Contract Amendment Page 1 of 2
Rev 7/21
AMENDMENT NO. 1 TO THE AGREEMENT
BETWEEN THE CITY OF SAN MATEO AND
SCHAAF & WHEELER CONSULTING CIVIL ENGINEERS FOR
DESIGN PROFESSIONAL SERVICES FOR STORMWATER MASTER PLAN UPDATE ($95,000 [Original Amount] $1,009,190 [Amendment 1])
WHEREAS, the City of San Mateo (“City”), a municipal corporation of the State of California, and Schaaf & Wheeler (“Consultant”), entered into an Agreement for professional consultant services (“Agreement”) on May 2, 2024; and
WHEREAS, City and Consultant wish to amend the Agreement to expand scope, increase compensation and extend the term of this Agreement.
NOW, THEREFORE, the parties agree as follows:
1. Section 1, “Scope of Services,” of the Agreement is amended to read:
“The scope of services to be performed by CONSULTANT under this Agreement is as described in Exhibit A and A1 to this Agreement, attached and incorporated by reference.”
2. Section 4, “Term,” of the Agreement is amended to read:
“The services to be performed under this Agreement shall commence within two weeks of execution of this Agreement and be completed by December 31, 2025. The term of this Agreement may be extended by written amendment executed by the Director of Public Works and a duly authorized representative of CONSULTANT.”
3. Section 5, “Payment,” Paragraph 1, of the Agreement is amended to read:
“Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A and A1, CITY agrees to pay CONSULTANT a fee in an amount of $1,104,190, pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated by reference.”
4. The remaining terms of the Agreement remain in full force and effect. [SIGNATURE PAGE FOLLOWS]
Contract Amendment Page 2 of 2
Rev 7/21
IN WITNESS WHEREOF, CITY OF SAN MATEO and SCHAAF & WHEELER have executed this Amendment on ___________________.
CITY OF SAN MATEO SCHAAF AND WHEELER
Matthew Fabry
Public Works Director
Date Charles Anderson
Its Authorized Agent
President
Date
EXHIBIT A1
Schaaf & Wheeler
Scope of Work
Task 1: Project Management
This task includes coordination with City staff and other stakeholders to advance the work, management strategies, budgeting, invoicing, schedule tracking and quality control. Specific tasks include:
Kick-off meeting
Regular project meetings (assume 20 meetings at up to 2 hours each) Special meetings including correspondence with the San Francisco PUC Manage project schedule
Monthly billing and reporting
Presentations (e.g. City Council presentations, City staff presentations, Special commission presentations)
Quality assurance and quality control comment tracking spreadsheet Document management within SharePoint, including survey files, engineering computations, computer models, GIS and mapping, documented assumptions, working drawings, meeting minutes, correspondence and digital images.
Task 1: Deliverables:
Project Meeting Agendas and Minutes
Monthly Invoices and Progress Reports
Project Schedule and updates
Task 2: Review and Evaluate Existing Data
Consultant will review readily available data and information related to the drainage and flood control systems within the City of San Mateo and relevant tributary areas to identify data gaps and inconsistencies. These data may include GIS geodatabases, record drawings, land use and zoning plans, survey data, drainage reports for both public works and private development projects, and regional water resources data.
The following is a partial list of potential documents that will be evaluated:
Operating and maintenance records
City zoning plan
City land use mapping
City GIS geodata
FEMA effective and preliminary FIS and FIRM
LOMCs
CDEC and USGS gage data
California sea-level rise guidance
Climate change precipitation data and reports
SFPUC operations data and plans
Drainage design standards
Hydrologic methodologies
Applicable regional and citywide permits related to storm drainage and flooding Existing hydraulic models
2002 Flood Management Strategies report
2004 Storm Drain Master Plan
2019 Marina Lagoon Preliminary Dredging Assessment
EXHIBIT A1
Schaaf & Wheeler
2021 Stormwater Funding Analysis
2023 Stormwater Fee Report
2023 Marina Lagoon Performance during New Year’s Eve 2022 Storm report 2023 Marina Lagoon Pump Station Study
2024 Marina Lagoon Pump Station Alternatives Analysis Task 2: Deliverables:
Technical Memorandum summarizing the documents reviewed, identified data gaps, and inconsistencies.
Task 3: Topographic and Geometric Information
The aerial extent and scope of topographic surveying will be discussed in detail before work starts. Consultant will develop a comprehensive bare earth citywide surface that will include creek geometries based on field surveys along with the most current County of San Mateo LiDAR topography in overbank areas. These ground surfaces will be utilized for developing water levels in drainage channels, detention basins, creeks, and Marina Lagoon.
