CITY OF SAN MATEO
City Council Regular Meeting
April 21, 2025
7:00 PM
City Hall Council Chamber
Entrance is on O’Farrell Street
COUNCIL MEMBERS
Robert Newsom Jr.
Adam Loraine
Nicole Fernandez
Danielle Cwirko-Godycki
Lisa Diaz Nash
AGENDA
THIS MEETING CAN BE ATTENDED IN PERSON OR REMOTE BY JOINING ZOOM – SEE CODES BELOW.
PUBLIC COMMENTS WILL BE ACCEPTED BOTH IN PERSON AND REMOTELY.
SEE END OF AGENDA FOR OPTIONS AND INSTRUCTIONS ON HOW TO PARTICIPATE IN THE MEETING.
To join via Zoom – click here: April 21, 2025
To join via telephone: (408) 638-0968
Webinar ID: 863 5336 0160 Passcode: 399541
The City Council meeting will conclude by 11:00 p.m. unless otherwise extended by council vote.
Any unheard items will automatically move forward to the next regular meeting.
CALL TO ORDER
Pledge of Allegiance
Roll Call
AB 2449 Requests and Consideration for Meeting Participation by Teleconference due to Just Cause or Emergency Circumstances
CEREMONIAL
1. San Mateo High Schools 4.0 Grade Point Average Graduate – Recognition
CONSENT CALENDAR
All matters listed under the Consent Calendar are considered by the Council to be routine and will be enacted by one motion without discussion. If discussion is desired, that item may be removed and considered separately.
2. Council Member and City Clerk – Travel Authorization Approve the request for travel out of state and lodging for Council Member Danielle Cwirko-Godycki and City Clerk Martin McTaggart, subject to the City Council Rules and Procedures, as the City's official representatives at the 101st Airborne 1st Brigade Ball on June 18, 2025 to recognize the 60th anniversary of the 101st Airborne's deployment to Vietnam.
CEQA: This travel authorization is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
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3. Public Records Management Services - Agreement
Adopt a Resolution to approve an alternative purchasing procedure and approve an agreement with Granicus, LLC for public records management services for a three year term through December 27, 2027, in the amount of $70,911.55; authorize a contingency reserve of $7,091.15, for a total amount not-to-exceed, $78,002.70 over three years; and authorize the City Clerk to execute the agreement in substantially the form presented.
CEQA: This agreement is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)
4. Hillsdale Caltrain Station Bicycle Access Gap Closure Project – Agreement Adopt a Resolution authorizing an appropriation of $140,000 from the City’s Measure A funds for the Hillsdale Caltrain Station Bicycle Access Gap Closure Project (Project) for the Sanbell-Bay Area agreement and staff time.
Approve an agreement with Sanbell-Bay Area for professional consultant services for the Project in the amount of $266,666, for a total Project budget of $318,411; and authorize the Public Works Director to execute the agreement, term extensions, and change orders in substantially the form presented.
CEQA: Adoption of a resolution authorizing an appropriation from the City’s Measure A Fund to the Hillsdale Caltrain Station Bicycle Access Gap Closure Project is not a project subject to CEQA review, because it is a fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4).)
5. Wastewater Treatment Plant Biosolids Hauling and Disposal – Change Order Approve Contract Change Order No. 2 to an agreement with Synagro-WWT, Inc. for wastewater treatment plant biosolids hauling and disposal for an increase of $120,000, resulting in a total contract amount not to exceed $2,044,250; and authorize the Public Works Director to execute the change order in substantially the form presented.
CEQA: This biosolids hauling and disposal 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 use. (CEQA Guidelines Section 15301.)
6. Collection System Construction Management Services for the Clean Water Program – Amendments Approve Amendment No. 3 to the professional services agreements with Tanner Pacific, Inc. and Townsend Management, Inc. for as-needed construction management services for the Clean Water Program to increase each agreement amount by $1,000,000 for a revised total agreement amount not to exceed $6,000,000 for each firm and to extend the term of each agreement through January 1, 2027; and authorize the Public Works Director to execute the amendments in substantially the form presented and approve future amendments within the approved updated budget.
CEQA: The work addressed by this administrative report is being undertaken to support the Clean Water Program.
This project is subject to the requirements of the California Environmental Quality Act (CEQA), the general components of which are included as part of the Final Programmatic Environmental Impact Report (Final PEIR) (SCH No. 201532006) that was prepared for the Clean Water Program.
7. Human Resources Department Classification Updates, Reallocation, and New Position – Approval Adopt a Resolution to approve the 1) job specification revisions for the Deputy Human Resources Director classification; and 2) reallocate the Human Resources Manager position to the revised Deputy Director of Human Resources position.
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CEQA: These classification updates are not subject to CEQA, because they will not cause a physical change in the environment. (CEQA Guidelines Section 15378(b)(4).)
8. Sewer System Management Plan - Update and Recertification Adopt a Resolution to recertify the 2025 update of the Sewer System Management Plan.
CEQA: This City Council action certifying the City’s sewer system management plans, as required by the State Water Resources Control Board, is not a project subject to CEQA because it is an administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
9. Construction Management Services for Central Park Playground Improvements Project – Contract Award a contract to 4LEAF, Inc. (Consultant) for construction management services for the Central Park Playground Improvements Project (Project) on a time and expense reimbursement basis for actual work performed, in an amount of $1,000,000; authorize a contingency amount of $150,000, for a total amount not to exceed $1,150,000; and authorize the Parks and Recreation Director to execute the contract, in substantially the form presented.
CEQA: City Council’s authorization of the requested budget appropriations is not a project subject to CEQA review, because it consists of a government fiscal activity which does not involve any commitment to any specific project which may result in a significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4).)
PUBLIC COMMENT
Members of the public wishing to comment on any item not appearing on the agenda may address the City Council at this time. State law prevents Council from taking action on any matter not on the agenda; your comments may be referred to staff for follow up.
Public comment is limited to a total of 15 minutes; however, an opportunity for additional public comment may be provided later in the agenda.
NEW BUSINESS
10. Housing Element Implementation – Anti-Displacement and Tenant Protection Policies Receive a presentation and provide direction on how to implement the tenant protection/anti-displacement policies in the 2023-2031 Housing Element.
CEQA:This study session is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)
11. City Council Priority List – Adoption
Adopt the City Council Priority List for fiscal year 2025-26.
CEQA: This information update is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
REPORTS AND ANNOUNCEMENTS
City Manager, City Attorney and Council Members report on their various assignments and liaison roles and Council requests for scheduling future items.
ADJOURNMENT
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AGENDAS: Agendas and material are posted on the City’s website on the Friday preceding each Council Meeting and can be viewed on the City's website at www.cityofsanmateo.org . Any supplemental material distributed to the Council after the posting of the agenda will be made part of the official record.
WATCHING A MEETING ON TV: City Council meetings are broadcast live on Comcast/channel 27, Wave/channel 26, or AT&T/channel 99.
For transmission problems during the broadcast, please call (650) 522-7099. For all other broadcast comments, call (650) 522-7040, Monday-Friday, 8 a.m. - 5 p.m.
WATCHING A MEETING ON A COMPUTER: There are three ways to stream. 1) Public Meeting Portal www.cityofsanmateo.org/publicmeetings 2) City YouTube channel and stream it on YouTube: http://youtube.com/CityofSanMateo 3) Watch TV live stream: https://www.cityofsanmateo.org/193/Channel-San-Mateo-Live-Stream
PUBLIC COMMENTS/REQUEST TO SPEAK
Prior to the Meeting
Send comments to: [email protected] until 4 p.m. the day of the meeting.
During the meeting
By Zoom: Click the link at the top of the agenda and you’ll be added to the meeting. All attendees are muted by default. When the item of interest is open for consideration, select the “Raise Your Hand” icon and you will be called on at the appropriate time.
By telephone: Call (408) 638-0968 and enter the conference ID found at the top of the meeting agenda. When the item of interest is open for consideration, select *9 to raise your hand. When called upon, press *6 to unmute, state your name and provide your comments.
In Person: At the meeting complete a “Request to Speak” form, submit a request at the speaker kiosk or scan the QR code.
ACCESSIBILITY: In compliance with the Americans with Disabilities Act, those with disabilities requiring special accommodations to participate in this meeting may contact the City Clerk’s Office at (650) 522-7040 or [email protected] . Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. 4 of 891
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: 2 Section Name: CONSENT CALENDAR Account Number: 10-1511 File ID: 25-9847 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: April 21, 2025
SUBJECT:
Council Member and City Clerk – Travel Authorization
RECOMMENDATION:
Approve the request for travel out of state and lodging for Council Member Danielle Cwirko-Godycki and City Clerk Martin McTaggart, subject to the City Council Rules and Procedures, as the City's official representatives at the 101st Airborne 1st Brigade Ball on June 18, 2025 to recognize the 60th anniversary of the 101st Airborne's deployment to Vietnam.
BACKGROUND:
In 1968, the City of San Mateo officially adopted Company A of the 1st Brigade, 327th Regiment, 101st Airborne Air Assault Division of the U.S. Army—affectionately known as “ABU.” This adoption marked the beginning of a deep and enduring relationship between the City and the soldiers of this unit. San Mateo residents actively supported ABU through letters, care packages, and ongoing communication during the Vietnam War.
When the unit returned home in January 1972, the City of San Mateo received special permission to host the soldiers before they returned to their stateside base. Over the course of three days, San Mateo welcomed the soldiers with unmatched hospitality, including stays with local families, a gala event, and a celebratory parade and festival in Central Park. To the best of our knowledge, San Mateo was the only city in the country to host a welcome home parade for returning Vietnam service members.
Since that time, the City has continued to maintain and honor this special relationship, hosting additional celebrations with the unit, most recently in 2018 to commemorate the 50th anniversary of the original adoption. The City has supported this legacy by sending representatives to commemorative events and maintaining regular engagement with the unit, especially during deployments. Notably:
• In 2015, the City contributed $10,100 toward the 101st Airborne Vietnam Memorial at Fort Campbell. • The 101st Airborne has participated in several of San Mateo’s Memorial Day ceremonies at Central Park. • The City has coordinated community letter-writing and care package efforts during the unit’s deployments.
The 101st Airborne has arranged an event near Fort Campbell to recognize the 60th anniversary of the unit’s deployment to Vietnam. The unit has requested representatives of the City be present to receive its appreciation for our commitment to the unit. Council Member Cwirko Godycki has expressed an interest in representing the City at this event, and City Clerk McTaggart, as the manager of this special relationship, also wishes to attend on behalf of the City. Projected costs for air travel, lodging, a gift commemorating the occasion, and transportation are expected to be under $3,000.
BUDGET IMPACT:
There is sufficient funding in the Council’s 2024-2025 budget to cover anticipated costs, thus no additional appropriation is 5 of 891
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required.
ENVIRONMENTAL DETERMINATION:
This travel authorization is not a project subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – City Council Rules and Procedures Chapter 9 Financial Matters
STAFF CONTACT
Martin McTaggart, City Clerk
[email protected]
(650) 522-7044
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San Mateo City Council Rules & Procedures 7/15/24
22 Chapter 9. Financial Matters
1. Council Member Compensation
A. State law sets the overall level of compensation for City Council Members (California Government Code § 36516).
B. Compensation of Council Members is set by Resolution (see the San Mateo City Charter, Section 2.03 Compensation).
C. Council Member benefits are established in San Mateo City Charter, Section 2.04 Benefits and Expenses.
D. A full explanation of Council Member compensation is available on the City’s website.
2. City Council Expense Reimbursement Policy
A. Authorized Expenses
1. City funds, equipment, supplies, titles, and staff time must only be used for authorized city business. Expenses incurred in connection with the following types of activities generally constitute authorized expenses, as long as the other requirements of this policy are met:
a. Communicating with representatives of regional, state, and national government on matters of interest to the City.
b. Meeting with City staff on matters relating to City business. c. Attending educational seminars designed to improve officials’ skill and information levels.
d. Participating in local, regional, state, and national organizations whose activities effect the City’s interests; however, a member of the City Council shall not accept an elected or appointed position that would require anticipated costs to the City of more than $100 annually without City Council approval.
e. Recognizing the service to the City (for example, thanking a longtime employee with a retirement gift of nominal value). f. Attending fundraising events for nonprofit entities providing services of benefit to the City and/or its residents.
g. Attending City events.
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23 h. Implementing a City approved strategy for attracting or retaining businesses to the City, which will typically involve at least one staff member.
2. All other expenses require prior approval by the City Council.
3. The City will not reimburse the following expenses:
a. The personal portion of any trip.
b. Political contributions or events.
c. Family expenses, including partner’s expenses when accompanying official on agency-related business.
d. Entertainment expenses, such as movies, sporting events, or cultural events.
e. Non-mileage personal automobile expenses, including repairs, citations, insurance or gasoline.
B. Cost Control
To conserve City resources and keep expenses within community standards for public officials, expenditures should adhere to the following guidelines. If expenses are incurred that exceed these guidelines, the cost borne or reimbursed by the City will be limited to the costs that fall within these guidelines.
1. Airfare
Airfares that are equal to or less than those available through the League of California Cities, the California State Association of Counties, and the State of California are presumed to be the most economical and reasonable for purposes of reimbursement under this policy. If no discounted airfare is available through these entities, then the most reasonable and economical airfare possible should be utilized.
2. Airport Parking
Long-term parking must be used for travel exceeding 24 hours.
3. Automobile
Mileage shall be reimbursed at IRS rates presently in effect (see www.irs.gov). These rates are designed to compensate the driver for gasoline, insurance, maintenance, and other expenses. In addition, drivers 8 of 891
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24 may be reimbursed for bridge and road tolls. For rental vehicles, only receipted fuel expenses will be reimbursed.
4. Car Rental
Rental rates that are equal or less than those available through the State of California’s website Car Rental Resources for State Travel shall be considered the most economical and reasonable for purposes of reimbursement under this policy.
