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: 18 Section Name: {{section.name}} Account Number: 10-6660 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: August 19, 2024
SUBJECT:
Marina Library Structural Improvements Project – Amendment and Contingency Increase RECOMMENDATION:
Approve Amendment No. 4 with Siegel & Strain Architects for design professional services for the Marina Library Structural Improvements project in an amount not to exceed $506,694 for a new agreement amount of $903,551; increase the contingency reserve in the amount of $54,000 for a total contingency of $90,000; and authorize the Public Works Director to execute the amendment in substantially the form presented and any future amendments within the contingency amount.
BACKGROUND:
The Marina Library Structural Improvements Project (Project) will implement critical improvements, including foundation stabilization with new helical piles and grade beams, re-leveling of the existing foundation and structures, and compliance with Americans with Disabilities Act (ADA) requirements. Additional improvements encompass the replacement of entrance and egress ramps, site drainage improvements, deck replacement, lighting (external and indoor), flooring, roof replacement, heating, ventilation, and air conditioning (HVAC) equipment, plumbing improvements, fire sprinkler and alarm systems, and electrical system replacement.
Siegel & Strain Architects (S&S) is currently under contract with the City for professional design services for the Project.
The scope of work initially covered the Pre-Design Phase and was subsequently expanded through Amendment No. 1 on December 8, 2023, to include architectural and facility analysis and schematic planning for construction. S&S has conducted a comprehensive building condition assessment, proposed a strategy for structural foundation work (including installation of helical piles), and developed protocols for pile testing and destructive testing to be completed during the Design Phase.
On February 20, 2024, Council approved Amendment No. 2, expanding S&S's scope of services to include conceptual design and structural construction bid documents. By June 2024, S&S completed the Conceptual Design Phase, which included an updated construction cost estimate. More recently, on July 22, 2024, staff executed Amendment No. 3 to advance the Project to the 50% Design Milestone.
Staff recommends approval of Amendment No. 4 to add scope of services to include and increase the budget by $506,694 for a new total amount not to exceed $903,551. This Amendment No. 4 includes additional tasks necessary to continue the Detailed Design Phase, complete 100% Construction Documents, and cover construction administration services throughout the rest of Project. The proposed contingency reserve increase (up to 10% of the agreement total) will allow staff to address any unforeseen scope needs.
Given Siegel & Strain's in-depth knowledge with municipal branch libraries and their progression through the Project
CITY OF SAN MATEO
phases, they are uniquely positioned to continue delivering the Project's detailed design and provide the City support during construction. This Amendment No. 4 ensures continuity and efficiency in project execution, ensuring that the Project progresses smoothly toward its successful completion.
BUDGET IMPACT:
Sufficient funds are available in the Marina Library Structural Improvements Project (665100) to fund this amendment and contingency reserve.
ENVIRONMENTAL DETERMINATION:
This Approval of Amendment No. 4 is not a project subject to CEQA, because the work associated with the Marina Library Structural Improvements Project is categorically exempt as an “existing facility,” in that 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. 4
STAFF CONTACT
Karen Cornejo, Assistant Engineer
[email protected]
(650) 522-7576
Tina Pham, Senior Engineer
[email protected]
(650) 522-7305