Note: Bathymetric information for Marina Lagoon will be collected under separate contract but available for use in this scope of work.
Additional surveys and/or LiDAR topography may be required. Consultant will review the following data sources of topography to identify remaining topographic data gaps:
LiDAR topography obtained by the County of San Mateo in 2017 2023 County of San Mateo LiDAR (if completed)
An aerial survey of the Bayfront obtained in 2001
Field surveys of channel cross sections for the entire lengths of 16th Avenue Channel, 19th Avenue Channel, and Laurel Creek obtained in 2002
Field surveys of channel cross sections for San Mateo Creek from Highway 101 to San Francisco Bay obtained in 2002
FEMA archive cross sections for San Mateo Creek upstream of Highway 101 circa 1996 Marina Lagoon Bathymetry obtained by Moffat Nickel in 2017 The project surveyor, Kier & Wright, will survey hydraulic structures on San Mateo Creek, 19 th
Avenue Channel, 16th Avenue Channel, and Laurel Creek within city limits. Each structure, typically culvert or bridge, will be surveyed at the upstream and downstream faces, along with sections 50-feet and 100-feet offset from the structure. The surveyor will also measure dimensions of each hydraulic structure (diameter, height, pier radius).
Horizontal and vertical datums on which master planning work will be based will be established by the City at project kickoff, and the datums will not change once established.
Task 3: Deliverables:
Digital Elevation Model
Field survey notes and hydraulic structure diagrams
Creek channel cross sections in City-requested formats Collected and developed GIS files
EXHIBIT A1
Schaaf & Wheeler
Task 4: Data Collection and Condition Assessment
Following review and evaluation of existing data, Consultant will develop an approach and set of criteria to evaluate the condition of the City's storm drainage system facilities and develop a list of facilities recommended for inspection to be submitted as a Condition Assessment Plan to the City for review. Once approved, Consultant will implement and manage the condition assessment effort. Key information generated from this task will be shared with the City for incorporation into the City's geodatabase.
Consultant will utilize office and field methods to establish reasonable assumptions for the various pipe and system conditions within the storm drainage network. Where needed, a portion of the pipe segments will require field reconnaissance to perform visual inspections, photo documentation, and measurements. In addition, a smaller subset of critical or concerning pipes will require a more detailed review involving closed-circuit television (CCTV) and potentially pipeline flushing.
Consultant will evaluate the integrity of the system based on the CCTV data, size, pipe material, elevation/inverts, and age of the distribution system. The NASSCO rating system will be utilized for categorizing system issues. Based on the findings, the assessment will recommend improvements as part of the short- and long-term CIP.
Since condition assessment priorities and available access to the facilities are unknown, CCTV will also be scoped based on a time-and-materials basis rather than a physical distance. As an allowance, Consultant will spend up to 20 days in the field collecting data at prioritized locations.
The team’s CCTV firm, Presidio Systems, will spend up to 30 days in the field, also at prioritized locations.
Pump Station Condition Assessments
Each of the 10 stormwater pump stations will be visited by the project team, along with City operations staff. The team will evaluate the effectiveness and capacity of the current stormwater pump stations and outline future improvements, including recommended replacement intervals.
Task 4: Deliverables:
Draft and Final Condition Assessment Plan
GIS Datafiles
CCTV Inspection Data, Video Recordings, and Reports
Pump Station Inspection Reports
Task 5: Hydraulic Model Update
Before updating hydrologic and hydraulic models, Consultant will provide a technical memo clarifying the status of hydraulic models, propose storm events to be used for modeling, and propose alternative methodologies for City review and consideration.
Consultant will develop an updated hydrologic and hydraulic model of the City’s flood control and drainage systems. Laurel Creek, 19
th Avenue Channel, 16th Avenue Channel, and San
Mateo Creek systems will be modeled in HEC-RAS with 1-D and 2-D components.
A MIKE+ model of the drainage networks will include City-owned drainage systems 12-inches in diameter and larger, pump stations, lagoons, and detention facilities including the two on Laurel Creek and East Laurel Creek. Private drainage systems and water quality basins will be EXHIBIT A1
Schaaf & Wheeler
modeled if found to be significant. Creek levels from the HEC-RAS models will be utilized as boundary conditions for the pipe network and 2D flow models.
