San Mateo City Council
February 5, 2024
1 Wastewater Treatment Plant Upgrade and Expansion
Appropriation and Agreement for Furnishing Services
for New Administration Building
• Clean Water Program Overview
• Wastewater Treatment Plant Update
• Progress Update
• Budget & Schedule Update
• Furnishings Agreement
• Upcoming Construction Key Milestones
2 Agenda
Recommendation
Adopt a Resolution:
• authorizing an appropriation in the amount of $7,000,000 from the Sewer Fund Reserves to the Capital Projects Funds for the Wastewater Treatment Plant Upgrade and Expansion Project and
• approving an alternative purchasing procedure to award an agreement to One Workplace to provide furnishings, design, project management, and installation services for the Wastewater Treatment Plant’s new administration building in the amount of $400,297.76;
Establish a contingency reserve in the amount of $40,000; and Authorize the Public Works Director to execute the Agreement in substantially the form presented and issue change orders within the contingency amount.
Clean Water Program - Driver & Goals
Replace aging
infrastructure and
facilities
Build wet weather
sewer system capacity
assurance to prevent
overflows
Meet current and
future regulatory
requirements
Align with the City of
San Mateo and Foster
City’s sustainability goals
Driver: Regional Water Quality Control Board issued 2009 Cease & Desist Order to the City of San Mateo, Town of Hillsborough, and the Crystal Springs County Sanitation District requiring the elimination of sanitary sewer overflows (SSOs) Clean Water
Program
5 • ~$1 billion, 10-year effort
• Wet Weather Management
• Collection System
Rehabilitation and Capacity
Improvements
• WWTP Upgrades
• Nutrient Removal
• Anticipated completion in
Fiscal Year 2025/2026
Note: Image shown displays the estimated
scope during April 2018.
Status of CWP
Capacity
Improvements
COLOR LEGEND
Projects Completed
Projects in Construction
Projects in Design
Notes:
Some project segments were eliminated
due to design optimizations.
Status of projects shown as of February
2024.
Rev. 03/03/2022
Expansion -
Treatment
Process Facility
Existing WWTP
SF Bay
Objectives
• Replace the existing liquids treatment process
with a new facility:
• Headworks, primary sedimentation, secondary
treatment (biological nutrient removal), tertiary
(membrane bioreactors), equalization basins
• Achieve early actor status on nutrient removal
• Increase wet weather management to 78
million gallons per day
• Title 22 effluent ready / Future recycled water
WWTP Upgrade & Expansion
Largest Capital Improvement Project in the History of the City
9 WWTP Upgrade & Expansion, May 2020
Shoring and
Excavation
10 WWTP Upgrade & Expansion, May 2021
Piles and
Foundation
11 WWTP Upgrade & Expansion, Nov 2021
Piles; Foundation; and
Wall Rebar/Framework
12 WWTP Upgrade & Expansion, March 2023
Process Facilities
13 WWTP Upgrade & Expansion, Feb 2024
Process Facilities
Cost:
Equipment & materials
escalation,
workplace COVID protocols,
CA Law,
unplanned labor escalation
Schedule:
Equipment/material lead
times and availability,
labor productivity issues,
limited qualified labor
WWTP Contractor Provided Info: Unprecedented COVID, Supply Chain, Inflation Impacts $30M VE
GMP-3
Sub Bids GMP-3 Project Procurement & Construction
April 2020
Sub-Bids
Submitted
Oct 2020
GMP-3
(~$380M)
Council Award
Sub-
Contract
ing
Jan 2021
Sub-Contracts
in Place, Start
Construction
CWP Estimated Costs at Completion
Inclusions and Assumptions
• Costs Include: project initiation, planning, project management, procurement, program controls, financial management, right of way acquisition, engineering, environmental/permitting, construction, construction management/inspection, public outreach, startup, commissioning, and closeout. • Design Gaps and Added Scope: Title 22 (recycled water), concrete repairs, emergency generators fuel storage system, new fiber optics line to new admin/process building, stormwater pollution prevention plan measures due to increase in weather events, and conflicts associated with rebar, piping, and pipe supports
