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: 9 Section Name: {{section.name}} Account Number: 10-4679 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 03, 2024
SUBJECT:
Columbia Drive/Crystal Springs Storm Drain Improvement – Amendment RECOMMENDATION:
Approve Amendment No. 1 to the agreement with Freyer & Laureta, Inc. for design professional services for the Columbia Drive/Crystal Springs Storm Drain Improvement Project in the amount of $28,000, for a new total agreement amount of $136,400; extend the term of the agreement through October 1, 2025; and authorize the Public Works Director to execute the amendment in substantially the form presented and issue amendments within the contingency amount.
BACKGROUND:
The Columbia/Crystal Springs Storm Drain Improvements Project (Project) will divert stormwater runoff from an existing open earth ditch to a new stormwater collection system to address ongoing flooding issues. The initial alignment of the proposed project was planned to be constructed within the public right-of-way along Columbia Drive, Tulane Road, and Crystal Springs Road. Due to restrictions related to the Estero Municipal Improvement District (EMID) water main that serves Foster City, the alignment was revised to be constructed within the original public utility easement within the open earth ditch. The final selected alignment may require the City to obtain additional easements in areas to include portions of the proposed storm drain that may necessarily be located outside the current public utility easement.
On May 15, 2023, City Council awarded an agreement to Freyer & Laureta, Inc. (F&L) to provide design professional services for the Project. However, the agreement did not anticipate scope for preparation of easement documents, engineering services during construction, or arborist consultation. During the Project’s design phase, it became apparent that an arborist consultation was necessary to address trees and tree protection plans within the final selected alignment and that support for easements were likely.
Staff reviewed and negotiated F&L’s proposed fee and scope of work under Amendment No. 1 to provide these additional services. Staff believes the cost is reasonable for the scope of work and recommends amending the agreement with F&L to increase compensation in a not-to-exceed amount of $28,000, for a total agreement amount of $136,400. Amendment No. 1 for the agreement will also extend the term through October 1, 2025 to cover the anticipated duration of construction for the Project. A contingency of $11,000 was included in the original Agreement, and staff is not recommending additional contingency at this time.
In accordance with Municipal Code Section 3.60.030, a competitive public process was used to obtain bids for construction of the Project. A Notice Inviting Sealed Proposals was issued to advertise the Project on April 24, 2024. The bid opening date occurred on May 22, 2024, and staff’s review of bids received is currently underway. Staff will bring a future construction contract award recommendation and, if necessary, resolutions approving grants of easements, to City Council prior to the construction occurring in late summer/fall 2024.
CITY OF SAN MATEO
BUDGET IMPACT:
Sufficient funds are available in the Columbia/Crystal Springs Storm Drain Project (468007) to fund the cost of Amendment No. 1.
ENVIRONMENTAL DETERMINATION:
This Project is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Amendment No. 1
STAFF CONTACT
James Yang, Associate Engineer
[email protected]
650-522-7575
Stephanie Piñon, Senior Engineer
[email protected]
650-522-7315