The models will be run for the 2-year, 10-year and 100-year events. Climate change adaptation will also be incorporated as coordinated with the City. Watershed hydrology will be modeled with HEC-HMS. Consultant will develop a design storm pattern for use in all modelling exercises.
Consultant will identify system components that do not meet the established level of service standards and design a program of improvement so the standard can be met. Up to two (2) alternatives will be developed for the five (5) highest priority projects and critical facilities.
Programs of improvement and critical facility alternatives will be vetted for performance using the updated hydraulic models.
Climate Change Adaptation
The Stormwater Master Plan will evaluate climate change resiliency related to the established level of service criteria and the 2-year, 10-year, and 100-year results. Projected future changes in precipitation and San Francisco Bay water levels will be applied to the hydraulic models to evaluate direct impacts to potential CIP programs.
Model Update Workshop
Consultant will lead a workshop after completing Task 5 for the City’s technical engineering staff to communicate model development, scenarios evaluated, limitations, and assumptions.
Task 5: Deliverables:
Technical memo outlining proposed modeling alternatives, etc. Updated Hydrologic and Hydraulic Model in MIKE+ and HEC-RAS Technical workshop materials
Task 6: Identify and Prioritize Capital Improvements
Consultant will utilize modeling results and condition assessments to determine and map level of service limitations within in the existing storm drainage and flood control system. Remedies for system issues will be developed on a coarse level along with initial prioritization. Priorities will be based on life safety and property damage potential. Consultant will present these initial capital improvement projects to the City for review and comment.
Once the City and Consultant have established the list of the most critical projects, priority rankings and costs will be applied to all identified CIPs. Based on identified funding sources, a CIP schedule will be developed. The planning horizons will likely be immediate, 5-year, 10-year, and 20-year, or as otherwise established with the City.
Consultant will develop a detailed description of the highest priority improvement projects, along with details for phasing, capital cost requirements, permitting requirements, ROW/easement requirements, cost estimates that incorporate escalation costs, and an implementation schedule. Consultant will identify project interfaces or interdependences. For example, are there specific projects or groups of projects which need to be implemented together or are sequence dependent? Capital project bundles and sequences will be designed to prevent induced flooding elsewhere.
Consultant will participate in the community engagement process, which will be performed by the City and others.
EXHIBIT A1
Schaaf & Wheeler
Task 6: Deliverables:
Technical Memorandum identifying project prioritization methodology including proposed scoring parameters and weighting percentages.
Task 7: Operation, Maintenance, and NPDES
The City spends a significant amount of its stormwater budget on keeping the drainage systems operating effectively. Consultant will work with City staff to document the current operations and maintenance procedures and look for opportunities to improve the system. Resources, staff and equipment, and allocations for various tasks will be summarized. Staff input into how to improve the program will be critical in providing improvements.
Task 7: Deliverables:
Technical Memorandum summarizing current operations and maintenance procedures and recommendations for improvements.
Task 8: Funding/Financial Analysis
Consultant will coordinate with the City to update the 2023 Stormwater Fee projects. This effort will include updating cost estimates, re-prioritizing CIPs, and adjusting the CIP schedule.
Consultant will help develop a method of prioritizing, funding, and financing the updated CIPs based on the new Stormwater Master Plan results. We will utilize our breadth of experience and relationships with others to seek outside short- and long-term funding, using existing funding as leverage through grants, loans, partnership, etc. offered by nearby local, state, and federal agencies.
If the City engages a financial specialist for this work outside of this contract, Consultant will coordinate with the City on that engagement as part of the work covered under this agreement.
Task 8: Deliverables:
Technical Memorandum describing identified outside funding opportunities for storm drain capital improvements and ongoing maintenance.
Up to two meetings with City-engaged financial specialist. In conjunction with Task 10, provide summary project sheets including project description, project need, capital budget, and other information pertinent to outside funding sources.
Task 9: Develop Draft and Final Stormwater Master Plan Update Documents The Stormwater Master Plan documents will summarize the existing storm system, outline the system’s current performance, detail areas currently subject to flooding, list and prioritize improvement projects, include a cost estimate for all improvements, and summarize all technical methodologies and model results. The report will include both the operations needs and the condition assessment needs. A draft schedule of CIPs and a funding strategy will be included.
Consultant will submit a Draft Stormwater Master Plan to the City for their review prior to hosting a meeting with the City to review comments and record feedback. This meeting may need to be broken into sessions to ensure critical staff can attend.
