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: 10 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: April 07, 2025
SUBJECT:
Citywide Small Trash Capture Project – Contingency Reserve Increase RECOMMENDATION:
Approve a contingency reserve increase in the amount of $325,000 for the construction agreement with United Storm Water, Inc. for the Citywide Small Trash Capture Project, revising the original contingency reserve from $105,000 to $430,000; and authorize the Public Works Director to issue change orders within the contingency amount.
BACKGROUND:
The San Francisco Bay Regional Water Quality Control Board (Regional Board) has mandated the City reduce trash discharged to the San Francisco Bay through the City’s storm drain system based on a 2009 baseline trash generation rate.
The permit requires a 100 percent reduction in trash, relative to the 2009 baseline values, by June 30, 2025.
The Citywide Small Trash Capture Project (Project), currently under construction via a construction agreement with United Storm Water, Inc., will result in the City achieving approximately 90 percent reduction in trash discharge by installing around 370 small trash capture devices within the storm drainage system. The remaining 10 percent trash reduction will be achieved through a combination of a separate large capture device at 41st Ave/Pacific Blvd and approximately 85 additional small trash capture devices. The construction contract for the large capture device is presented separately for Council consideration on this same April 7, 2025, meeting agenda.
Due to the upcoming State deadline and the similarity in scope, it is in the City’s best interest to have United Storm Water, Inc. install the 85 additional small trash capture devices under the existing agreement to prevent delays. The existing contract was originally awarded to the lowest responsive, responsible bidder through a formal sealed bid process, and the scope of work is identical to the original contract. In addition, United Storm Water, Inc. has agreed to keep the same unit pricing for the additional devices. Failure to comply with trash reduction targets can result in enforcement actions or fines from the Regional Water Quality Control Board. Based on these considerations, staff recommends for Council to authorize additional contingency funds for the Project.
To date, approximately $1,742 of the original $105,000 contingency reserve has been used to issue negotiated change orders. To mitigate risks associated with potential delays, streamline procurements, and to provide flexibility for staff to negotiate and execute contract change orders in a timely manner, staff recommends increasing the contingency reserve by $325,000, for a new total of $430,000 to address the anticipated change order(s) necessary to complete the project.
BUDGET IMPACT:
Sufficient funds are available in the Citywide Small Trash Capture Project (46C001) project budget to fund this contingency increase.
CITY OF SAN MATEO
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ENVIRONMENTAL DETERMINATION:
This project 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
None
STAFF CONTACT
Charlie Evans, Assistant Engineer
[email protected]
650-522-7320
Stephanie Piñon, Senior Engineer
[email protected]
650-522-7315