5. Conferences/Meetings
If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking. If the group rate is not available, rates that are equal to or less than the group rate at the host hotel are presumed to be reasonable and reimbursable for purposes of this policy.
6. Internet
Officials will be reimbursed for Internet access connection and/or usage fees away from home, if Internet access is necessary for City business.
7. Lodging
Council members are expected to select the most cost-effective and logical lodging available, including utilizing the lodging at the conference/training site, if available. If there is not specific lodging associated with the official City business, the City shall pay for actual lodging expenses up to the United States General Services Administration (GSA) maximum rate allowed by location (Per Diem Rates | GSA). This maximum applies to the room rate only and does not include any taxes or fees. Government rates for lodging are often available and should be sought. The City will pay only for standard single rooms, including taxes and fees, for individual Council members, and any additional nonbusiness expenses incurred will be paid by the Council member.
8. Meals
The City will pay for a Council member’s meals during authorized, required travel up to the per diem amount (Per Diem Rates | GSA). If meals are included in the cost of a conference or training, the City will not pay for a meal that an employee elects to purchase from another source. Unlike lodging, using the per diem methodology for meals that is limited to the 9 of 891
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25 GSA amount eliminates the need for employees to submit receipts. Thus, the Council members only need to report the per diem amounts in the expense report, but not the actual receipts. This only applies to meals, as all other travel expenses require a receipt to substantiate the purchase.
When the meal function is an organized event, the official or employee shall be reimbursed the amount being charged by the event organizer for the meal. The City will not pay for alcohol/personal bar expenses.
9. Taxis/Shuttles
Taxis or shuttle fares may be reimbursed, including a 15 percent gratuity per fare, when the cost of such fares is equal or less than the cost of car rentals, gasoline, and parking combined, or when such transportation is necessary for time-efficiency.
10. Telephone/Fax/Cellular
Officials will be reimbursed for actual telephone and fax expenses incurred on City business. Telephone bills should identify which calls were made on City business.
11. Transportation
Officials traveling on City business shall use the most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements, using the most direct, time-efficient route.
Government and group rates must be used when available.
C. Expense Reports
1. Expense reimbursement requests must be submitted on an expense report form provided by the City. Reports must document how the expenditure met the requirements of this policy.
2. Expense reports must be submitted within 30 days of an expense being incurred; and must be accompanied by receipts documenting each expense.
3. Expense reports are a public record.
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San Mateo City Council Rules & Procedures 7/15/24
26 D. Audits of Expenses
All expenses are subject to verification that they comply with this policy.
E. Reports on Meetings
Each official shall briefly give an oral report on any Brown Act meetings they attended for which they receive expense reimbursement at their next City Council, Board, or Commission meeting.
F. Violation of this Policy
Under state law, use of public resources or falsifying expense reports in violation of this policy may result in any or all of the following: 1) loss of reimbursement privileges, 2) a demand for restitution to the City, 3) the agency’s reporting the expenses as income to the official to state and federal tax authorities, 4) civil penalties of up to $1,000 per day and three times the value of the resources used, and 5) prosecution for misuse of public resources.
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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: 3 Section Name: CONSENT CALENDAR Account Number: 10-1511 File ID: 25-9845 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: April 21, 2025
SUBJECT:
Public Records Management Services - Agreement
RECOMMENDATION:
Adopt a Resolution to approve an alternative purchasing procedure and approve an agreement with Granicus, LLC for public records management services for a three year term through December 27, 2027, in the amount of $70,911.55; authorize a contingency reserve of $7,091.15, for a total amount not-to-exceed, $78,002.70 over three years; and authorize the City Clerk to execute the agreement in substantially the form presented.
BACKGROUND:
The City of San Mateo originally signed a contract with WEBQA, Inc. d/b/a GovQA on May 11, 2016, for public records management services. The term of the contract ended on May 1, 2020, and since that time, the City has been extending the agreement on a yearly basis to ensure continued service without interruption. In 2021, Granicus acquired GovQA, and the City has been working with GovQA (now part of Granicus) under the same terms as the original agreement. As the City of San Mateo continues to rely on GovQA for managing public records requests, it has become clear that a formal, longterm agreement should be established to provide service stability and access to new features and support. GovQA has agreed to a 5% uplift in pricing if the City commits to a new three-year agreement. This agreement will lock in pricing stability over the contract term and provide the City with additional features, enhanced support, and further improvements to the public records management process. A formal agreement will allow the City of San Mateo to continue meeting compliance requirements, improve operational efficiency, and provide high-quality service to the public.
San Mateo Municipal Code section 3.60.050(b) authorizes the renewal of an agreement with Granicus, LLC without a competitive bidding procedure when calling for bids would be impracticable, unavailing, or impossible. Council is requested to approve an alternative purchasing procedure for this agreement due to the multiple years this service has been in use and to avoid service disruption that would occur from a change in vendors. Reassessing and evaluating alternative solutions and providers at this time would adversely impact current operations and efficient production of public records. GOVQA is considered a industry standard product for the production of public records.
BUDGET IMPACT:
There are sufficient funds within the current Information and Technology Department operating budget to cover the costs associated with this agreement. In addition, staff will include the costs of the agreement in future budgets.
ENVIRONMENTAL DETERMINATION:
This agreement is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.) 12 of 891
CITY OF SAN MATEO
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement
STAFF CONTACT
Martin McTaggart, City Clerk
[email protected]
(650) 522-7044
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CITY OF SAN MATEO
RESOLUTION NO. ____ (2025)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE FOR THE MASTER
TECHNOLOGY-RELATED SOFTWARE AS A SERVICE AGREEMENT WITH GRANICUS, LLC
FOR PUBLIC RECORDS MANAGEMENT SERVICES
WHEREAS, GovQA is the City’s public records management software solution for handling public records requests, ensuring compliance, and improving operational efficiency; and WHEREAS, Granicus, LLC acquired GovQA (WEBQA) in 2021; and WHEREAS, after the acquisition, the City continued service under the original terms with GovQA but must enter into a new agreement with Granicus, LLC as the current service period expires on May 14, 2025; and WHEREAS, Municipal Code Sections 3.60.050(b) provides that exceptions to the City Council award procedures are possible if the Council makes a finding concurrent with the award that calling for bids for that particular agreement is impracticable, unavailing, or impossible.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. This agreement is not a project subject to CEQA, because it is a government fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4).)
2. Pursuant to Municipal Code Section 3.60.050(b), calling for bids would be impracticable, unavailing, or impossible because:
a. The initial award of agreement with GovQA was approved by the City Council in 2016. b. GovQA has already rendered services for fiscal year 2024-25. c. A review of vendors and implementation of an alternative solution provider would disrupt current City operations.
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Technology-Related Professional Service Agreement Page 1 of 19 Rev 5/24
City of San Mateo
AGREEMENT WITH GRANICUS, LLC
FOR
MASTER TECHNOLOGY-RELATED SOFTWARE AS A SERVICE
This Software as a Service Agreement (hereinafter “Agreement”), made as of this day of ____________________, is entered into by and between Granicus, LLC, (hereinafter referred to as “VENDOR”), a Minnesota Limited Liability Company, and the City of San Mateo (hereinafter referred to as “CUSTOMER”), a municipal corporation in the State of California.
RECITALS:
A. CUSTOMER desires certain equipment, software, maintenance and support services hereinafter described.
B. CUSTOMER desires to engage VENDOR to provide these Products and Services by reason of its qualifications and experience for performing such services and VENDOR has offered to provide the required services on the terms and in the manner set forth herein.
NOW, THEREFORE, IT IS AGREED as follows:
SECTION 1 – DEFINITIONS
1.1 “Acceptance” means that upon delivery of each milestone set forth in the applicable SOW or project schedule, CUSTOMER will have ten (10) business days (“Acceptance Period”) to test such milestone to ensure that it complies with all material specifications as set forth in the SOW or any applicable design documentation. Should such deliverable not comply with the specifications within the Acceptance Period, CUSTOMER will issue written notice of non-compliance to VENDOR with reasonable description of such noncompliance (“Notice of Rejection”). VENDOR will have thirty (30) days or such other time period as agreed to by the parties to remedy the non-compliance and resubmit the deliverable for acceptance testing. Resubmitted deliverables will be subject to an additional Acceptance Period. Should VENDOR fail to deliver a deliverable that complies with the applicable contractual specifications after two attempts, CUSTOMER may terminate this Agreement and receive a refund of the fees associated with the failed deliverable. Failure of CUSTOMER to issue a Notice of Rejection during the Acceptance Period constitutes acceptance..
1.2 “Applicable Specifications” means the functional, operational and other characteristics of the Products and Services or deliverables, timeline, milestones, assumptions, testing and validation criteria, and other specifications as described in the Statement of Work or Change Order.
1.3 ”Change Order” is a mutual agreement in writing by both Parties changing the scope of the project. The Change Order will include information such as but not limited to the date executed, due date, scope of work, assumptions, agreed upon cost, hours and rates, job responsibilities, deliverables, verification and acceptance testing, payment terms, requestor, and approving parties). 15 of 891
Technology-Related Professional Service Agreement Page 2 of 19 Rev 5/24
1.4 “Confidential Information” or “Proprietary Information” means all (i) non-public information if it is clearly and conspicuously marked as “confidential” or with a similar designation at the time of disclosure; (ii) non-public information of a Party if it is identified as confidential or proprietary before, during, or promptly after presentation and (iii) any information that should be reasonably understood to be confidential or proprietary to a Party, given the nature of the information and the context in which disclosed. The following shall not be considered Confidential or Proprietary Information: (i) any information in the public domain at the time of its communication thereof to either party by the other party; (ii) any information which enters the public domain, through no fault of the receiving party subsequent to the time of its communication to the receiving party; (iii) any information which is obtained in good faith by either party from a third party, provided such third party is not bound by a confidentiality agreement with VENDOR or CUSTOMER, as applicable; (iv) information that was already known to that party prior to the date of disclosure to that party; (v) information which the receiving party establishes was developed independently of confidential or proprietary information furnished to it; and (vi) information that is required to be disclosed to any court, government authority or regulatory authority or pursuant to requirement of law (vii) information that is a public record as defined by the California Public Records Act (Government Code 6250 et seq.) and any amendments thereto.
1.5 “Customization” means but is not limited to all code, software modifications or computer programming to the licensed Software developed or modified under the terms of this Agreement or related Change Order or Statement of Work.
1.6 “Defect” means (i) an omission in software code causing the software or integration links to operate such that it is not in compliance with the Applicable Specifications or (ii) the media on which the product(s) is delivered is damaged or corrupted such that the software does not load properly, (iii) the documentation contains gaps and/or erroneous information with regard to the deliverables, (iv) the Services delivered did not meet the Applicable Specifications or were not performed in a professional manner consistent with experts and professionals in the industry, or (v) errors, problems or other irregularities in the deliverables.
1.7 “Effective Date” means the date that this Agreement takes effect, which unless otherwise stated, will be the date set forth on Page One of this Agreement upon being signed by duly authorized representatives of VENDOR and CUSTOMER.
1.8 “Products” means the VENDOR’s computer software programs (“Software”) identified in the Product Schedule, and related Documentation, manuals, utilities and other related items and information. Product shall also include each and every Release (as defined below), patch, upgrade, version or Product correction available from VENDOR during the term of each Maintenance and Support Period.
1.9 “Release” means a new Product distribution, version, update or upgrade intended to correct errors or Defects, make incremental improvements in the functionality of the Product, provide significant improvements in the functionality or performance of the Product, and to allow CUSTOMER to enjoy full and productive use of the Product.
1.10 “Services” means the consulting, integration, installation, and/or implementation services to be performed by VENDOR as described in the SOW.
1.11 ”Source Code” means all of the computer language instructions, in both printed and machine-readable format, needed to compile, link and execute any or all of the Software or Customizations provided by VENDOR under the terms of this Agreement. Source Code includes, but is not limited to all of the libraries, compilers, and other utilities to take the raw computer language instructions and convert them into usable, executable Object 16 of 891
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Code on the hardware environment(s) at CUSTOMER’s sites. Source Code also includes all related Supporting Documentation (as defined below) and technical specifications required to allow a reasonably trained and knowledgeable technician to assume on-going support of the Software and Customizations provided by VENDOR.
1.12 “Software” means the VENDOR’s computer software program(s) licensed by CUSTOMER and identified in the software license agreement.
1.13 ”Statement of Work” means a document mutually developed and agreed upon by both parties which describes in detail the services to be provided by VENDOR, implementation schedule and phases, responsibilities of Customer and VENDOR, description and schedule of training, detailed list of professional services fees and expenses by major work task, acceptance plans, assumptions, risks, training schedule and description, etc.
1.14 ”Supporting Documentation” means all materials, in print or electronic form, related to the Software and Customizations which shall include technical specifications, technical manuals, user manuals, user guides, abbreviated user guides, system administrator manuals, and all other training, reference, or support materials for Products, hardware, and Third Party Software provided under the terms of this Agreement.
1.15 “User” means any CUSTOMER employees, contractors, agents, assigns, member of the City Council and other parties affiliated with CUSTOMER who have the right to use and have access to the Product either on site or remotely to support CUSTOMER’s full, productive and lawful use of the Product or to access CUSTOMER’s information, transactions, and reports, consistent with that User’s role, responsibility or function.
SECTION 2 - SCOPE OF SERVICES
2.1 CUSTOMER hereby engages VENDOR, subject to the terms and conditions set forth in this Agreement as described in the Statement of Work in Exhibit A of this Agreement, to provide the Product in accordance with the terms and conditions of this Agreement.
2.2 Performance of VENDOR. VENDOR accepts the relationship of trust and confidence established between CUSTOMER and VENDOR by the terms of this Agreement. VENDOR covenants with CUSTOMER to furnish its best skill, judgment, and efforts, and to cooperate with CUSTOMER and any other consultants or contractors engaged by CUSTOMER in the implementation and use of Product. VENDOR covenants to use its best efforts to perform its duties and obligations under this Agreement in an efficient, expeditious, and economical manner, consistent with the best interests of CUSTOMER.