EXHIBIT A1
Schaaf & Wheeler
The City will provide one consolidated list of comments to Consultant, who will address said comments and finalize the Stormwater Master Plan document. Consultant will also provide a signed and stamped Final Engineer’s Report for use in financial program analysis if requested.
In addition, the Final Stormwater Master Plan will define the purpose, scope, and limitations of the update, and it will include a list of all supporting material. The Stormwater Master Plan update shall incorporate the technical memos developed under preceding tasks into the master plan document text.
Consultant will present summaries of findings at one Council meeting and four (4) community meetings and/or workshops.
Task 9: Deliverables:
Draft and Final Stormwater Master Plan
Council and community meeting/workshop materials.
Task 10: Conceptual Designs
In collaboration with the City, Consultant will identify up to five (5) of highest priority projects crucial to successful CIP implementation and prepare conceptual designs and capital cost estimates for these projects, which will serve as the basis for more detailed planning and eventual implementation. These conceptual designs are intended to be comprehensive enough to demonstrate the viability and potential impact of the proposed improvements. By having these plans at a planning level of detail, the City can enhance its competitiveness when seeking funding opportunities through grants and other sources.
Principal Project
Manager
Senior Project
Manager
Senior Engineer
Associate
Engineer
Assistant
Engineer
Junior Engineer
$295.00 $270.00 $250.00 $220.00 $200.00 $185.00
Task 1 Project Management 128 0 56 8 8 8 $56,600 $0 $0 $0 $56,600 48 32 8 8 8 $27,000 $27,000
40 24 $17,800 $17,800
40 $11,800 $11,800
Task 2 Review and Evaluate Existing Data 40 0 96 400 0 568 $22,720 $255,500 $0 $25,550 $303,770 4 16 16 $7,660 $255,500 $25,550 $288,710
4 16 56 $15,060 $15,060
Task 3 LiDAR Information 8 0 48 0 0 48 $23,240 $0 $0 $0 $23,240 4 16 16 $8,140 $8,140
4 32 32 $15,100 $15,100
Task 4 Data Collection and Condition Assessment 8 0 0 184 0 200 $79,840 $0 $100,000 $10,000 $189,840 4 24 40 $13,860 $100,000 $10,000 $123,860
4 160 160 $65,980 $65,980
Task 5 Hydraulic Model Update 100 40 214 40 166 360 $202,400 $0 $0 $0 $202,400 24 80 24 160 $61,480 $61,480
24 80 40 80 200 $88,880 $88,880
12 54 62 $29,440 $29,440
40 40 $22,600 $22,600
Task 6 Identify and Prioritize Capital Improvements 8 0 16 0 0 24 $88,260 $0 $0 $0 $88,260 12 56 80 $32,340 $32,340
12 56 80 $33,540 $33,540
4 16 32 $11,580 $11,580
8 16 24 $10,800 $10,800
Task 7 Funding/Financial Analysis 16 0 24 0 0 8 $30,000 $0 $0 $0 $30,000 40 24 $17,800 $17,800
16 24 8 $12,200 $12,200
Task 8 Develop Draft and Final Stormwater Master Plan Update 12 0 12 0 0 12 $78,140 $0 $0 $0 $78,140 24 64 56 56 $45,760 $45,760
8 8 $4,360 $4,360
12 24 24 24 $19,260 $19,260
12 12 12 $8,760 $8,760
Task 9 Conceptual Designs 20 0 56 64 0 16 $36,940 $0 $0 $0 $36,940 8 24 32 12 $17,620 $17,620
8 12 8 4 $7,860 $7,860
4 20 24 $11,460 $11,460
Total 292 40 430 632 174 1,208 $618,140 $255,500 $100,000 $35,550 $1,009,190 Invoicing
10% Markup
TotalHourly Rates
Meetings
Coordination
Fee Proposal
Schaaf & Wheeler
Total
Kier+Wright:
Survey
Presidio: CCTV
Data Collection and Data Gaps Analysis
Condition Assessment
GIS Updates
Field Data Collection
Data Review
Model QA/QC
Data Analysis
Model Selection and Build
Existing Conditions Model Development - Pipes and Channels Identify System Constraints
Grant Assistance
Draft SDMP Report
Final SDMP Report
Review with City
Presentations
Develop Conceptual Designs
Alternatives Analysis
Finalize Conceptual Designs
Develop 10-year CIPs
Prioritizations
Cost Estimates
Develop 100-year CIPs
Identify Funding Stategies