilitate public meetings and
outreach associated with the Keller Beach Sanitary
Sewer Project, in an amount not to exceed $365,185 with a term beginning April 15, 2025, through December 31,
2027, and authorizing the public works director to
approve two one-year extension options for a combined
additional amount not to exceed $270,000, for a total
AGENDA
REPORT
April 15, 2025
payment limit of $635,185 – Public Works Department
(Robert Armijo 510-620-5477/Daniel Chavarria 510-620-
5478/José Valenzuela 510-620-6955).
DISCUSSION:
The City of Richmond is required under the Baykeeper Settlement to evaluate and address the condition of the Keller Beach Sanitary Sewer (KBSS) line located in the San Francisco Bay near Point Richmond. The pipe needs repair, rehabilitation, or removal. In July 2022, the City engaged Coastland Civil Engineering as an engineering consultant to conduct a feasibility study to determine the best approach for addressing the KBSS. Coastland presented their preliminary findings to the community in April 2023, but the presentation was not well-received, resulting in significant public dissatisfaction. In December 2023, City Council directed staff to amend Coastland’s scope of work to better address public concerns. In response, Coastland requested to withdraw from the project and terminate the contract.
To prevent a recurrence of these challenges, the City proposes a contract with Kearns & West, a respected communications firm specializing in managing public meetings on complex and contentious issues. Their expertise is essential to facilitate the engagement of a new engineering consultant for the KBSS feasibility study while maintaining clear and effective communication with the public throughout the process.
As the facilitator for public meetings, Kearns & West will serve as a liaison between the interest holders, residents, and the City, ensuring feedback is incorporated and helping to deliver a successful project that addresses both the building moratorium and the long-term sanitary sewer needs of the community.
The City of Richmond is proposing to utilize a piggyback procurement method, which is permitted under California Public Contract Code Section 20118 and Richmond Municipal Code section 2.52.330. Piggyback procurement allows one public agency to leverage an existing competitively bid contract from another agency, provided that the procurement process complied with all applicable laws, and the services being procured are substantially similar to the services already covered in the existing contract. This method helps reduce costs, streamlines the procurement process, and expedites service delivery while ensuring competitive pricing and compliance with public procurement requirements.
The City of Pacifica has an existing contract with Kearns & West for communications services related to the multi-year Beach Boulevard Infrastructure Resiliency Project, which mirrors the services required for the KBSS project. By piggybacking on this contract, the City of Richmond can efficiently secure the necessary public outreach services without the need for a new competitive bidding process (Attachment 1).
April 15, 2025
As noted above, this contract is in compliance with the Richmond Municipal Code (RMC) Section 2.52.330 Piggyback Procurement which allows for the City to use another agency’s purchase contract for services if it is deemed to be in the best interest of the City.
The contract with Kearns & West will provide essential support, allowing City staff to focus efforts on the technical feasibility study and ultimate fix for the Keller Beach Sanitary Sewer Project. More specifically, Kearns & West will support facilitation of community engagement and outreach for the Keller Beach Sanitary Sewer Project (Attachment 2).
City staff recommends that the City Council adopt a resolution approving a three-year contract with Kearns & West, Inc. to facilitate public meetings and outreach associated with the Keller Beach Sanitary Sewer Project, in an amount not to exceed $365,185 with a term beginning April 15, 2025 through December 31, 2027, and authorizing the Public Works Director to approve two one-year extension options for a combined additional amount not to exceed $270,000, for a total payment limit of $635,185 (Attachment 3
DOCUMENTS ATTACHED:
Attachment 1 – Piggyback Approval with Attachments
Attachment 2 – Contract
Attachment 3 – Resolution