2.3 Customer’s Rights to Engage Other Consultants. CUSTOMER reserves the right to engage other consultants in connection with this Agreement. Any third party receiving confidential information or trade secrets under this paragraph must agree to the same prohibition against disclosure as CUSTOMER and VENDOR may require that any such third party execute a non-disclosure agreement which includes widely accepted and reasonable non-disclosure terms.
2.4 Progress. VENDOR shall keep the Project Manager and/or his/her duly authorized designee informed on a regular basis regarding the status and progress of the Products and Services, activities performed and planned hereunder, and any meetings that have been scheduled or are desired relative to the Products and Services or relative to this Agreement.
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2.5 Scheduling. VENDOR shall generally have no obligation to work any particular schedule, unless otherwise provided in this Agreement or in the Statement of Work. VENDOR shall coordinate the provision of the Products and Services with CUSTOMER in such a fashion and schedule so as to achieve the results sought under the terms of this Agreement.
2.6 Statement of Work. The Products and Services, such as but not limited to training, software implementation, software development and customization, consulting, and interface development, will be performed pursuant to and in accordance with the Statement of Work attached hereto as Exhibit A of this Agreement.
2.7 Change Orders. Change Orders applicable to the Statement of Work shall be negotiated and implemented as described in the Statement of Work or as otherwise agreed to by the duly authorized representatives of both parties. VENDOR shall use its best efforts to provide all costs, Third Party Software, additional platform and infrastructure requirements, additional training requirements, and any other additional component or services within fifteen (15) business days of receipt of a Change Order.
SECTION 3 - DUTIES OF VENDOR
3.1 VENDOR Responsibilities. VENDOR warrants that it has all requisite power and authority to conduct its business and to execute and deliver, and to perform all of its obligations under this Agreement.
VENDOR warrants that the individual who has signed this Agreement representing VENDOR has the legal power, right and authority to enter into this Agreement so as to bind VENDOR to perform the conditions contemplated herein.
VENDOR shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by VENDOR under this Agreement. VENDOR shall, without additional compensation, correct or revise any errors or deficiencies in its work.
VENDOR represents that it is qualified to furnish the Products and Services described under this Agreement.
VENDOR shall be responsible for employing or engaging all persons necessary to provide the Products and perform the Services of VENDOR.
VENDOR agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.
3.2 Vendor’s Responsibilities for Costs and Expenses. VENDOR shall be responsible for all costs and expenses incurred by VENDOR, personnel of VENDOR, and subcontractors of VENDOR, in connection with this Agreement and performance of the Services, including, without limitation, payment of salaries, fringe benefit contributions, payroll taxes, withholding taxes and other taxes or levies and all other amounts due to its personnel and subcontractors, office overhead expenses, travel expenses except as otherwise agreed, telephone and other telecommunications expenses, and document reproduction expenses.
3.3 Travel Expenses. Travel and related expenses shall be necessary, reasonable and consistent with CUSTOMER’s travel policies, and shall be mutually agreed upon in advance. CUSTOMER shall not be responsible for any VENDOR travel time
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3.4 Vendor Personnel and Professional Services Warranty. The Services shall be performed by VENDOR or under its supervision, and VENDOR shall be responsible for all actions and work product(s) of the personnel working on behalf of VENDOR in the performance of this Agreement.
VENDOR represents that it possesses the professional and technical personnel required to provide the Products and perform the Services for this Agreement and as defined in the Statement of Work. VENDOR warrants that all Services will be performed diligently and in a timely, professional and workmanlike manner by experienced and competent personnel with the care and skill ordinarily exercised by members of the profession practicing under similar conditions using all common and widely accepted practices and professional standards for Services such as but not limited to installing, implementing, deploying, and maintaining the Product.
VENDOR represents and warrants that (i) none of the Products or Services or any part of this Agreement is or will be inconsistent with any obligation VENDOR may have to others; (ii) as of the date of this Agreement, the Products, Services, deliverables or work products as they are delivered to CUSTOMER do not infringe, misappropriate or violate any intellectual property or other right of any person or entity; and (iii) VENDOR has the full right to provide CUSTOMER with the assignments and rights provided herein (including without limitation, through execution of appropriate written agreements with its employees, agents and subcontractors).
VENDOR warrants that it takes all precautions that are standard in the industry to increase the likelihood of a successful performance for the VENDOR Products and Services; however, the VENDOR Products and Services are provided “AS IS” and as available. EXCEPT AS PROVIDED ABOVE, EACH PARTY HEREBY DISCLAIMS ANY AND ALL
OTHER WARRANTIES OF ANY NATURE WHATSOEVER WHETHER ORAL AND WRITTEN, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, THE IMPLIED WARRANTIES OF MERCHANTABILITY, TITLE, NONINFRINGEMENT, AND FITNESS FOR A PARTICULAR PURPOSE. VENDOR DOES NOT WARRANT THAT VENDOR PRODUCTS AND SERVICES WILL MEET CUSTOMER’S REQUIREMENTS OR THAT THE OPERATION THEREOF WILL BE UNINTERRUPTED OR ERROR FREE.
3.5 Remedies for Non-Performance of Services. If any element of the Products or Services does not conform to the warranty on the Products or Services, then CUSTOMER shall notify VENDOR in writing of such nonconformance. VENDOR shall timely re-perform such element in a manner that does conform, provided, however, that if such re-performance is impracticable, VENDOR shall timely refund the fees allocable to such nonconforming element. At its sole discretion, CUSTOMER may withhold payment for non-conformance to professional standards, excessive or unauthorized costs, or defects in deliverables until remedied, and no interest, penalties or late fees shall apply to such withholdings.
3.6 Cooperation with Customer’s Project Manager. As required herein or in the Statement of Work, CUSTOMER shall designate a Project Manager for the project effort to implement the Product. VENDOR shall work closely and cooperate fully with CUSTOMER’s designated Project Manager, and any other agencies which may have jurisdiction over or interest in the Software and related Products and Services. The Project Manager will administer this Agreement on behalf of CUSTOMER. The Project Manager, or his/her designee, shall be the principal officer of CUSTOMER for liaison with VENDOR, and shall review and give approval to the details of the Scope of Work and Products and Services as described in the Statement of Work and any Change Orders or Amendments to this Agreement. The Project Manager shall be specified in the Statement of Work which is mutually agreed to between CUSTOMER and VENDOR. CUSTOMER reserves the right to change its Project Manager.
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and Services shall be made without prior written consent of CUSTOMER. The information which VENDOR acquires related to its performance of the Products and Services shall be kept confidential unless the release of information is authorized in writing by CUSTOMER.
3.8 Electronic Format for Supporting Documentation. All VENDOR and Third Party Supporting Documentation provided electronically shall be provided in a form and format that does not require CUSTOMER to purchase additional Third Party Software to view and print the Supporting Documentation.
3.9 Virus Free. VENDOR warrants that to the best of its knowledge there are no viruses, backdoor entries, time bombs, unauthorized programming, lockout devices or other disruptive technologies being shipped with deliverables, Products or software in this Agreement. CUSTOMER will notify VENDOR in writing if it detects such disruptive technologies and will provide any information that it may have regarding the nature of such nonconformance. VENDOR will correct such non-conformance in a timely manner and at no cost to CUSTOMER.
SECTION 4 - GRANT OF LICENSE
4.1 License. VENDOR Products and Services are purchased by CUSTOMER as subscriptions. VENDOR hereby grants and CUSTOMER hereby accepts, solely for its internal use, a worldwide, revocable, non-exclusive, nontransferrable right to use the VENDOR Products and Services during the term of this Agreement. VENDOR reserves all right, title and interest in the VENDOR Products and Services, the documentation and resulting product including all related intellectual property rights. No implied licenses are granted to CUSTOMER. The VENDOR name, logo, and the product names are trademarks of VENDOR, and no right or license is granted to use them. CUSTOMER assigns to VENDOR any suggestion, enhancement, request, recommendation, correction or other feedback provided by CUSTOMER relating to the use of the VENDOR’s Products and Services.
CUSTOMER shall not: (i) Misuse any VENDOR resources or cause any disruption, including but not limited to, the display of adult content, advertisements, solicitations, or mass mailings to individuals who have not agreed to be contacted; (ii) Use any process, program, or tool for gaining unauthorized access to the systems, networks, or accounts of third parties; (iii) Use the VENDOR Products and Services in a manner in which system or network resources are unreasonably denied to third parties; (iv) Use the Products and Services as a door or signpost to another server; (v) Access or use any portion of VENDOR Products and Services except as expressly allowed by this Agreement; (vi) Disassemble, decompile, or otherwise reverse engineer all or any portion of the VENDOR Products and Services; (vii) Use the VENDOR Products and Services for any unlawful purposes; (viii) Export or allow access to the VENDOR Products and Services in violation of U.S. laws or regulations; (ix) subcontract, disclose, rent, or lease the VENDOR Products and Services, or any portion thereof, for third party use; or (x) Modify, adapt, or use the VENDOR Products and Services to develop any software application intended for resale which uses the VENDOR Products and Services in whole or in part.
4.2 License for Use of Supporting Documentation. CUSTOMER is granted a perpetual license to use, reproduce and distribute to its employees, agents, contractors, and members of its elected council, all Supporting Documentation and Derivative Works which CUSTOMER may create for purposes of training, managing, operating (including for emergency back-up and disaster recovery purposes), and supporting the licensed Product(s) and their systems environment.
4.3 Source Code. No license to Source Code is provided, expressly or otherwise, by this license. CUSTOMER has no rights to any and all human readable programs, data, know-how, techniques, methods, programming practices, structures, utilities, and other materials and information which are used to create or are essential to the creation of the executable versions of Product. CUSTOMER recognizes and acknowledges that Source Code represents a valuable trade secret of VENDOR and is a copyrighted work of VENDOR. CUSTOMER further represents and acknowledges that all methods, know-how, programming practices, structures, techniques and 20 of 891
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other information, procedures or methodologies embodied in Source Code are proprietary to and represent valuable trade secrets of VENDOR.
4.4 Binding Agreement. This Agreement shall be binding upon and inure to the benefit of the parties to this Agreement and their respective successors and assigns.
SECTION 5 - DUTIES OF CUSTOMER
CUSTOMER shall provide pertinent information regarding its requirements for the project.
CUSTOMER shall examine documents submitted by VENDOR and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of VENDOR'S work.
SECTION 6 - TERM
The Products and Services to be performed under this Agreement shall commence on May 15, 2025 and continue through May 14, 2028.
SECTION 7 - PAYMENT
Payment shall be billed as agreed upon by both parties and set forth in Exhibit B. Annual subscription fees are due upfront upon the commencement of the Term of this Agreement, and one-time fees are due according to the billing frequency as specified in Exhibit B in an amount not to exceed $70,911.55. Customer shall pay all properly documented and prepared invoices not subject to dispute within thirty (30) days of receipt of invoice by Customer.
SECTION 8 – TERMINATION
Either party may terminate this Agreement for convenience upon providing at least ninety (90) days’ written notice to the other party.
Either party may terminate this Agreement for cause upon written notice if the other party is in material breach of this Agreement and fails to cure such breach within thirty (30) days after the notifying party provides written notice of the breach.
SECTION 9 - OWNERSHIP OF DOCUMENTS
All documents prepared by VENDOR specifically and exclusively under this Agreement are and shall be the property of CUSTOMER, whether the project for which they are made is executed or not.
SECTION 10 - CONFIDENTIALITY
It is expected that one Party may disclose to the other Party certain information which may be considered confidential or trade secret information (“Confidential Information”). Confidential Information shall include: (i) non-public information if it is clearly and conspicuously marked as “confidential” or with a similar designation at the time of disclosure; (ii) non-public information of a Party if it is identified as confidential or proprietary before, during, or promptly after presentation and (iii) any information that should be reasonably understood to be confidential or proprietary to a Party, given the nature of the information and the context in which disclosed. 21 of 891
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Subject to applicable law, each Party agrees to receive and hold any Confidential Information in strict confidence. Each Party also agrees: (i) to protect and safeguard the Confidential Information against unauthorized use, publication or disclosure; (ii) not to reveal, report, publish, disclose, transfer, copy or otherwise use any Confidential Information except as specifically authorized by the other Party; (iii) not to use any Confidential Information for any purpose other than for performance under this Agreement; (iv) to restrict access to Confidential Information to those of its employees, agents, and contractors who have a need to know, who have been advised of the confidential nature thereof, and who are under express written obligations of confidentiality or under obligations of confidentiality imposed by law or rule; and (v) to exercise at least the same standard of care and security to protect the Confidential Information received by it as it protects its own confidential information. If a Party is requested or required in a judicial, administrative, or governmental proceeding to disclose any Confidential Information, it will notify the other Party as promptly as practicable so that such Party may seek a protective order or waiver for that instance.
Confidential Information shall not include information which: (i) is or becomes public knowledge through no fault of either Party; (ii) was in a Party’s possession before receipt from the other Party; (iii) is rightfully received by a Party from a third party without any duty of confidentiality; (iv) is independently developed by a Party without use or reference to the other Party’s Confidential Information; or (v) is disclosed with the prior written consent of the Parties.
Each Party shall return or destroy the Confidential Information upon written request by the other Party; provided, however, that each Party may retain one copy of the Confidential Information in order to comply with applicable law. CUSTOMER understands and agrees that it may not always be possible to completely remove or delete all Confidential Information from VENDOR’s databases without some residual data.
SECTION 11 - INTEREST OF VENDOR
VENDOR covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Products or Services under this Agreement.
SECTION 12 - VENDOR'S STATUS
It is expressly agreed that in providing the Products and Services required under this Agreement, VENDOR shall at all times be considered an independent Vendor as defined in Labor Code Section 3353, under control of the CUSTOMER as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make VENDOR an agent or employee of CUSTOMER while providing the Products and Services under this Agreement.
