CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 10 Section Name: {{section.name}} Account Number: 72-4671 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: March 18, 2024
SUBJECT:
Wastewater Treatment Plant Immediate Action Project, Package II – Appropriation and Amendment RECOMMENDATION:
Adopt a Resolution to authorize an appropriation of funds in the amount of $349,000 from the Sewer Fund Reserves for the Wastewater Treatment Plant Immediate Action Projects, Package II Project, revising the total project budget to an amount of $14,695,372; approve Amendment No. 13 to the agreement with Stantec Consulting Services, Inc. to provide professional design and engineering services during construction for the Project, increasing the contract value by $399,000, for a revised total agreement amount not-to-exceed $2,126,403.46, and extend the term of the agreement through September 30, 2024; and authorize the Public Works Director to execute Amendment No. 13 in substantially the form presented and approve future amendments within the approved amount.
BACKGROUND:
The Clean Water Program (CWP) includes significant infrastructure upgrades at the Wastewater Treatment Plant (WWTP).
The WWTP Immediate Action Projects, Package II Project (Project) includes scope to improve the aging solids handling systems at the WWTP, including improvements to the sludge cake pumping system, installation of a sludge cake storage hopper, installation of a new centrifuge, improvements to the anaerobic digester piping, and refurbishments to the chlorine contact tank piping.
In August 2017, the City executed a professional design services agreement with Stantec Consulting Services, Inc. (Stantec) for the Project. Several amendments to Stantec’s agreement have since been executed for Stantec to provide design services, engineering services during construction (ESDC), and to extend the term of the Agreement; a summary of the Amendments are shown in the Budget Impact section of this agenda report.
On August 21, 2023, City Council authorized an appropriation of $1,250,000 from the Sewer Fund Reserves to the Project budget, increasing the total budget to $14,346,372. Of that previously appropriated $1,250,000 amount, $50,000 was earmarked for potential future additional ESDC from Stantec through March 30, 2024.
The Project continues to experience multiple challenges related to installation of a new sludge cake storage hopper and two new sludge cake pumps, leading to additional construction delays resulting in an extended timeframe during which Stantec's ESDC are necessary. Stantec is required to provide additional engineering services for sludge cake piping pipe supports and a new polymer ring system for the sludge cake pumps. The level of effort associated with Stantec’s ESDC effort is $399,000. Since the Project budget still has $50,000 earmarked for ESDC services from the previous August 2023 appropriation, the remaining balance of $349,000 is requested to be appropriated from the Sewer Fund Reserves to the Project (46t009) account for continued ESDC support from Stantec to address the on-going challenges. This appropriation will increase the Project budget to $14,695,372.
CITY OF SAN MATEO
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Proposed Amendment No. 13 to Stantec’s agreement includes scope to provide additional ESDC services, extends the Agreement term through September 30, 2024 (which is currently the anticipated timeframe to bring the project to conclusion), and increases the agreement amount by $399,000 for an updated not-to-exceed amount of $2,126,403.46.
Staff reviewed and negotiated the proposal and believes it to be reasonable for the scope of work and expertise required.
This appropriation does not include additional construction, engineering, and management costs and services that may be required at a future date.
BUDGET IMPACT:
There are sufficient funds available in the Sewer Fund Reserves for the $349,000 appropriation to the WWTP Immediate Action Project, Package II Project (46t009). The appropriation will provide budget needed to fund the proposed Amendment No. 13. A summary of Stantec’s Agreement and executed Amendments are displayed below.
Agreement/Amendment Amount ($) Note
Original Agreement $876,000.00 Original Design Contract Amendment 1 $517,930.00 ESDC Services
Amendment 2 $79,800.00 Additional ESDC and Term Extension through December 31, 2021 Amendment 3 $0.00 Agreement Term Extension through March 31, 2022 Amendment 4 $0.00 Agreement Term Extension through April 30, 2022 Amendment 5 $88,673.46 Additional ESDC and Term Extension through September 15, 2022 Amendment 6 $30,000.00 Additional ESDC and Term Extension through December 31, 2022 Amendment 7 $0.00 Term Extension through January 31, 2023 Amendment 8 $60,000.00 Additional ESDC and Term Extension through April 30, 2023 Amendment 9 $0.00 Term Extension through June 30, 2023
Amendment 10 $75,000.00 Additional ESDC and Term Extension through December 31, 2023 Amendment 11 $0.00 Term Extension through February 28, 2024 Amendment 12 $0.00 Term Extension through March 31, 2024 TOTAL $1,727,403.46 Current Agreement Total
Amendment 13 $399,000.00 Additional ESDC and Term Extension through September 30, 2024 TOTAL $2,126,403.46 Revised Agreement Total
ENVIRONMENTAL DETERMINATION:
The work addressed by this administrative report is being undertaken to support the Clean Water Program. This project is subject to the requirements of the California Environmental Quality Act (CEQA), the general components of which are included as part of the Final Programmatic Environmental Impact Report (Final PEIR) (SCH No. 201532006) that was prepared for the Clean Water Program. The Final PEIR was certified by City Council on June 6, 2016.
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Amendment No. 13
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STAFF CONTACT
Deryk Daquigan, Acting Public Works Deputy Director
[email protected]
(650) 522-7287
Matt Fabry, Public Works Director
[email protected]
(650) 522-7309