CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 6 Section Name: {{section.name}} Account Number: 72-4674 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: April 15, 2024
SUBJECT:
Temporary Standby Generator for Dale Avenue Pump Station Upgrade – Change Order RECOMMENDATION:
Approve Contract Change Order No. 4 to the Agreement with Herc Rentals, Inc. for a temporary emergency standby generator to support the Dale Ave Pump Station Upgrade project in an amount not to exceed $66,565.48, increasing the total agreement amount to $569,608.17; add $45,000 to the contingency reserve; extend the Agreement term to July 31, 2024; and authorize the Public Works Director to execute the change order in substantially the form presented and issue change orders within the contingency amount.
BACKGROUND:
The Basins 2 & 3 Collection System Improvements (Basins 2 & 3) is a Clean Water Program project that increases capacity and improves flow management to prevent sanitary sewer overflows in several areas throughout the City, including one at Dale Avenue Pump Station (DAPS). The DAPS Upgrade project included refurbishment of force mains, pump station equipment upgrades, and replacement of the existing emergency standby generator.
In October 2019, City Council awarded an agreement to Anvil Builders, Inc. (Anvil) to construct the DAPS Upgrade project.
Anvil’s scope of work is nearly complete; however, there is still ongoing work associated with installation of a permanent emergency standby generator. The emergency standby generator at DAPS is critical, providing backup power for the pumps and facility during power failures. DAPS is the City’s largest sewer pump station, with a significant portion of overall wastewater flow routed through the station. Due to Bay Area Air Quality Management District requirements to comply with the latest air quality emission standards, installation of new pollution abatement equipment for the generator is required. While installing the new generator and pollution abatement equipment, a temporary standby generator is required to ensure continuous power capability at the station.
In August 2022, City Council approved a $222,090.41 agreement with Herc Rentals, Inc. (Herc) to provide a temporary standby generator required to support the DAPS Upgrade Project throughout the remainder of Anvil’s efforts to install the permanent emergency standby generator. The Council also approved establishing a $110,046 contingency reserve in case of unforeseen conditions or delays. At the time of the agreement approval, the new permanent emergency generator was expected to be installed by the end of summer of 2023.
In July 2023, the Public Works Director utilized the contingency reserve to execute Contract Change Order No. 1, adding $107,170.16 to the agreement. This change order addressed additional costs not accounted for in the original quote and agreement, such as utilizing longer cables to relocate the temporary generator from the public right of way onto the DAPS site. Residential property owners adjacent to the DAPS site raised a concern that storing the temporary generator in the public right of way impacted residential parking, so the temporary generator was relocated onto the DAPS property to address this concern.
CITY OF SAN MATEO
In August 2023, City Council approved Contract Change Order No. 2 to increase the total agreement value to $436,477.21, to extend contract end date to January 2024, and approved an additional contingency reserve of $80,000.
In February 2024, the Public Works Director utilized the contingency reserve to execute Contract Change Order No. 3 to extend the use of the temporary generator through April 2024. Completion of the DAPS project has been challenging due to continued procurement delays and seismic design updates, which have extended the anticipated completion date to July 2024. As a result, an increase of $66,565.48 to the temporary generator agreement with Herc is required in order to have a temporary standby generator available through the end of July 2024, which is the estimated completion for the new permanent generator.
Based on the above, staff recommends approval of Contract Change Order No. 4 to increase the value of the agreement by $66,565.48, increasing the total agreement value to $569,608.17, to add $45,000 to the contingency reserve in case further unforeseen delays associated with procurement, installation, testing, and startup of the new permanent generator occur, and to extend the Agreement term until July 31, 2024.
BUDGET IMPACT:
Sufficient funds are available in the Basins 2 and 3 Collection System Improvements Project (46s003) to fund this change order.
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 – Contract Change Order No. 4
STAFF CONTACT
Tom Williams, Senior Engineer
[email protected]
(650) 522-7307
Deryk Daquigan, Engineering Manager
[email protected]
(650) 522-7287