SECTION 13 – INDEMNITY AND LIMITATION OF LIABILITY
13.1 Indemnification. VENDOR will indemnify, defend and hold harmless CUSTOMER from and against all losses, liabilities, damages and expenses arising from any claim or suit by a third party unaffiliated with either Party to this Agreement (“Claims”) and shall pay all losses, damages, liabilities, settlements, judgments, awards, interest, civil penalties, and reasonable expenses (collectively, “Losses,” and including reasonable attorneys’ fees and court costs), to the extent arising out of any Claims that VENDOR Products and Services infringe a valid intellectual property right of any third party. In the event of such a Claim, if VENDOR determines that this Agreement is likely affected, or if the solution is determined in a final, nonappealable judgment by a court of competent jurisdiction, to infringe a valid intellectual property right, VENDOR will, in its discretion: (i) replace 22 of 891
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the affected VENDOR Products and Services; (ii) modify the affected VENDOR Products and Services to render it non-infringing; or (iii) terminate this Agreement with respect to the affected solution and refund to CUSTOMER any prepaid fees for the then-remaining or unexpired portion of the Agreement term. Notwithstanding the foregoing, VENDOR will have no obligation to indemnify, defend, or hold CUSTOMER harmless from any Claim to the extent it is based upon: (i) a modification to any solution by CUSTOMER (or by anyone under CUSTOMER’s direction or control or using logins or passwords assigned to CUSTOMER); (ii) a modification made by VENDOR pursuant to CUSTOMER’s required instructions or specifications or in reliance on materials or information provided by CUSTOMER; or (iii) CUSTOMER’s use (or use by anyone under CUSTOMER’s direction or control or using logins or passwords assigned to CUSTOMER) of any VENDOR Products and Services other than in accordance with this Agreement. This Section sets forth CUSTOMER’s sole and exclusive remedy, and VENDOR’s entire liability, for any Claim that the VENDOR Products and Services or any other materials provided by VENDOR violate or infringe upon the rights of any third party.
With regard to any Claim subject to indemnification pursuant to this Section: (i) the Party seeking indemnification shall promptly notify the indemnifying Party upon becoming aware of the Claim; (ii) the indemnifying Party shall promptly assume sole defense and control of such Claim upon becoming aware thereof; and (iii) the indemnified Party shall reasonably cooperate with the indemnifying Party regarding such Claim.
Nevertheless, the indemnified Party may reasonably participate in such defense, at its expense, with counsel of its choice, but shall not settle any such Claim without the indemnifying Party’s prior written consent. The indemnifying Party shall not settle or compromise any Claim in any manner that imposes any obligations upon the indemnified Party without the prior written consent of the indemnified Party. The VENDOR’S duty to indemnify shall survive expiration or early termination of this Agreement.
13.2 Limitation of Liability. NOTWITHSTANDING ANY OTHER PROVISION OF THIS AGREEMENT, IN NO INSTANCE SHALL EITHER PARTY’S LIABILITY TO THE OTHER PARTY FOR DIRECT DAMAGES UNDER THIS
AGREEMENT (WHETHER IN CONTRACT OR TORT OR OTHERWISE) EXCEED THE FEES PAID BY CUSTOMER FOR THE VENDOR PRODUCTS AND SERVICES DURING THE SIX (6) MONTHS IMMEDIATELY PRECEDING THE DATE THE DAMAGED PARTY NOTIFIES THE OTHER PARTY IN WRITING OF THE CLAIM FOR DIRECT DAMAGES. VENDOR
SHALL NOT BE RESPONSIBLE FOR ANY LOST PROFITS OR OTHER DAMAGES, INCLUDING INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR ANY OTHER DAMAGES, HOWEVER CAUSED.
SECTION 14 - INSURANCE
VENDOR shall procure and maintain for the duration of the contract the insurance specified in Exhibit C of this agreement.
SECTION 15 - NONASSIGNABILITY
Both parties hereto recognize that this Agreement is for the Products and Services of VENDOR and cannot be transferred, assigned, or subcontracted by VENDOR without the prior written consent of CUSTOMER; provided that either party may assign this Agreement with reasonable notice to the other party to an affiliate or to a successor in interest resulting from acquisition of all, or substantially all, of the assigning party’s business by means of merger, stock or asset purchase, or otherwise.
SECTION 16 - RELIANCE UPON SKILL OF VENDOR
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It is mutually understood and agreed by and between the parties hereto that VENDOR is skilled in the performance of the work agreed to be done under this Agreement and that CUSTOMER relies upon the skill of VENDOR to do and perform the work in the most skillful manner, and VENDOR agrees to thus perform the work.
The acceptance of VENDOR's work by CUSTOMER does not operate as a release of VENDOR from said obligation.
SECTION 17 - WAIVERS
The waiver by either Party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either Party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other Party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.
SECTION 18 - COSTS AND ATTORNEY FEES
Attorney fees in an amount not exceeding $85 per hour per attorney, and in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions.
It is the intent of this provision that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.
SECTION 19 - NON-DISCRIMINATION
VENDOR warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither VENDOR nor any of its sub-Vendors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.
SECTION 20 – MEDIATION
20.1 Dispute Resolution. Except for any dispute, action or claim, regarding a party’s intellectual property rights, which shall be brought before a court of competent jurisdiction, in the event of any dispute between the parties hereunder, the parties shall first attempt to resolve the dispute at the Project Manager level representing CUSTOMER and his/her equivalent representing VENDOR. If the dispute is not resolved at this level within ten (10) business days of the date the other party is first informed of the dispute in writing, the parties shall attempt to resolve the dispute at the City Manager level and his/her equivalent representing VENDOR. The use of the foregoing procedure is a condition precedent to the commencement of any mediation or other legal proceedings hereunder.
20.2 Mediation. Except for any dispute, action or claim, regarding a party’s intellectual property rights, which shall be brought before a court of competent jurisdiction, should any dispute arise out of this Agreement, any Party may request that it be submitted to mediation. The Parties shall meet in mediation within thirty (30) days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the Parties shall each submit one name from mediators listed by the American Arbitration Association, the California 24 of 891
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State Board of Mediation and Conciliation, or other agreed-upon service. The mediator shall be selected by a “blindfold” process.
The cost of mediation shall be borne equally by the Parties. Neither Party shall be deemed the prevailing party.
No Party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than sixty (60) days, unless the parties extend the maximum time.
Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by the American Arbitration Association, the California State Board of Mediation and Conciliation, or other agreedupon service. The mediator shall be selected by a "blindfolded" process.
The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party.
No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.
SECTION 21 - LITIGATION
VENDOR shall testify at CUSTOMER'S request if litigation is brought against CUSTOMER in connection with VENDOR'S Services under this Agreement. Unless the action is brought by VENDOR, or is based upon VENDOR'S wrongdoing, CUSTOMER shall compensate VENDOR for preparation for testimony, testimony, and travel at VENDOR'S standard hourly rates at the time of actual testimony.
SECTION 22 - NOTICES
All notices, requests, consents and approvals hereunder shall be in writing and shall be delivered with proof of receipt where official proof of receipt can be validated, postage prepaid, and addressed as follows:
To CUSTOMER: City of San Mateo
Attn: City Clerk
330 W. 20th Avenue
San Mateo, CA 94403
To VENDOR: Granicus, LLC
Attn: Contracts
1152 15th Street NW, Suite 800
Washington DC 20005
Either party may change its address or addressee for the purposes of this paragraph by notice. Notice given in accordance with this paragraph shall be deemed given when received. 25 of 891
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SECTION 23 – TOBACCO FREE STANDARDS
CUSTOMER has adopted a policy which prohibits the use of tobacco products within CUSTOMER buildings, vehicles or on CUSTOMER property. VENDOR employees, subcontractors, or employees of subcontractors shall abide by the policy during the performance of this Agreement.
SECTION 24 – TAXES
CUSTOMER shall be liable for all federal, state, municipal or other governmental taxes, duties charges or costs, however designated, now or hereinafter imposed, upon the Products and Services and deliverables of this Agreement exclusive, however, of taxes based upon net income, gross income or net worth of VENDOR; taxes based upon the franchise of VENDOR; taxes based upon any equipment or software, other than that which is licensed in this Agreement, which are owned by the VENDOR; or taxes paid by or for any employee of the VENDOR. CUSTOMER reserves the right to review the tax charges and, in no event, will be responsible to pay more than is appropriate or actually paid under applicable law. VENDOR will pass on to CUSTOMER any tax refunds received with respect to the CUSTOMER’s previous payment or reimbursement of applicable taxes hereunder.
SECTION 25 – COOPERATION/FURTHER ACTS
The parties shall fully cooperate with one another in attaining the purposes of this Agreement and, in connection therewith, shall take any such additional further acts and steps and sign any such additional documents as may be necessary, appropriate and convenient as related thereto.
SECTION 26 – TRANSITION COOPERATION
Upon termination of this Agreement for any reason, CUSTOMER will have thirty (30) days to download or extract any CUSTOMER data records, logs, and documentation stored in VENDOR’S Products.
SECTION 27 – FORCE MAJEURE
Neither Party will incur any liability to the other on account of any loss or damage resulting from any delay or failure to perform all or any part of this Agreement if such delay or failure is caused, in whole or in part, by events, occurrences, or causes beyond its reasonable control and without negligence of the Parties. Such events, occurrences, or causes will include, without limitation, acts of God, strikes, lockouts, riots, acts of war, acts of terrorism, floods, and earthquakes.
SECTION 28 - AGREEMENT CONTAINS ALL UNDERSTANDINGS; AMENDMENT This document represents the entire and integrated agreement between CUSTOMER and VENDOR and supersedes all prior negotiations, representations, and agreements, either written or oral. Unless set forth herein, neither Party shall be liable for any representations made whether orally or in writing.
This document may be amended only by written instrument, signed by duly authorized representatives of both CUSTOMER and VENDOR.
The documents constituting the Agreement between both Parties are intended to be complementary so that what is required by any one of them shall be as binding as if called for by all of them. The Exhibits shown below constitute a material part hereof, and are hereby incorporated by reference herein as part of this Agreement. 26 of 891
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1. Exhibit A - Statement of Work
2. Exhibit B – Fee Schedule
3. Exhibit C - Insurance Requirements
In the event of a disagreement between the various documents relating to this Agreement, the order of precedence shall be as follows (in order from most controlling to least controlling):
1. This Agreement
2. Statement of Work
3. Fee Schedule
4. Insurance Requirements
SECTION 29 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and Granicus, LLC have caused this Agreement to be executed as of the Effective Date by their duly authorized representatives, and hereto have accepted the terms, conditions, and provisions set forth above.
CITY OF SAN MATEO VENDOR
Martin McTaggart
City Clerk
Date Bernadette Foley
Senior Manager, Renewals
Date
APPROVED AS TO FORM
Mazarin Vakharia Date
Assistant City Attorney
Attachments:
Exhibit A - Statement of Work
Exhibit B - Fee Schedule
Exhibit C - Insurance Requirements for Vendors
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EXHIBIT A
STATEMENT OF WORK
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EXHIBIT B
FEE SCHEDULE
Pricing Summary
Future Year Pricing
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EXHIBIT C
Insurance Requirements for Vendors
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. The Commercial General Liability limit required may be satisfied by a combination of primary, excess and/or umbrella coverage.
2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (non- owned), with limit no lessthan $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
(Not required if consultant provides written verification it has no employees)
4. Cyber Liability Insurance, with limits not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Vendor in this agreement and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.
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Technology-Related Professional Service Agreement Page 18 of 19 Rev 5/24
Technology Professional Liability Errors and Omissions Insurance appropriate to the Consultant’s profession and work hereunder, with limits not less than $5,000,000 per aggregate.
Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by the Vendor in this agreement and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but notlimited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.
a. The Policy shall include, or be endorsed to include, property damage liability coverage for damage to, alteration of, loss of, or destruction of electronic data and/or information “property” of the Agency in the care, custody, or control of the Vendor. If not covered under the Vendor’s liability policy, such “property” coverage of the Agency may be endorsed onto the Vendor’s Cyber Liability Policy as covered property as follows:
If the Vendor maintains broader coverage and/or higher limits than the minimums shown above, the Entity requires and shall be entitled to the broader coverage and/orthe higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Entity.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
The Entity, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Vendor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).
Primary Coverage
Except for Cyber Liability, for any claims related to this contract, the Vendor’s insurance coverage shall be primary and non-contributory. Coverage for commercial liability shall be atleast as broad asISOCG 20 01 04 13 as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be excess of the Vendor’s insurance and shall not contribute with it. This requirement shall also apply to any Excess policies.
Notice of Cancellation
Vendor shall provide to CUSTOMER at least thirty (30) days’ written notice upon receipt from Vendor’s insurer of any cancellation of coverage. Waiver of Subrogation Vendor hereby grants to Entity a waiver of any right to subrogation which any insurer of said Vendor may acquire against the Entity by virtue of the payment of any loss under such insurance. Vendor agrees to obtain any 32 of 891
Technology-Related Professional Service Agreement Page 19 of 19 Rev 5/24
endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Entity has received a waiver of subrogation endorsement from the insurer.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the CONSULTANT to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance isto be placed with insurers authorized to conduct businessin the state with a current A.M. Best’s rating of no less than A-:VII, unless otherwise acceptable to the Entity.
Verification of Coverage
Vendor shall furnish the Entity with copies of certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause and a copy of the Declarations and Endorsements Pages of the CGL and any Excess policies listing all policy endorsements. All certificates and endorsements and copies ofthe Declarations& Endorsements pages are to be received and approved by the Entity before work commences. However, failure to obtain the required documents priorto the work beginning shall not waive the Vendor’s obligation to provide them.
Subcontractors
Vendor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Vendor shall ensure that Entity is an additional insured on insurance required from subcontractors.
