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: 8 Section Name: {{section.name}} Account Number: 72-4674 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: March 03, 2025
SUBJECT:
Annual Sewer Basin Rehabilitation On-Call Professional Design Services — Amendments RECOMMENDATION:
Approve amendments to two different agreements for on-call professional design services with Harris & Associates, Inc. and Schaaf & Wheeler for various sewer rehabilitation projects to extend the terms of each agreement by one year, at no additional cost; and authorize the Public Works Director to execute the amendments in substantially the form presented and issue project-specific task orders under these agreements.
BACKGROUND:
The Clean Water Program (CWP) is improving the City of San Mateo’s sanitary sewer system to prevent sanitary sewer overflows and unauthorized discharge of sewage. As part of the CWP, the annual sanitary sewer rehabilitation project proactively upgrades and rehabilitates aging sewer pipes to reduce inflow and infiltration. Design services are necessary to complete the planned sewer rehabilitations, including the engineering services during construction.
On March 2, 2020, City Council approved professional design services agreements with Schaaf & Wheeler (S&W) and Harris & Associates (Harris) to provide sewer rehabilitation design services for the CWP. Each agreement established a budget of $1,000,000 with 3-year terms. On February 22, 2022, City Council approved amendments to the professional design services agreements with S&W and Harris to increase each agreement by $400,000 and to extend their contract terms an additional 2 years. The scope for on-call services included: management and performance of sewer cleaning and video inspection, evaluation of inspection data, developing bid documents (plans, details, specifications, construction cost estimates), bid support services, and engineering services during construction. The S&W and Harris Agreements are set to expire on March 16, 2025, and March 23, 2025, respectively. However, services from S&W and Harris are still required to complete projects they are actively supporting.
S&W was issued task orders to work on the Basin E Sewer Rehabilitation Project. S&W’s scope included CCTV inspection services, CCTV data evaluations, rehabilitation recommendations, detailed design, bid assistance, and engineering services during construction. Basin E rehabilitation construction is scheduled for completion in February 2025; however, S&W requires additional time to finalize their engineering services during construction to complete project closeout.
Harris was issued task orders to work on the Basin B Sewer Rehabilitation Project. The scope included CCTV inspection services, CCTV data evaluations, rehabilitation recommendations, detailed design, bid assistance, and engineering services during construction. Basin B construction is anticipated to be complete in May 2025, and Harris requires additional time to continue their engineering services during construction through project closeout.
Staff recommends extending the agreements with Schaaf & Wheeler and Harris & Associates by 1 year each, to extend through the completion of construction and project closeout. The amendments will not increase the budgets of the
CITY OF SAN MATEO
agreements as there are sufficient balances for the firms complete their currently scoped services.
BUDGET IMPACT:
The agreements are funded by the CWP Annual Citywide Sanitary Sewer Rehab (46s091) project. These amendments extend each contract by an additional year at no additional cost and will not impact the project budget.
ENVIRONMENTAL DETERMINATION:
This City Council action is exempt from CEQA as an “existing facility,” in that these on-call professional services will be in support of projects consisting 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 – Harris & Associates Amendment No. 2
Att 2 – Schaaf & Wheeler Amendment No. 2
STAFF CONTACT
Laura Webb, Acting Senior Engineer
[email protected]
(650) 522-7322
Tom Williams, Engineering Manager
[email protected]
(650) 522-7307