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: 16 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 17, 2024
SUBJECT:
Storm Drain Master Plan Update - Budget Transfer and Amendment RECOMMENDATION:
Adopt a Resolution to authorize a budget transfer in the amount of $600,000 from the Wet Weather Preparation Activities project to the Stormwater System Management and Improvement Program project; approve Amendment No. 1 with Schaaf and Wheeler for the Storm Drain Master Plan Update in the amount not to exceed $1,009,190 for a new total agreement amount of $1,104,190; establish a contingency reserve of $110,000; and authorize the Public Works Director to execute the amendment in substantially the form presented and any future amendments within the contingency amount.
BACKGROUND:
Recent events, including numerous heavy storms and flooding during the 2022-23 rainy season, have highlighted the City’s aging infrastructure deficiencies. The City’s Storm Drain Master Plan (SDMP), originally drafted in 2004, has not been updated for nearly two decades. Furthermore, due to insufficient funding resources, many of the improvements identified in the SDMP for capacity assurance have not been completed. However, the recent passage of the Community Flood and Storm Protection Fee provides the City with the financial means to revisit and update the SDMP and begin implementation of necessary storm system improvements.
In January 2024, staff issued a Request for Proposals (RFP) for the SDMP Update, with two proposals submitted by qualified engineering consulting firms. After evaluating the proposals and interviewing the consultant teams, staff selected Schaaf & Wheeler to provide services for the SDMP Update. Staff determined Schaaf & Wheeler was best qualified for this project due to their technical expertise and in-depth experience completing master plans for neighboring jurisdictions.
A portion of the scope of work for the SDMP Update is collection of high-resolution Light Detection and Ranging (LiDAR) data to provide bathymetric and topographic data of creeks/channels and the Marina Lagoon. To expedite collection of this data at the Marina Lagoon to support the City’s separate Marina Lagoon Spot Dredging Project, staff established an initial contract with Schaaf & Wheeler in an amount not to exceed $95,000 to collect LiDAR data for the Marina Lagoon.
Staff is now requesting Council approval of Amendment No. 1 to the initial contract in an amount of $1,009,190 to incorporate the full scope of services for the SDMP Update, including additional LiDAR data collection beyond the Marina Lagoon. Staff also recommends establishing a 10% contingency reserve to allow for scope modifications to address unknowns as the implementation of the SDMP proceeds. The term of the existing agreement is through December 31, 2025, unless amended, which is anticipated to be sufficient for completing the SDMP Update.
On November 6, 2023, Council allocated $600,000 in General Funds for LiDAR data acquisition as part of a larger $3 million allocation under the Wet Weather Preparation Activities Project. Implementation of LiDAR data acquisition work, including
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collection and interpretation of the data, has been incorporated into Schaaf & Wheeler’s SDMP scope of work and is at a lower cost than staff originally anticipated (approximately $150,000). Recognizing the importance of updating the SDMP quickly and that the new Community Flood and Storm Protection Fee revenues will not start being collected until early 2025, staff is requesting a budget transfer authorization to move the full amount of $600,000 from the Wet Weather Preparation Activities project budget to the Stormwater System Management Improvement Program project to fund both LiDAR costs and a portion of the overall SDMP Update cost.
BUDGET IMPACT:
Currently, there is an estimated available project account balance of $425,000 in the Stormwater System Management and Improvement Program (46W002). The proposed resolution would authorize a transfer in the Capital Project Fund in the amount of $600,000 from the Wet Weather Preparation Activities (46C006) project to the Stormwater System Management and Improvement Program (46W002) project, providing sufficient budget to fund this amendment.
ENVIRONMENTAL DETERMINATION:
This action is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Proposed Resolution
Att 2 - Amendment No. 1
STAFF CONTACT
Jimmy Vo, Senior Engineer
[email protected]
(650) 522-7319