Special Risks or Circumstances
Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 33 of 891
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: 4 Section Name: CONSENT CALENDAR Account Number: 10-4661 File ID: 24-9342 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: April 21, 2025
SUBJECT:
Hillsdale Caltrain Station Bicycle Access Gap Closure Project – Agreement RECOMMENDATION:
Adopt a Resolution authorizing an appropriation of $140,000 from the City’s Measure A funds for the Hillsdale Caltrain Station Bicycle Access Gap Closure Project (Project) for the Sanbell-Bay Area agreement and staff time. Approve an agreement with Sanbell-Bay Area for professional consultant services for the Project in the amount of $266,666, for a total Project budget of $318,411; and authorize the Public Works Director to execute the agreement, term extensions, and change orders in substantially the form presented.
BACKGROUND:
The City was awarded $153,000 in funding from the San Mateo County Transportation Authority (SMCTA) for the Measure A/W Pedestrian and Bicycle Program Cycle 5 in December 2020 for the Hillsdale Caltrain Station Bicycle Access Gap Closure project. In September 2022, the City Council approved an agreement with Bellecci & Associates, Inc. for engineering and planning services to assist the City with designing the project. The project scope included the design of a Class IV separated bike lane and intersection improvements on 28th Avenue and El Camino Real to safely transition bicyclists and pedestrians from the existing bicycle boulevard at Edison Street safely across El Camino Real to the existing Class I bicycle facility connecting to the Hillsdale Caltrain Station.
In June 2023, the City Council adopted a resolution appropriating Measure A funds in the amount of $93,948 and establishing a contingency reserve in the amount of $88,255 for expanding the project limit to East Kyne Street. By adding this segment, the project strives to implement a fully connected east-west bikeway on 28th Avenue to improve safety for bicyclists, pedestrians, and transit-users.
During the development of the 35% plans, there was staff turnover which resulted in the agreement expiring at the end of June 2024. As a result, a new agreement is needed. This new proposed agreement with Sanbell-Bay Area (formally Bellecci and Associates, Inc.) captures the scope from the previously approved agreement with some changes. Changes to the previous agreement are summarized below:
Removal of the 28th Avenue and Delaware Street Intersection Design: The 28th Avenue and Delaware Street intersection is being improved as part of a separate City project. To prevent overlap, the revised scope will exclude this intersection. The designs of both projects will be coordinated to ensure consistency. Supplemental Outreach: With the 28th Avenue and Delaware Street intersection removed from the scope, the budget for that work will be reallocated towards conducting outreach following the 35% design. This supplemental outreach would include a community meeting and a pop-up table at the Hillsdale Caltrain Station to showcase and collect feedback on the preferred design.
Bus Boarding Islands: The preferred design includes bus boarding islands, necessitating additional design effort that was not included in the original scope.
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CITY OF SAN MATEO
Summary of Public Outreach Efforts: Outreach for the project to date (30%) includes the development of a Technical Advisory Committee (TAC) which includes key partners from the county, local transit agencies, and local levels. The project outreach efforts have included creation of a webpage, an in-person community town hall meeting, and seeking feedback from the Sustainability and Infrastructure Commission (SIC). Future outreach will include an in-person community meeting, a pop-up event, an educational traffic signal operations simulation video, continued feedback from the TAC, and an update to the Sustainability and Infrastructure Commission.
The new agreement has the same total amount as the previous agreement. The difference is the previous agreement contingency is now allocated as part of the main scope in the new agreement. Since the previous agreement had expired all previously authorized contingency was automatically reallocated back to its original funds and now requires a new authorization or appropriation. This new agreement requires $140,000 from Measure A funding to support staff time for the aforementioned changes and cover the previously approved unused contingency amount ($88,255). Measure A funds previously dedicated towards the US-101/Peninsula Avenue Interchange Project will be repurposed to support this project.
The City Council approved cancelling the US-101/Peninsula Avenue Interchange Project in September 2024 due to funding and resident impacts, allowing the unused Measure A funds to be used for the Hillsdale Caltrain Station Bicycle Access Gap Closure Project.
Staff recommends entering into an agreement with Sanbell-Bay Area for the Hillsdale Caltrain Station Bicycle Access Gap Closure Project and approving a Resolution authorizing the appropriation of Measure A funds.
BUDGET IMPACT:
The City’s Measure A Fund has sufficient funds available from the cancelled US-101/Peninsula Avenue Interchange Project (463535) to cover the appropriation of $140,000 for the Hillsdale Caltrain Station Bicycle Gap Closure Project (46m006).
ENVIRONMENTAL DETERMINATION:
Adoption of a resolution authorizing an appropriation from the City’s Measure A Fund to the Hillsdale Caltrain Station Bicycle Access Gap Closure Project is not a project subject to CEQA review, because it is a fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4).) In addition, as part of the Project Scope, separate CEQA documentation will be prepared for the final design plans.
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution Agreement
Att 2 – Agreement
STAFF CONTACT
Nicolette Chan, Associate Transportation Planner
[email protected]
(650) 522-7326
Jay Yu, Engineering Manager
[email protected]
(650) 522-7323
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CITY OF SAN MATEO
RESOLUTION NO. (2025)
AUTHORIZING AN APPROPRIATION IN THE AMOUNT OF $140,000 FROM THE CITY’S MEASURE A
FUND FOR THE HILLSDALE CALTRAIN STATION BICYCLE ACCESS GAP CLOSURE PROJECT WHEREAS, the City and Sanbell-Bay Area (formerly known as Bellecci & Associates, Inc.) entered into an Agreement for Professional Consultant Services on October 13, 2022 for the Hillsdale Caltrain Station Bicycle Access Gap Closure Project (Project); and WHEREAS, the scope of work for the Project included bicycle and pedestrian improvements on 28th Avenue from Edison Street to the Hillsdale Caltrain Station; and WHEREAS, on June 5, 2023, the City Council adopted a resolution appropriating $93,948 in Measure A funds and establishing a $88,255 contingency reserve to expand the project limit to East Kyne Street; and
WHEREAS, the City and Sanbell-Bay Area renegotiated a new agreement because the previously approved agreement expired June 2024; and
WHEREAS, the new agreement captures the scope from the previously approved agreement with the addition of supplemental outreach and civil engineering for bus boarding islands, and removal of the Delaware Street intersection; and
WHEREAS, additional funding will be needed to support staff time for the scope changes and unused contingency amount ($88,255) from the previously approved agreement; and WHEREAS, the US-101/Peninsula Avenue Interchange Project was cancelled by the City Council in September 2024; and
WHEREAS, staff proposes Measure A funds appropriated to the US-101/Peninsula Avenue Interchange Project to be repurposed to support the Project; and WHEREAS, staff proposes appropriating $140,000 from the City’s Measure A fund to fund additional staff time for the Project.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. Authorization of this budget appropriation is not a project subject to CEQA, because it consists of a government fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4).)
2. An appropriation of $140,000 from the City’s Measure A fund to fund the Hillsdale Caltrain Station Bicycle Gap Closure Project (46m006) is authorized. 36 of 891
AGREEMENT WITH SANBELL-BAY AREA
FOR PROFESSIONAL CONSULTANT SERVICES
FOR
HILLSDALE CALTRAIN STATION BICYCLE ACCESS GAP CLOSURE PROJECT This Agreement, made and entered into this day of ____________________, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California (“CITY”), and SANBELL-BAY AREA, an S-Corp, (“CONSULTANT”), whose address is 1390 Willow Pass Road Suite 300 Concord, CA 94520.
RECITALS:
A. CITY desires certain professional design services hereinafter described.
B. CITY desires to engage CONSULTANT to provide these professional design services by reason of its qualifications and experience for performing such services and CONSULTANT has offered to provide the required services on the terms and in the manner set forth herein.
NOW, THEREFORE, IT IS AGREED as follows:
SECTION 1 - SCOPE OF SERVICES
The scope of services to be performed by CONSULTANT under this Agreement is as described in Exhibit A to this Agreement, attached and incorporated by reference.
SECTION 2 - DUTIES OF CONSULTANT
CONSULTANT shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONSULTANT under this Agreement. CONSULTANT shall, without additional compensation, correct or revise any errors or deficiencies in its work.
CONSULTANT represents that it is qualified to furnish the services described under this Agreement.
CONSULTANT shall be responsible for employing or engaging all persons necessary to perform the services of CONSULTANT.
CONSULTANT agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.
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SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.
CITY shall examine documents submitted by CONSULTANT and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONSULTANT's work.
SECTION 4 - TERM
The services to be performed under this Agreement shall commence on September 8, 2022 and be completed on or about December 31, 2025.
SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee in an amount of $266,666, pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated by reference.
SECTION 6 - TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days' written notice to CONSULTANT. CONSULTANT agrees to cease all work under this Agreement upon receipt of said written notice.
Upon termination and upon CITY's payment of the amount required to be paid, documents become the property of CITY, and CONSULTANT shall transfer them to CITY upon request without additional compensation.
SECTION 7 - OWNERSHIP OF DOCUMENTS
All documents prepared by CONSULTANT in the performance of this Agreement, although instruments of professional service, are and shall be the property of CITY, whether the project for which they are made is executed or not.
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SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONSULTANT in connection with the performance of this Agreement are confidential until released by CITY to the public.
CONSULTANT shall not make any such documents or information available to any individual or organization not employed by CONSULTANT or CITY without the written consent of CITY before any such release.
SECTION 9 - INTEREST OF CONSULTANT
CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.
SECTION 10 - CONSULTANT'S STATUS
It is expressly agreed that in the performance of the professional services required under this Agreement, CONSULTANT shall at all times be considered an independent contractor as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONSULTANT an agent or employee of CITY while providing services under this Agreement.
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SECTION 11 - INDEMNITY
Indemnity for Design Professional Services.
CONSULTANT agrees to hold harmless and indemnify CITY, its elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense arising out of CONSULTANT’s negligence, recklessness or willful misconduct in the performance of its design and professional services under this Agreement. To the maximum extend permitted by law and Civil Code section 2782.8, CONSULTANT agrees to defend CITY, its elected and appointed officials, employees, and agents against any such claims.
Indemnity for Activities Other Than Design Professional Services.
CONSULTANT agrees to hold harmless and indemnify CITY, its elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense arising out of CONSULTANT’s performance of non-design professional services under this Agreement, except for those claims arising out of CITY’s sole negligence or willful misconduct. CONSULTANT agrees to defend City, its elected and appointed officials, employees, and agents against any such claims.
The CONSULTANT’S duty to indemnify shall survive expiration or early termination of this Agreement.
SECTION 12 - INSURANCE
CONSULTANT shall procure and maintain for the duration of the contract and three years thereafter (five years for building or major improvements) the insurance specified in Exhibit C to this Agreement.
SECTION 13 - NON-ASSIGNABILITY
Both parties hereto recognize that this Agreement is for the personal services of CONSULTANT and cannot be transferred, assigned, or subcontracted by CONSULTANT without the prior written consent of CITY.
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SECTION 14 - RELIANCE UPON PROFESSIONAL
SKILL OF CONSULTANT
It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in the professional calling necessary to perform the work agreed to be done under this Agreement and that CITY relies upon the skill of CONSULTANT to do and perform the work in accordance with the care, skill, and diligence ordinarily exercised by professionals providing similar services under similar circumstances to that of CONSULTANT under this Agreement, and CONSULTANT agrees to thus perform the work. The acceptance of CONSULTANT's work by CITY does not operate as a release of CONSULTANT from said obligation.
SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.
SECTION 16 - SEVERABILITY
If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.
SECTION 17 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this Agreement that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.
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SECTION 18 - NON-DISCRIMINATION
CONSULTANT warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONSULTANT nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.
SECTION 19 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.
The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.
SECTION 20 - LITIGATION
CONSULTANT shall testify at CITY'S request if litigation is brought against CITY in connection with CONSULTANT's services under this Agreement. Unless the action is brought by CONSULTANT, or is based upon CONSULTANT's wrongdoing, CITY shall compensate CONSULTANT for preparation for testimony, testimony, and travel at CONSULTANT's standard hourly rates at the time of actual testimony.
SECTION 21 - NOTICES
All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:
To CITY: Jay Yu
City of San Mateo
330 W. 20th Ave.
San Mateo CA 94403
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To CONSULTANT: Sanbell-Bay Area
Attn: Daniel Leary
1390 Willow Pass Road Suite 300
Concord, CA 94520
SECTION 22 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations, and agreements, either written or oral.
This document may be amended only by written instrument, signed by both CITY and CONSULTANT.
SECTION 23 - AUTHORITY TO ENTER INTO AGREEMENT
CONSULTANT has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.
SECTION 24 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo. [SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and SANBELL-BAY AREA have executed this Agreement the day and year first above written.
CITY OF SAN MATEO CONSULTANT
Matt Fabry
Public Works Director
Date Daniel Leary
Its Authorized Agent
Vice President
If a Corporation, can be either
1) President or 2) Vice President
plus an additional corporate
officer (i.e., Secretary,
Treasurer) who shall sign below.
Date
APPROVED AS TO FORM ADDITIONAL CORPORATE
OFFICER
(if necessary per the above)
Linh Nguyen
Assistant City Attorney
Date Anoop Reddy Admal
Treasurer
Date
Attachments:
Exhibit A: Scope of Services
Exhibit B: Fee Rates
Exhibit C: Insurance Requirements
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EXHIBIT A
SCOPE OF SERVICES
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Hillsdale Caltrain Station Bicycle Access Gap Closure Project Exhibit A Scope of Work
1 • Task 1 to Task 4 was mostly completed in the Hillsdale Caltrain Station Bicycle Access Gap Closure Project agreement between the City of San Mateo and Fehr and Peers executed on 10/13/2022. Task 12 was added through an amendment approved on June 5, 2023 to align with the extended scope of work.
• This new agreement with an expiration date of June 30,2025 will be to complete Task 4 to Task 13 and any revisions needed from the previous task to complete the project.
The Hillsdale Caltrain Station Bicycle Access Gap Closure Project (“PROJECT”) will include design of the Class IV facility proposed in the 2020 Bicycle Master Plan on 28th Avenue between Edison Street and El Camino Real, and multimodal connectivity across El Camino Real to provide a path of travel for bicyclists and pedestrians. Sanbell-Bay Area (“CONSULTANT”) will provide civil engineering and planning services to the City of San Mateo for the design of this PROJECT.