• 3rd Party Utility Costs and Coordination: CalWater and PG&E • Potential Costs Associated with Actualized and Potential Delays:
• Additional Professional Services: Engineering services during Construction, Project and Construction Management Services, and Special Inspection Services • Additional Contractor’s Management Costs
• Extended Insurance Costs
Estimated Construction Contract Cost at Completion
Values based on available cost data as of February 2, 2024 Package Award Date
Awarded
Contract
Amount
Council
Authorized
Contingency
Potential
Contingency
Needed in
Future
Potential
Cumulative
Contingency
Potential
Construction
Contract Amount
1 - Site Preparation May 2019 $ 33,098,178 $ 1,725,000 $ 0 $ 1,725,000 2 - Foundation May 2020 $ 17,716,049 $ 1,645,000 $ 0 $ 1,645,000 3 - Process Facilities Sept 2021 $ 379,880,747 $ 22,900,000 $ 14,650,000 $ 37,550,000 TOTALS $ 430,694,974 $ 26,270,000 $ 14,650,000 $ 40,920,000 $ 471,614,974
6.1% 9.5%
For CIP Construction Contracts, a contingency amount equal to 10% of the construction contract is typically authorized.
For contracts with higher risks, contingencies of 20% have been authorized.
Estimated CWP & WWTP Project Costs at Completion
Values based on available cost data as of February 2, 2024 Description 2017 Baseline
Budget
Estimate at
Completion
Variance
Amount Variance % Start End
Clean Water Program $991,110,289 $999,220,961 ($8,110,672) (0.8%) Oct 2014
Jun
2026
WWTP Upgrade &
Expansion
46t003
$532,708,966 $572,135,316 ($39,426,350) (7.4%) Mar
2015
Aug
2025
• Budget Committed/Adopted To Date (46t003): $535,927,000 • Fiscal Year 2023-2024 Appropriation Required: $7,000,000 • Final Fiscal Year 2024-2025 Budget Request: TBD; Under Evaluation Clean Water Program Schedule Highlights
(Slide originally shared in 2020; Feb 2024 revisions shown in red; future dates still subject to change) 1818
Recurring Collection System Rehabilitation and I/I Reduction WWTP & Collection System Capacity Improvements
Start WWTP
Upgrade & Expansion
Construction
2019
WWTP Upgrade & Expansion
Project Closeout
2025
Start UFES
Construction
2020
UFES Project
Closeout
2023
Delayed to Spring 2024
Clean Water
Program
Closeout
2026
2019 2020 2021 2022 2023 2024 2025 2026
WWTP Upgrade & Expansion
Substantial Completion
2024
Clean Water
Program
Start
2015
Upcoming WWTP Construction Key Milestones
Dates Subject to Change
Administration Building and Warehouse May 2024
Existing Plant Chemical Area Improvements June 2024
All New Processes Areas Completed June 2024
Clean Water Testing July 2024
Plant Seeding August 2024
Plant Performance Testing September 2024
New Processes Operational October 2024
Potential Ribbon Cutting Ceremony October 2024 (Alt. Spring 2025) Conversion of Existing Aeration Basins August 2024 to March 2025 Finish All Site Work May 2025
Close Out Project June - August 2025
Recommendation
Adopt a Resolution:
• authorizing an appropriation in the amount of $7,000,000 from the Sewer Fund Reserves to the Capital Projects Funds for the Wastewater Treatment Plant Upgrade and Expansion Project and
• approving an alternative purchasing procedure to award an agreement to One Workplace to provide furnishings, design, project management, and installation services for the Wastewater Treatment Plant’s new administration building in the amount of $400,297.76;
Establish a contingency reserve in the amount of $40,000; and Authorize the Public Works Director to execute the Agreement in substantially the form presented and issue change orders within the contingency amount.