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: 5 Section Name: {{section.name}} Account Number: 72-4671 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: November 04, 2024
SUBJECT:
Wastewater Treatment Plant Outfall Cleaning and Repair Services - Agreement RECOMMENDATION:
Adopt a resolution approving an alternative purchasing procedure to approve an agreement with Power Engineering Construction in an amount not to exceed $132,100 for the repair and cleaning of the Wastewater Treatment Plant’s outfall; establish a $30,000 contingency reserve; and authorize the Public Works Director to execute the agreement in substantially the form presented and execute amendments within the contingency reserve.
BACKGROUND:
All processed and treated wastewater (effluent) from the Wastewater Treatment Plant (WWTP) is discharged into the San Francisco Bay via a 54-inch pipeline (“outfall”) for disposal purposes. The outfall runs parallel to the San Mateo Bridge, approximately 240 feet north of the bridge alignment. The outfall line enters the San Francisco Bay from the west shore, discharging into the deep-water shipping channel. The outfall terminates with a section of piping with open ports (“diffuser”) that distributes the effluent into the Bay. The mid-section of the diffuser is at a depth of approximately 50 feet of salt water. The City contracted with a dive inspection team to evaluate the final 150 feet of the outfall in April 2022.
The inspection found the final half of the diffuser section contained varying levels of sediment up to 2-1/2 feet deep. The final diffuser port was observed to have four feet of sediment deposited directly adjacent to the end gate. The end of the outfall has a five-inch-thick reinforced steel concrete slide gate of unknown weight. The original lifting rings for the slide gate have corroded away. The operation of the outfall pipe is critical to operate the WWTP. Staff has been working since 2022 to secure the necessary permits/approvals from relevant regulatory agencies for performing this maintenance.
Prior to solicitation for quotes, staff anticipated the fee to be less than $100,000, which per the City’s Purchasing Policy does not require a public solicitation of bids. As a result, quotes were solicited from four companies that perform this kind of underwater work. However, three quotes were received in response which were over $100,000, with Power Engineering Construction’s $103,992 quote being the lowest of those received.
Staff have reviewed the Power Engineering Construction scope and fee and have determined it to be appropriate for the expertise required to complete the cleaning and repair. Staff anticipates that the sediment removal will take one day; however, there is risk for sediment removal to take to two days. As a result, staff negotiated the fee to increase up to $132,100 to address this risk. A contingency of $30,000 is also requested to fund any other unknowns given the challenging nature of performing this work with divers on the floor of the Bay.
Although the greater than $100,000 contract amount typically requires a public bid solicitation rather than the request for quotes approach that was completed, San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it finds doing so is in the best interest of the City. Pursuing a public solicitation of bids would add three months, at minimum, to the schedule. Here, due to the WWTP potentially required to
CITY OF SAN MATEO
operate under peak wet weather conditions in the current and coming months, it is critical for this service to be completed as soon as possible.
Based on the above, staff recommends adopting a resolution approving an alternative purchasing procedure to approve an agreement with Power Engineering Construction in an amount not to exceed $132,100 for cleaning accumulated sediment from the outfall pipe and lifting, repairing, and replacing the stop/slide gate at the end of the outfall. The repair of the slide gate will be designed and stamped by an engineer. The sediment in the outfall or blocking the diffusers will be removed and side casted, and, per permit requirements from regulatory agencies, before and after photographs of the area to be used to side-cast spoils will be obtained.
BUDGET IMPACT:
Sufficient funds are available in the WWTP operating budget to cover the cost of the agreement.
ENVIRONMENTAL DETERMINATION:
This outfall cleaning and repair 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 - Proposed Resolution
Att 2 - Agreement
STAFF CONTACT
Robert Learmonth, Wastewater Treatment Plant Manager
[email protected]
650-522-7386
Deryk Daquigan, Deputy Public Works Director
[email protected]
650-522-7287