1. Project Management and Meetings
1.1. City Kick-off Meeting - The project's goals will be identified as part of our preliminary design efforts and discussions with Key Stakeholders at the Hillsdale Caltrain Station Bicycle Access Gap Closure Project Kick-Off Meeting. It is recommended that the kick-off meeting includes staff from various City departments: Maintenance, Public Works, Engineering, Finance, and Planning.
CONSULTANT will identify the City’s primary goals and objective. CONSULTANT will coordinate with the City to establish the overall Mission of the Project and research options to be considered. Fehr & Peers will present our scope of work for community outreach and engagement and seek input from City staff to inform this approach. We will also provide our approach for alternatives development and evaluation, and 30% design effort. At this meeting or as a follow-up to that discussion, Fehr & Peers will request input from the city to determine key stakeholders and other agency or stakeholder groups that should be integrated into our community outreach and engagement plan. This task was completed prior to August 2024.
1.2. Communication with City Staff – Project elements such as design alternatives, schedule, project costs, budget, and meetings will be communicated to the City through standing meetings. • PDT Meeting Every Two Weeks – City PM & Sanbell-Bay Area PM on Teams • Page-Turn Review Meeting for each submittal
CONSULTANT will be responsible for managing both the technical and non-technical, organization related administrative work to deliver a bicycle gap closure project to the City. The key project management tasks that will be implemented by CONSULTANT include updating the project schedule; monitoring and updating the project budget, and scheduling coordination meetings. The project schedule will be created in MS Project. CONSULTANT will provide cost reports with invoices that highlight the approved budget, budget remaining, amount spent for the invoicing period, an estimate of the percent complete, and monthly project updates. 46 of 891
Hillsdale Caltrain Station Bicycle Access Gap Closure Project Exhibit A Scope of Work
2 1.3. Quality Analysis/Quality Control (QA/QC) – The Peer Reviewer assigned to the Caltrain Station Bicycle Access Gap Closure Project will be checking the following items:
• Addressing overall project goals with the design
• Bicycle and pedestrian interfaces
• Constructability Issues such as Street lights vs. Utilities vs. potholing data. • Bid Form, Measurement and Payment clauses
• Pedestrian and Bicycle crossings and path of travel during construction • Grading Plan – Elevations & Slopes to meet the Caltrans RSP A88A plan • Specifications Checklist – Min. compressive strength of concrete mix design, asphalt paving specifications, compaction requirements, revocable bid items for contaminated soils, and testing.
2. Community Outreach & Engagement
2.1 Outreach & Engagement Plan – Following the kick-off meeting and subsequent email or phone correspondence with City staff, CONSULTANT will document the proposed outreach and engagement plan and send to City staff for review. Based on City comments or requests for clarification, CONSULTANT will revise the outreach and engagement plan and submit a final version for City staff. This task was completed prior to August 2024.
2.2 Stakeholder Interviews/Workshops and Field Walk – CONSULTANT will meet with key stakeholders to discuss the project, specifically the objective, priorities, challenges, and opportunities. This will include an optional field walk with key stakeholders (with city staff), to visit the site and review potential opportunities and constraints. CONSULTANT will solicit additional feedback from the stakeholder group and city staff while in the field, and seek to educate the group about potential considerations to be taken into account as CONSULTANT develops potential concepts for the project. A total of four hours of stakeholder meetings (including the workshop and field walk) is included in this task. This task was completed prior to August 2024.
2.3 Community Meetings/Workshops – CONSULTANT will prepare for and present to the community in person or virtually at up to two instances. For the basis of our fee estimate, CONSULTANT assumes the following community meeting topics:
• Presenting draft concept plan and ideas, seeking input about additional considerations. • Presenting the preferred alternative to the community for feedback and support as we initiate the Final Design phase
CONSULTANT will use exhibits and collateral developed as part of Task 3 below for these meetings, and provide some additional content based on discussions with city staff and stakeholders to make best use of these community meetings. A total of 30 hours for Fehr & Peers staff is included for preparation for these meetings, attendance/presentation at these meetings, and some follow-up with city staff to confirm next steps after each event. This task was completed prior to August 2024.
2.4 Website Updates & Coordination – CONSULTANT anticipates providing city staff with the content from the stakeholder meetings, community meetings, and our conceptual design efforts 47 of 891
Hillsdale Caltrain Station Bicycle Access Gap Closure Project Exhibit A Scope of Work
3 (Task 3) to be included on a project website hosted by and maintained by the city. This task was completed prior to August 2024.
2.5 Commission Meetings – CONSULTANT has included participation at up to two commission meetings as part of this task. One commission meeting was completed prior to August 2024. One commission meeting remains to be held.
3. Alternatives Development
Fehr & Peers will lead the development of alternatives, evaluating potential alternatives, and developing a conceptual design for the selected alternative with support from Sanbell-Bay Area.
3.1 Field Visit – Fehr & Peers will visit the project site and review existing conditions, including a qualitative assessment of multimodal operations, access, and circulation. This task was completed prior to August 2024.
3.2 Data Review – Fehr & Peers will develop a list of potential data that would inform our work and transmit to Sanbell-Bay Area and the City to determine the data available for this effort.
CONSULTANT will review the data provided and other data readily available from other sources. This task was completed prior to August 2024.
3.3 Develop & Evaluate Alternatives – Fehr & Peers will develop potential alternatives using the results of our field review, data review, stakeholder engagement, meetings with city staff, and industry best practices about bikeway design and implementation. CONSULTANT will review readily available traffic count data to understand demand for particular movements and explore intersection phasing options to facilitate improved bicycle and pedestrian crossings across El Camino Real.
CONSULTANT will prepare exhibits showing opportunities and constraints, corridor-level concepts and representative cross-sections, and relevant imagery to explain trade-offs and opportunities.
CONSULTANT will develop up to three concepts in response to discussions with City staff and key stakeholders. This task was completed prior to August 2024.
4. 30% Plans, Specifications, and Cost Estimates
Once a preferred alternative has been selected, CONSULTANT design team will develop the 30% PS&E for the 30% Submittal. The design documents will depict at a 30% design level for necessary traffic signal and bike modifications essential for the existing signals and proposed multimodal improvements to function properly. Plans will be prepared using AutoCAD and plot at appropriate scales on 22-inch x 34-inch sheets.
CONSULTANT will include in their proposal the proposed sheets that will be included as part of the 30% design.
• 30% Design Drawings: Drawings will include the 30% design level signal and phasing plans, civil infrastructure, and bike infrastructure to outline the proposed multimodal improvements within project limits.
A readily-available aerial imagery will be used as a base map for the plans unless a more detailed topographic base map is made available for use for this task. This task was partially completed prior to August 2024.
• 30% Specifications (Technical Specs Outline): Outline Specifications will be written in the format of the City’s standard contract book and Caltrans Standard Plans and Specifications, dated 2018 (where applicable).
The City will provide a front- end boiler plate.
• 30% Cost Estimate: The construction estimate will use readily available cost information including Caltrans cost database or other projects in San Mateo our other jurisdictions in the bay area. Construction estimate will be in a format which is best suited for presenting the overall project budget. 48 of 891
Hillsdale Caltrain Station Bicycle Access Gap Closure Project Exhibit A Scope of Work
4 CONSULTANT design team will provide the 30% PS&E to the City for review and schedule a meeting to review the documents. Following comments from the City, CONSULTANT design team will move forward with 65% PS&E.
Deliverables:
• 30% design submittal including plans, specifications outline, and cost estimate • Meeting with City to review documents
5. Topographic Survey and Base Mapping
The field surveying will be performed after the 30% PS&E and will be focused on topographic survey for at key conforms. Examples of items to be surveyed at the select conforms include curb returns, signal poles, utility boxes, drainage manholes, streetlights, asphalt, curb, flow line and lip of gutter, driveways, back of walk, retaining curbs, fire hydrants, sewer manholes within curb returns, drainage manholes, inlets, rim and inverts and others to be determined by the engineer and surveyors prior to the field work.
CONSULTANT will collect available mapping, and to perform a professional land survey of the project site with a union survey crew. We will implement the following methods for Project Mapping:
• Send letters to Utility Companies (PG&E, AT&T, Astound, Crown castle, Comcast, SFPUC, Caltrans, etc.) to get each agency mapping.
• Review City GIS Mapping
• Perform Field Topographic Surveying
• Back check the above items against utility mapping obtained from City and Utility Companies.
This project does not anticipate any right of way acquisition, the right of way will be shown approximately based on record maps, APN maps and other record maps which we will obtain from our land survey departments.
CONSULTANT will prepare utility letters. CONSULTANT will notify the owners of the known utilities in the project area to obtain copies of their utility base maps for use in developing the base plans. The approximate locations of the utilities from the information provided by the utility companies will be added to the base map.
CONSULTANT will visually inspect the Caltrain Station Bicycle Access Gap Closure site to assess possible constraints or issues to be addressed during design including existing physical constraints at the project site, limits of work and possible conform issues to be addressed during the design. CONSULTANT team will conduct a field review of the project area to collect information for project design and to review traffic circulation, including pedestrians, transit, trucks, and bicycles.
Deliverable: Topographic Survey and Base Map, including utility information. The information from this task will be integrated into the design of all subsequent PS&E submittals.
6. Preliminary Environmental Study - Environmental consultant, David J. Powers and Associates, Inc. (DJPA) will support the City in preparing the appropriate environmental document under the California Environmental Quality Act (CEQA) for the Hillsdale Caltrain Station Bicycle Access Gap Closure Project. This task includes developing a draft environmental document, assisting in circulating the document for public review, and finalizing the documents for filing per public comments and internal City feedback.
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Hillsdale Caltrain Station Bicycle Access Gap Closure Project Exhibit A Scope of Work
5 Deliverables:
• CEQA Categorical Exemption (Administrative, Screencheck, and Final Drafts) • Preparation and Filing of a Notice of Exemption (NOE)
7. Utility Coordination
CONSULTANT will identify existing utilities from record drawings in conflict with the PROJECT by comparing "CAD BASE MAPPING" with existing utilities, and with the PROJECT layout in CAD.
CONSULTANT will prepare letters to utility companies for relocation of utility boxes and submit a PG&E application on behalf of the City. CONSULTANT will send notification letters to utility companies regarding adjustments to utility boxes during construction.
Deliverables: Utility NTO letter, Caltrans Utility matrix, and PG&E Application
8. 65% Plans, Specifications, and Cost Estimates
CONSULTANT design team will further develop the 30% PS&E, incorporating all comments from previous reviews, for the 65% Submittal CONSULTANT will include in their proposal the proposed sheets that will be included as part of the 65% design.
• 65% Specifications (Technical Specs Outline): Specifications will be written in the format of the City’s standard contract book and Caltrans Standard Plans and Specifications, dated 2018 (where applicable). The City will provide a front- end boiler plate.
• 65% Cost Estimate: Construction estimate will be in a format which is best suited for presenting the overall project budget. During the 100% submittal the cost estimate line items will be converted to the appropriate bid form items.
CONSULTANT design team will provide the 65% PS&E to the City for review and schedule a meeting to review the documents. The design documents will depict the 65% design level for the necessary traffic signal and bike modifications essential for the existing signals and proposed multimodal improvements to function properly. Following comments from the City, CONSULTANT design team will move forward with 95% PS&E.
Deliverables:
• 65% design submittal including plans, specifications outline, and cost estimate • Meeting with City to review documents
9. 95% Plans, Specifications, and Cost Estimates
CONSULTANT design team will further develop the 65% PS&E, incorporating all comments from previous reviews, for the 95% Submittal. CONSULTANT design team will provide the 95% PS&E in electronic format (MS Word, Excel, and PDF) to the City for review and schedule a meeting to review the documents. The design documents will depict the 95% design level for the necessary traffic signal and bike modifications essential for the existing signals and proposed multimodal improvements to function properly Following comments from the City, CONSULTANT design team will move forward with 100% PS&E.
Deliverables:
• 95% design submittal including plans, specifications outline, and cost estimate • Meeting with City to review documents
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Hillsdale Caltrain Station Bicycle Access Gap Closure Project Exhibit A Scope of Work
6 10. 100% Plans, Specifications, and Cost Estimates
A Final (100%) bid set will be prepared by the CONSULTANT design team and include technical specifications, a bid item sheet, and estimate of construction cost, along with final plans that include the sheets previously described.
The final engineer’s estimate shall be provided electronically (MS Word and PDF), including detailed construction cost estimate documentation, and will also include a line-item bid schedule formatted to include in the bid package (to be filled in by each bidder). CONSULTANT will support the City in the preparation of the boilerplate specifications with surveying specifications and working days.
The team will provide the City with stamped and signed original plans and specifications, including bid documents, and special provisions, for reproducing and bidding. Consultant will also provide input for the upfront/general conditions specifications, including number of working days, traffic control requirements, and construction staking requirements. Final plans, bid schedule and specifications shall also be provided electronically (MS Word and PDF, plans in AutoCAD and PDF), along with one stamped and signed original of the documents including a signed and stamped full size and half size plan set.
Deliverables:
• 100% design submittal including plans, specifications outline, and cost estimate • Final bid documents: submit original stamped drawings and complete contract book including bid documents, general conditions and special provisions in electronic format • Final quantity estimates, quantity calculation sheets, final construction cost estimate submitted in the format of the schedule of bid items in electronic format, including detailed construction cost estimate documentation
• Other documentation as needed to clarify design
11. Caltrans Encroachment Permit
CONSULTANT will submit to Caltrans 100% Permit Plans along with various forms required for the encroachment permit. These include ADA Certifications, Storm Water Data Report – Short Form, Plans, Cost Estimates, and Maintenance Agreement between City of San Mateo and Caltrans. CONSULTANT will also make necessary revisions to the project plans per Caltrans comment to obtain approval for construction.
