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: 7 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 18, 2024
SUBJECT:
Wastewater Treatment Plant Transfer Pump Project — Agreement RECOMMENDATION:
Approve an agreement with HDR Engineering, Inc. for professional design services for the Wastewater Treatment Plant Transfer Pump Project in the amount of $19,665; establish a contingency reserve of $2,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and approve any amendments within the contingency amount.
BACKGROUND:
The City is currently under a Regional Water Quality Control Board Cease and Desist Order requiring improvements to its sewer collection system and Wastewater Treatment Plant (WWTP) to eliminate sanitary sewer overflows and unauthorized discharges of untreated or partially treated wastewater to San Francisco Bay. The Clean Water Program (CWP) includes several capital improvements that are currently under construction and intended to comply with the Cease and Desist Order.
As part of the CWP, the City has identified capital improvements needed to maintain and/or improve WWTP reliability, performance, and safety (Projects). The City has executed a number of on-call professional services agreements to support the Projects as well as maintenance and improvement projects implemented through the WWTP’s Operations and Maintenance groups. On-call professional services include, but are not limited to, alternatives analyses and engineering studies, design services, bid period services, engineering services during construction, and operational support.
In September 2017, HDR Engineering, Inc. (HDR) was awarded a $300,000 on-call agreement to provide the above services for designing rehabilitations of the existing WWTP. In October 2019, City Council approved an amendment to extend the agreement an additional two years through December 2021. In November 2021, City Council approved a second amendment to extend the agreement an additional two years through December 2023.
As part of HDR’s agreement, HDR designed the WWTP Transfer Pump Project. In August 2023, at the conclusion of the first construction contract bidding process for the Transfer Pump Project, the City opted to reject bids due to a single high bidder. HDR revised the contract documents, and the project was readvertised to obtain construction bids for a second time, which resulted in Council awarding the construction contract in November 2023. The additional cost for HDR to re- package the contract documents was inadvertently not paid prior to HDR’s on-call agreement expiring in December 2023.
Since HDR’s on-call agreement expired at the end of 2023, for HDR to provide engineering services during construction for the remainder of the construction period (estimated to be completed in March 2025), a new agreement, specifically for the Transfer Pump Project, is required. In addition, HDR needs to be compensated for their services for re-packaging the bid documents. Staff negotiated a $19,665 fee for HDR’s re-packaging services and to provide engineering services during
CITY OF SAN MATEO
construction for the duration of the construction contract. In addition, staff is recommending establishing a contingency reserve of $2,000 to address any unforeseen efforts that may be required of HDR throughout construction.
BUDGET IMPACT:
There are sufficient funds available in the CWP WWTP Annual Major Components (46t090) project budget for this agreement and requested contingency.
ENVIRONMENTAL DETERMINATION:
The proposed action is exempt from environmental review under the California Environmental Quality Act (CEQA), since entering on-call professional services agreements is an organizational or administrative activity that will not result in direct or indirect significant physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).) In addition, on June 6, 2016, the City Council certified a Final Programmatic Environmental Impact Report (Final PEIR) (SCH No. 2015032006), which serves as the primary environmental compliance document for implementation of the Clean Water Program. On July 16, 2018, the City approved Addendum 1 to the Final PEIR, and on April 15, 2019, approved Addendum 2. Any resultant capital improvement or operations and maintenance-related projects resulting from the on-call professional consulting services shall be reviewed on an individual basis or evaluated for consistency with the PEIR and Addenda
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Agreement
STAFF CONTACT
Thomas Ruark, Senior Project Manager
[email protected]
650-522-7280
Deryk Daquigan, Deputy Public Works Director
[email protected]
(650)522-7287