CITY OF SAN MATEO
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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: 10-4662 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: March 17, 2025
SUBJECT:
Citywide Small Trash Capture Project — Amendment
RECOMMENDATION:
Approve Amendment No. 4 to the agreement with Schaaf and Wheeler Consulting Civil Engineers for design professional services in an amount not to exceed $67,280, for a new agreement amount of $207,760; extend the term of the agreement to July 1st, 2026; 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 Citywide Small Trash Capture Project (Project) helps the City achieve trash load reduction targets set forth by the San Francisco Bay Regional Water Quality Control Board (Water Board). To comply with these trash load reduction targets, the City must achieve 100 percent trash load reduction to the San Francisco Bay by June 30, 2025. The Project scope includes installation of small trash capture devices at approximately 450 storm drain inlets at critical trash generation locations throughout the City, as part of the City’s approach to meeting the overall load reduction requirement.
In Fall 2022, Schaaf & Wheeler Consulting Civil Engineers (Schaaf & Wheeler) was selected through a Request for Proposal (RFP) process given their technical expertise, relevant project experience, and involvement with the City’s ongoing trash capture efforts. Schaaf & Wheeler developed project plans and City Council awarded the Project’s construction contract to United Stormwater on April 15, 2024. Since then, staff has been working closely with the Contractor during the construction phase.
Staff executed Amendments No. 1-3 to Schaaf & Wheeler’s agreement for minor modifications to cover expanded scope to conduct a field assessment and additional engineering services during construction. The base scope and Amendments No. 1-3 were targeting 90 percent trash load reduction, while this Amendment No. 4 is targeting 100 percent trash load reduction. Staff is requesting an increase in budget of $24,160 to cover compliance support to reach the 100 percent trash load reduction target, and an additional $43,120 to cover construction support during the installation phase of this additional scope. Given Schaaf & Wheeler’s knowledge of trash capture projects and their support of this project to-date, they are uniquely positioned to continue supporting the City in meeting its 100 percent trash load reduction target.
A summary of the agreement funding changes is shown below.
Original Contract $ 112,300
Amendment No. 1 $ 3,000
Amendment No. 2 $ 0
Amendment No. 3 $ 25,180
Amendment No. 4 $ 67,280 (proposed)
CITY OF SAN MATEO
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Revised Total $ 207,760
Staff recommends approval of Amendment No. 4 to increase compensation and expand scope by $67,280 for a new total agreement amount not to exceed $207,760. The term of the existing agreement is through December 30, 2025, and is proposed to be amended to conclude on or before July 1st, 2026.
BUDGET IMPACT:
Sufficient funds are available in the Small Trash Capture Devices Project (46C001) to fund this Amendment No. 4.
ENVIRONMENTAL DETERMINATION:
Approval of Amendment No. 4 is exempt from CEQA as an “existing facility,” since it consists of the operation, repair, maintenance, permitting, leasing, licensing, minor alteration of existing public or private structures, facilities, mechanical equipment, 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
Charlie Evans, Assistant Engineer
[email protected]
650-522-7320