Deliverable: Submittal of 100% Permit Plans to Caltrans (including revisions as needed)
12. Project Scope Extension
The Project extents for Tasks 1 to 11 include 28th Avenue between Edison Street and El Camino Real. This task amendsthe Project extents to 28th Avenue from Edison Street to East Kyne Street. The Project is inclusive of the 28th Avenue/Edison Street, 28th Avenue/El Camino Real, and 28th Avenue/East Kyne Street intersections. The 28th Avenue/Delaware Street intersection is not included in this scope, however, CONSULTANT must ensure this design properly aligns with 28th Avenue intersection design. This task also involves preparation of civil engineering plans for bus boarding islands at the undercrossing. If the preliminary design process results in a sidewalk level bikeway, CONSULTANT will prepare civil engineering drawings to provide demolition plans, improvements plans and grading plans at the undercrossing portion. It is assumed 51 of 891
Hillsdale Caltrain Station Bicycle Access Gap Closure Project Exhibit A Scope of Work
7 the curb alignment will remain unchanged, and new bioretention will not be required, rather the sidewalk will include design for a vertical or tactile separation between the pedestrians and bicycles. The design will also address the bicycle and pedestrian connections to the Caltrain station ramps at the back of walk, and also program space for pedestrians waiting at the bus stop, or other design as appropriate.
12.1 Extend Aerial Image and Focused Topographic Survey from El Camino Real to E. Kyne Street Sanbell-Bay Area will download an aerial image to be used for the extension of the preliminary design limits of work. Following the completion of the Alternatives design process, Sanbell-Bay Area will coordinate with the Fehr & Peers and the City to identify select locations within the alignment to perform one day of field surveying.
12.2 Project Management & Meetings
From the original scope, additional time for managing both the technical and non-technical, organizational related administrative work has been included for the extension of the preliminary design limits of work.
12.3 Outreach & Engagement Plan
A draft engagement plan has been developed and commented on by the City as part of the original scope of work. Subsequent work in this task consists of Fehr & Peers finalizing engagement plan based on staff comments and updating the geographic coverage for engagement plan given lengthened extents of the Project. This task was completed prior to August 2024.
12.4 Community Meeting/Workshop and Stakeholder Meeting This amendment includes additional budget for Fehr & Peers to support revising the previously produced community meeting advertising materials and expanding the extents of the materials for the community meeting itself. This task does not include translation of materials nor interpretation at the community meeting or virtual stakeholder meeting. The community meeting was completed prior to August 2024. There remains a virtual stakeholder meeting to be conducted.
12.5 Data Review
This task is amended to include Fehr & Peers effort to review data and/or information for the lengthened Project extents. This task does not include any new data collection. It consists only of reviewing available data and/or information (e.g., previous or ongoing studies) related to lengthened Project extents. Such data and information is anticipated to include traffic counts, pedestrian or bicycle counts, collision data, feasibility studies related to vehicle lane reduction, speed data, previous input or comments expressed by community members and any other similar information the City is able to provide. This task was completed prior to August 2024.
12.6 Develop & Evaluate Alternatives
The concepts will be refined versions of those previously developed under the original agreement.
Fehr & Peers will evaluate alternatives qualitatively using the information provided under the Data Review activity above. The three alternatives and qualitative evaluation will be the information brought to the community meeting for discussion and input. This task was completed prior to August 2024.
At the end of the Alternatives phase and in preparation for Task 4: 30% PS&E, Fehr & Peers will provide a CAD-based drawing over scaled aerial imaging to Sanbell-Bay Area, at a 30% design level, showing the edge of the bicycle facilities, transitions, materials hatched, preliminary signal phasing and hardware, and other layout features. Sanbell-Bay Area will be responsible for further developing 52 of 891
Hillsdale Caltrain Station Bicycle Access Gap Closure Project Exhibit A Scope of Work
8 the layout exhibit for Task 4 to identify the extent of the demolition and civil engineering improvements. This task was completed prior to August 2024.
12.7 30%, 65%, 95%, and 100% PS&E
This task is amended to include PS&E for the lengthened Project extents, including signing and striping plans. This task assumes up to four sheetsfor the signing and striping plansfor the preferred alternative extending on 28th Avenue from El Camino Real to East Kyne Street. The signing and striping plans will include the inventory of the existing signs in coordination with the new signs to be installed.
12.8 65%, 95%, and 100% Civil at Bikeway Ramps at Undercrossing to correct Stairs and Ramps Sanbell-Bay Area will prepare 65%, 95% and 100% improvement plans sheet for two undercrossing connections from the bikeway to the existing sidewalk. The plan sheet will include multiple viewports focused on the bikeway connection ramp locations. Each location will have two viewports on the plan sheet to depict the demolition and improvements for the bikeway entry ramp. New concrete slopes will also be provided. The fee estimate does not anticipate new storm drains or changes in the overall curb alignment.
12.9 Video Detection for Bikes and Vehicles at Up to Two Intersections For up to two existing signalized intersections, Fehr & Peers will prepare one plan sheet showing the location, mounting, installation and details/specifications for new bicycle and vehicle video detection.
This will be based on as-built plans provided by the City of San Mateo. Modifications will be shown on a Fehr & Peers stamped drawing.
13. Supplemental Engagement
13.1 Supplemental Engagement Materials
Fehr & Peers will produce new promotional materials for the two engagement activities. The promotional materials will consist of a flyer per engagement activity with one round of review from City staff and a presentation with one round of review from City staff for the community meeting.
Fehr & Peers assumes the two additional engagement activities will make use of the digital figures and PowerPoint presentation used for the November 16, 2023 community meeting. Fehr & Peers will print new hard copies of those materials for the two engagement activities.
Fehr & Peers will produce two simulations of the recommended signal phasing provided by City Staff.
One simulation will show the preferred signal phasing at either the El Camino Real/28th Avenue intersection or Delaware Street/28th Avenue intersection. The second will show the preferred signal phasing at either the El Camino Real/28th Avenue intersection or Delaware Street/28th Avenue intersection. The simulations will be a video clip of up to approximately 15 seconds showing an illustration of the given intersection in plan view and use animation to show how vehicles, people biking, and people walking would move through the intersection based on the recommended signal phasing. Fehr & Peers will produce up to two drafts of each simulation for City staff review. Fehr & Peers will produce a final version of the simulations based on City Staff comments.
Deliverables:
• One draft and final flyer per Engagement Activity
• One draft and final presentation for the Community Meeting • Two simulations for two intersections (Up to two drafts and a final for each simulation) 53 of 891
Hillsdale Caltrain Station Bicycle Access Gap Closure Project Exhibit A Scope of Work
9 13.2 Engagement Events: Pop Up and Community Meeting
Fehr & Peers will work with City Staff to coordinate and conduct one pop-up engagement at the Hillsdale Caltrain Station to take place over a total time period of up to 4 hours in a single day (e.g., could be a morning two-hour period and evening two-hour period on a weekday). To support the event, Fehr & Peers will prepare and provide the materials described in Task 13.1. Two individuals from Fehr & Peers will help staff the pop-up event. Fehr & Peers assumes the City will take the necessary steps to promote the pop-up event and conduct necessary coordination with Caltrain.
Fehr & Peers will work with City Staff to coordinate and conduct an in-person community meeting.
To support the event, Fehr & Peers will prepare and provide the materials described in Task 13.1. Two individuals from Fehr & Peers will help staff the community meeting. Fehr & Peers assumes the City will take the necessary steps to promote the community meeting and identify and reserve a location for the meeting to take place.
Deliverables:
• Attendance at two engagement events
• One draft summary of the information gathered during the pop-up event and community meeting to City staff for review and provide one final version based on comments 54 of 891
EXHIBIT B
FEE RATES
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City of San Mateo, CA
Proposal for: Engineering Services for Hillsdale Station Bike Access Gap Closure Project 12/16/2024 Tasks Base Services Amendment 1 Total
Task
#
Task Description Sanbell Fehr & Peers
(Traffic)
Envir
Support
Sub Mark
Up
Other
Direct
Costs
Subtotal
Original
Fee
Sanbell Fehr & Peers
(Traffic)
Sub
Mark Up
Other
Direct
Costs
Subtotal Fee
Basic +
Amendment
1 Project Management & Meetings $0 $0 $0 $3,500 $1,222 $122 $4,844 $4,844 2 Community Meetings & Commission Meetings (Ph 1) $0 $0 $0 $0 $1,400 $4,581 $458 $6,439 $6,439 3 Develop, Evaluate Alternatives & 30% Plans & Est $0 $0 $0 $0 $2,038 $4,000 $400 $6,438 $6,438 4 30% Plans $0 $3,801 $4,799 $480 $9,080 $9,080
5 Base Mapping $0 $0 $0 $0 $0 $0 $0
6 Prelim Environmental $912 $2,606 $182 $3,700 $0 $0 $3,700 7 Utility Coordination $5,800 $0 $5,800 $0 $0 $5,800
8 65% Plans, Specifications, and Cost Estimates $35,844 $15,000 $1,050 $51,894 $26,788 $10,408 $1,041 $38,237 $90,131 9 95% Plans, Specifications, and Cost Estimates $0 $26,788 $11,408 $1,141 $39,337 $39,337 10 100% Plans, Specifications, and Cost Estimates $24,544 $8,000 $560 $33,104 $13,394 $6,004 $600 $1,100 $21,099 $54,203 11 Caltrans Encroachment Permit $3,319 $0 $3,319 $0 $0 $3,319 12 Project Scope Extension $77,710 $42,422 $4,242 $1,100 $125,474 13 Supplemental Engagement $5,799 $34,159 $3,416 $43,374 $43,374 Basic Service Subtotal $70,419 $23,000 $2,606 $1,792 $0 $97,817 $83,509 $76,581 $7,658 $1,100 $168,848 $266,666 Notes: Sanbell combined $153,928
1 Distribution of Hours may vary during the performance of the services Fehr & Peers combined $99,581 Environmental $2,606
Mark-up & Expenses $10,551
Amount Remaining (assume amount paid is 101,447) $266,666 56 of 891
EXHIBIT C
INSURANCE REQUIREMENTS
MINIMUM SCOPE OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 covering CGL on an “occurrence” basis, including products-completed operations, personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if CONSULTANT has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
4. Professional Liability (Errors and Omissions): Insurance appropriate to the CONSULTANT’s profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate
If the CONSULTANT maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
The City, its elected and appointed officials, employees, and agents are to be covered as insureds on the auto policy for liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the CONSULTANT; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the CONSULTANT including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the CONSULTANT’s insurance (at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used).
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Primary Coverage
For any claims related to this contract, the CONSULTANT’s insurance coverage shall be primary insurance as respects the City, its elected and appointed officials, employees, and agents. Any insurance or self-insurance maintained by the City, its elected and appointed officials, employees, or agents shall be excess of the CONSULTANT’s insurance and shall not contribute with it.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City.
Waiver of Subrogation
CONSULTANT hereby grants to City a waiver of any right to subrogation which any insurer of said CONSULTANT may acquire against the City by virtue of the payment of any loss under such insurance. CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the CONSULTANT to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
Verification of Coverage
CONSULTANT shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the CONSULTANT’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements re 58 of 891
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: CONSENT CALENDAR Account Number: 72-4671 File ID: 25-9796 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: April 21, 2025
SUBJECT:
Wastewater Treatment Plant Biosolids Hauling and Disposal – Change Order RECOMMENDATION:
Approve Contract Change Order No. 2 to an agreement with Synagro-WWT, Inc. for wastewater treatment plant biosolids hauling and disposal for an increase of $120,000, resulting in a total contract amount not to exceed $2,044,250; and authorize the Public Works Director to execute the change order in substantially the form presented.
BACKGROUND:
The wastewater treatment process produces biosolids, which are hauled off-site for routine disposal. The Wastewater Treatment Plant (WWTP) biosolids hauling and disposal agreement provides for the removal of an estimated 25,000 tons of biosolids over a period of 36 months. Synagro-WWT, Inc. was awarded the contract to haul the WWTP’s biosolids in accordance with Municipal Code section 3.60.030; a competitive public process was used to obtain bids for this service.
In December 2023, the mixing unit on Digester No. 2 failed. To remove and repair the mixer, it was necessary to remove the digester from service. With one of two digesters offline more biosolids are being produced than usual resulting in unforeseen increased hauling and disposal costs. Change Order No. 1 was executed in May 2024 to cover increased hauling costs for the second year of the three-year agreement increasing the agreement by $100,000 for a revised total agreement cost of $1,924,250. The anticipated return to service of Digester #2 has been delayed requiring increased biosolid hauling throughout the current Fiscal Year. This change order will allow for the increased hauling cost through the end of the third year of the agreement.
BUDGET IMPACT:
Sufficient funds are budgeted in the Wastewater Treatment Plant Operating Budget to issue this change order and increase the contract amount.
ENVIRONMENTAL DETERMINATION:
This biosolids hauling and disposal 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 use. (CEQA Guidelines Section 15301.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Change Order No. 2
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CITY OF SAN MATEO
STAFF CONTACT
Robert Learmonth, Wastewater Treatment Plant Manager
[email protected]
650-522-7386
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C:\inetpub\wwwroot\multitenant\temp\Att 1 - Change Order No.pdf
CITY OF SAN MATEO
PUBLIC WORKS DEPARTMENT
330 WEST 20TH AVENUE
SAN MATEO, CA 94403
(650) 522-7300 CONTRACT CHANGE ORDER 2
PROJECT: WWTP BIOSOLIDS HAULING AND DISPOSAL
TO: SYNAGRO- WWT, INC.
CONTRACT CHANGE ORDER NO. 2 Page 1 of 1
Purchase Order No. PO-0001169 03/21/25
You are hereby directed to make the herein described changes from the plans and specifications or do the following described work not included in the plans and specifications on your contract.
DESCRIPTION OF WORK
The wastewater treatment process produces biosolids, which are hauled off-site for disposal on a routine basis at a cost of $78.90 per wet ton. Synagro-WWT, Inc. was awarded the contract to haul the WWTP’s biosolids in accordance with Municipal Code section 3.60.030, a competitive public process was used to obtain bids for this service.
