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CITY OF SAN MATEO
RESOLUTION NO. ____ (2024)
AUTHORIZING AN APPROPRIATION IN THE AMOUNT OF $7,000,000 FROM THE SEWER FUND RESERVES TO
THE CAPITAL PROJECTS FUND FOR THE WASTEWATER TREATMENT PLANT UPGRADE AND EXPANSION
PROJECT, AND APPROVING AN ALTERNATIVE PURCHASING PROCEDURE TO AWARD AN AGREEMENT IN THE AMOUNT OF $400,297.76 TO ONE WORKPLACE TO PROVIDE FURNISHINGS, DESIGN, PROJECT MANAGEMENT,
AND INSTALLATION SERVICES FOR THE NEW WASTEWATER TREATMENT PLANT ADMINISTRATION BUILDING
WHEREAS, the Clean Water Program (CWP) includes significant infrastructure upgrades at the Wastewater Treatment Plant (WWTP); and
WHEREAS, the WWTP Upgrade and Expansion Project (Project) will result in a new treatment plant for processing wastewater; and
WHEREAS, the Project budget accounts for construction contract costs, engineering services, environmental permits, project management, construction management services, and contingencies; and WHEREAS, the Project is scheduled to be complete in Fiscal Year 2024-2025 and the latest estimate to complete the Project is approximately $562,000,000, of which $535,927,000 has been appropriated to date in the current Fiscal Year 2023-2024; and
WHEREAS, construction expenditures for the current fiscal year have exceeded the previously anticipated cash flow projections for the Project due to an accelerated work schedule, including overtime work and weekends, to meet the construction schedule; and
WHEREAS, several contract change orders were approved utilizing the construction contract’s contingency reserve due to these unknown conditions or issues beyond the original project scope; and WHEREAS, a budget appropriation of $7,000,000 from the Sewer Fund Reserves to the Project account is necessary to address the Project’s cash flow needs in the current fiscal year; and WHEREAS, there are sufficient funds available in the Sewer Fund Reserves for this appropriation to the Project in the Capital Projects Fund; and
WHEREAS, the Project also includes a new Administration Building that is nearing completion, and staff is planning to occupy the building in Spring 2024; and
WHEREAS, the City Council is being asked to award an agreement to procure services to furnish the new Administration Building in the amount of $400,297.76; and WHEREAS, the timely procurement and installation of the office furnishings and equipment is critical to meet the schedule for the startup of the new WWTP process facilities; and 9 6
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WHEREAS, San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve alternative purchasing procedures when it finds doing so is in the best interest of the City; and WHEREAS, Sourcewell (formerly NJPA) offers services to make the government procurement process more efficient through its cooperative purchasing program; and WHEREAS, Sourcewell has conducted competitive, public bids to select furniture vendors to achieve competitive pricing and selected One Workplace; and
WHEREAS, One Workplace will provide the furnishings, design, project management and installation services; and
WHEREAS, staff recommends approval of the agreement with One Workplace for services to furnish the new Administration Building because it is in the best interest of the City without standard competitive bid practice.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. The City prepared a Final Programmatic Environmental Impact Report (Final PEIR) in accordance with the California Environmental Quality Act (CEQA) (SCH No. 2015032006). On June 6, 2016, the City Council certified the PEIR. In accordance with CEQA, the Final PEIR serves as the primary environmental compliance document for the implementation of the Clean Water Program. The City prepared Addenda to the Final PEIR that were approved on July 16, 2018 (Addendum 1) and April 15, 2019 (Addendum 2). This work is within the scope of the Project evaluated in the PEIR and the Addenda.
2. An appropriation of $7,000,000 from the Sewer Fund Reserves to the Capital Projects Fund for the WWTP Flow Management Upgrade and Expansion Project (46t003), increasing the total project budget to date from $535,927,000 to $542,927,000, is approved.
3. In accordance with Municipal Code Section 3.60.070(h)(3), the procedure and purchase of furnishings for the new WWTP Administration Building from One Workplace based on pricing from Sourcewell is in the City’s best interest for these reasons:
a. Sourcewell has conducted competitive, public bids to select vendors for the listed office furnishings to achieve competitive pricing and selected One Workplace. b. Timely procurement and installation of the furnishings in the new WWTP Administration Building is critical to meet the Project schedule.
4. The procedure utilized by staff of obtaining One Workplace with Sourcewell pricing for furnishing the new WWTP Administration Building is approved in accordance with Municipal Code Section
3.60.070(h)(3).
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5. An agreement is awarded to One Workplace for providing furnishings, design project management, and installation services for the new Administration Building in the amount of $400,297.76.
6. A contingency reserve in the amount of $40,000 is approved.
7. The Public Works Director is authorized to execute the Agreement in substantially the form presented and issue change orders within the contingency amount on behalf of the City.