Approve a change order to an agreement with Synagro-WWT Inc. for wastewater treatment plant biosolids hauling and disposal for an increase of $120,000 resulting in a total contract amount not to exceed $2,044,250.
Total cost of change not to exceed: $120,000
We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for the work above specified, and will accept as full payment therefore the prices shown above.
By reason of this proposed change, ___ days extension of time will be allowed.
Date Accepted:
Contractor: SYNAGRO- WWT, INC.
By:
Title: Contracts Manager
DISTRIBUTION: Purchasing Department, Contractor, Construction Inspector, Project Manager/Project Analyst, Project File
STATEMENT OF ACCOUNT
Original Contract Price $1,824,250
Previous Change Orders $100,000
Total to date $1,924,250
This Change Order $120,000
Revised Contract Price $2,044,250
Date Approved:
By:
Matt Fabry, Director of Public Works
NOTE: This change order is not effective until approved by the Director of Public Works.
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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: 6 Section Name: CONSENT CALENDAR Account Number: 72-4674 File ID: 25-9808 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: April 21, 2025
SUBJECT:
Collection System Construction Management Services for the Clean Water Program – Amendments RECOMMENDATION:
Approve Amendment No. 3 to the professional services agreements with Tanner Pacific, Inc. and Townsend Management, Inc. for as-needed construction management services for the Clean Water Program to increase each agreement amount by $1,000,000 for a revised total agreement amount not to exceed $6,000,000 for each firm and to extend the term of each agreement through January 1, 2027; and authorize the Public Works Director to execute the amendments in substantially the form presented and approve future amendments within the approved updated budget.
BACKGROUND:
The Clean Water Program (CWP) includes improvements to wastewater system capacity, flow management, and inflow and infiltration reduction to comply with regulatory requirements. Construction management services provide as-needed support for the remainder of the CWP Wastewater Treatment Plant (WWTP) and collection system improvement projects, which include various improvements to various WWTP process facilities, new capacity relief sewers, sewer rehabilitations/repairs, and lift station improvements.
On June 21, 2021, City Council approved agreements with Tanner Pacific, Inc. and Townsend Management, Inc. to provide as-needed construction management services for various CWP collection system projects under the CWP. Each agreement was approved for an amount not to exceed $3,000,000 with a term of three years.
On August 15, 2022, City Council approved amendments (Amendment No. 1) to both Tanner Pacific and Townsend Management agreements to include construction management services for WWTP projects with no additional cost to the original agreement amounts, and to extend the term of the agreements from three years to five years to July 2026.
On June 20, 2023, City Council approved amendments (Amendment No. 2) to both Tanner Pacific and Townsend Management agreements to increase each agreement amount by $2,000,000 to $5,000,000 for each firm.
Amending the construction management services agreements to increase each agreement amount will allow for the full inclusion of the CWP’s remaining WWTP and collection system projects.
Staff recommends approval of Amendment No. 3 to extend the agreements with Tanner Pacific and Townsend Management through the anticipated January 1, 2027, completion of the CWP’s planned construction and project closeouts, and to increase each agreement amount by $1,000,000 for a new total agreement amount of $6,000,000 for each firm.
BUDGET IMPACT:
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CITY OF SAN MATEO
There are sufficient funds in the various Clean Water Program capital project budgets available to fund these amendments.
ENVIRONMENTAL DETERMINATION:
The work addressed by this administrative report is being undertaken to support the Clean Water Program. This project is subject to the requirements of the California Environmental Quality Act (CEQA), the general components of which are included as part of the Final Programmatic Environmental Impact Report (Final PEIR) (SCH No. 201532006) that was prepared for the Clean Water Program. The Final PEIR was certified by City Council on June 6, 2016. The City prepared Addenda to the Final PEIR that was approved on July 16, 2018 (Addendum 1) and April 15, 2019 (Addendum 2). This work is within the scope of the Project evaluated in the PEIR and Addendum.
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Amendment No. 3 (Tanner Pacific)
Att 2 - Amendment No. 3 (Townsend Management)
STAFF CONTACT
Laura Webb, Acting Senior Engineer
[email protected]
(650) 522-7322
Thomas Ruark, Project Manager II
[email protected]
650-522-7280
Thomas Williams, Engineering Manager
[email protected]
(650) 522-7307
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AMENDMENT NO. 3 TO THE AGREEMENT
BETWEEN THE CITY OF SAN MATEO AND TANNER PACIFIC, INC.
FOR CLEAN WATER PROGRAM COLLECTION SYSTEM CONSTRUCTION
MANAGEMENT SERVICES
($3,000,000 [Original Amount], $0 [Amendment No. 1], $2,000,000 [Amendment No. 2], $1,000,000 [Amendment No. 3])
WHEREAS, the City of San Mateo (“City”), a municipal corporation of the State of California, and TANNER PACIFIC, INC. (“CONSULTANT”), entered into an Agreement for
CLEAN WATER PROGRAM COLLECTION SYSTEM CONSTRUCTION MANAGEMENT SERVICES (“Agreement”) on July 1, 2021,
WHEREAS, on September 13, 2022, the CITY and CONSULTANT executed Amendment No. 1, extending the scope of the Agreement and the term of the Agreement by two years, for a total Agreement timeline of five years; and WHEREAS, on July 17, 2023, the CITY and CONSULTANT executed Amendment No. 2, increasing the Agreement by $2,000,000, for a total Agreement in the amount of $5,000,000; and
WHEREAS, CITY and CONSULTANT, wish to amend the Agreement to extend the term of this Agreement, and wish to amend the Agreement to increase the Agreement by $1,000,000, for a total Agreement in the amount of $6,000,000.
NOW, THEREFORE, the parties agree as follows:
1. Section 7 – “Term, Progress, and Completion” of the Agreement is amended to read:
“This Agreement shall be valid until January 1, 2027.
It is understood and agreed that time is of the essence of this Agreement.
CITY agrees to exercise due diligence in performing its tasks to implement the CONSULTANT’S timetable.”
2. The first paragraph of Section 8 – “Payment” of the Agreement is amended to read:
“Payment shall be made by the CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performances of the services and any reimbursable expenses set forth in this Agreement, CITY agrees to pay CONSULTANT a fee based on verified time and materials not to exceed $6,000,000. Requests for payments shall be itemized and correspond to the varius items of work described in Exhibit A and shall be based on the rate and cost schedule set forth in Exhibit B.”
3. The remaining terms of the Agreement remain in full force and effect. [SIGNATURES ON THE FOLLOWING PAGE]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and TANNER PACIFIC, INC. have executed this Amendment No. 3 on _______________.
CITY OF SAN MATEO CONSULTANT
Tanner Pacific, Inc.
Matt Fabry
Public Works Director
Date William Tanner
President
Date
APPROVED AS TO FORM
Linh P. Nguyen
Assistant City Attorney
Date
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AMENDMENT NO. 3 TO THE AGREEMENT
BETWEEN THE CITY OF SAN MATEO AND
TOWNSEND MANAGEMENT, INC.
FOR CLEAN WATER PROGRAM COLLECTION SYSTEM
CONSTRUCTION MANAGEMENT SERVICES
($3,000,000 [Original Amount], $0 [Amendment No. 1], $2,000,000 [Amendment No. 2], $1,000,000 [Amendment No. 3])
WHEREAS, the City of San Mateo (“City”), a municipal corporation of the State of California, and TOWNSEND MANAGEMENT, INC. (“CONSULTANT”), entered into an Agreement for CLEAN WATER PROGRAM COLLECTION SYSTEM CONSTRUCTION MANAGEMENT SERVICES (“Agreement”) on July 9, 2021,
WHEREAS, on September 13, 2022, the CITY and CONSULTANT executed Amendment No. 1, extending the scope of the Agreement and the term of the Agreement by two years, for a total Agreement timeline of five years; and WHEREAS, on July 10, 2023, the CITY and CONSULTANT executed Amendment No. 2, increasing the Agreement by $2,000,000, for a total Agreement in the amount of $5,000,000; and
WHEREAS, City and CONSULTANT, wish to amend the Agreement to extend the term of this Agreement, and wish to amend the Agreement to increase the Agreement by $1,000,000, for a total Agreement in the amount of $6,000,000.
WHEREAS, City and CONSULTANT, wish to amend the Agreement effective July 9, 2021, to increase the payment for professional services.
NOW, THEREFORE, the parties agree as follows:
1. Section 7 – “Term, Progress, and Completion” of the Agreement is amended to read:
“This Agreement shall be valid until January 1, 2027.
It is understood and agreed that time is of the essence of this Agreement.
CITY agrees to exercise due diligence in performing its tasks to implement the CONSULTANT’S timetable.”
2. The first paragraph of Section 8 – “Payment” of the Agreement is amended to read:
“Payment shall be made by the CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performances of the services and any reimbursable expenses set forth in this Agreement, CITY agrees to pay CONSULTANT a fee based on verified time and materials not to exceed $6,000,000. Requests for payments shall be itemized and correspond to the various items of work described in Exhibit A and shall be based on the rate and cost schedule set forth in Exhibit B.”
3. The remaining terms of the Agreement remain in full force and effect. 66 of 891
IN WITNESS WHEREOF, CITY OF SAN MATEO and TOWNSEND MANAGEMENT, INC. have executed this Amendment No. 3 on _______________.
CITY OF SAN MATEO CONSULTANT
Townsend Management, Inc.
Matt Fabry
Public Works Director
Date Zamir Zuraek
President
Date
APPROVED AS TO FORM
Linh P. Nguyen
Assistant City Attorney
Date
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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: CONSENT CALENDAR Account Number: 10-1311 File ID: 25-9830 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Human Resources Department
MEETING DATE: April 21, 2025
SUBJECT:
Human Resources Department Classification Updates, Reallocation, and New Position – Approval RECOMMENDATION:
Adopt a Resolution to approve the 1) job specification revisions for the Deputy Human Resources Director classification; and 2) reallocate the Human Resources Manager position to the revised Deputy Director of Human Resources position.
BACKGROUND:
The current vacant status of the Human Resources (“HR”) Manager position in the Human Resources Department (“Department”) has created an opportunity to assess and restructure the Department to maximize resources and meet its current and future organizational needs.
Deputy Director of HR
The Deputy Director of HR classification was approved by the City Council in 2004; however, the position was eliminated on November 15, 2021. As a result, there has been a lack of day-to-day coordination and support in policy and program development in the Department. The Deputy Director of HR will assist in the administration, planning, and coordination of the operations of major functional areas in the HR Department, including continuous improvement, negotiations, and dayto-day supervision. Furthermore, this position will assist the HR Director in performing high-level administrative management functions creating capacity to support organizational development and help develop a strong work culture of engagement, collaboration, and continuous development. This is essential for fostering professional growth, improving workplace morale and retention, and enhancing overall performance. The job classification for the Deputy Director of HR has been updated to reflect the current duties and responsibilities (Attachment 1 - Exhibit A).
Based on the needs assessment conducted in late 2024, the HR Department will be prioritizing and implementing recommendations to enhance HR services and programs. These recommendations fall under the following three (3) categories: (1) structure and staffing, (2) program evaluation and implementation, and (3) policies and procedures. These recommendations include modernizing practices, streamlining processes, and developing HR programs, policies, and procedures in alignment with the goals and initiatives of the City of San Mateo. The Deputy Director of HR will assist with the evaluation and implementation of these recommendations and initiatives.
To ensure these recommendations are implemented successfully, it is essential for the HR Department to have the appropriate organizational structure and staffing levels. These recommendations, if carried out effectively, will have a farreaching positive impact on the City of San Mateo, benefiting both the workforce and the community we serve.
To support the transformation of the Department, the City Manager recommends: 1) updating the job specification for the Deputy Director of HR, and 2) reallocating the HR Manager (job code 2108) position to Deputy Director of HR (job code 2099) position.
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CITY OF SAN MATEO
BUDGET IMPACT:
The reallocation of the HR Manager position to the updated Deputy Director of HR position will result in an annual increase to the General Fund of approximately $82,000. The FY 24-25 operating budget can absorb the increase for this fiscal year and the Deputy Director of HR position will be incorporated into future budgets.
ENVIRONMENTAL DETERMINATION:
These classification updates are not subject to CEQA, because they will not cause a physical change in the environment. (CEQA Guidelines Section 15378(b)(4).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Exhibit A – Job Specification
Exhibit B – Merit Salary Schedule
Att 2 – Job Specification with Tracked Changes
STAFF CONTACT
Aracelia G. Esparza, Human Resources Director
[email protected]
650.522.7260
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CITY OF SAN MATEO
RESOLUTION NO. __ (2025)
APPROVING THE CLASSIFICATION UPDATES IN THE DEPARTMENT OF HUMAN RESOURCES WHEREAS, pursuant to the San Mateo Municipal Code Section 2.57.030(d), approval of new classifications and related job specifications, salary schedules, compensation changes, elimination or reinstatement of positions, reallocation of positions, reclassifications, and revisions of job specifications must be approved by City Council Resolution; and
WHEREAS, the proposed updates as detailed below will provide increased coverage of the dayto-day coordination and support in policy and program development, assist in the administration, planning and coordination of the operations of major functional areas, and support the Director in performing high-level administrative management functions in the Human Resources Department; and WHEREAS, the proposed job specification and salary range for the classification of Deputy Director of Human Resources are attached hereto as Exhibits A and B, and incorporated by reference; and
WHEREAS, the employee association representing the impacted classification has been informed of the proposed classification updates and has not brought forth any objections or concerns.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. The classification updates are not subject to California Environmental Quality Act (CEQA Guidelines Section 15061(b)(3)) because it can be seen with certainty that they will not cause a physical change in the environment; and
2. The reallocation of the vacant Human Resources Manager to Deputy Director of Human Resources; and
3. The job specification and salary range for the classification of Deputy Director of Human Resources attached hereto as Exhibits A and B, are approved. 70 of 891
Exhibit A
DEPUTY DIRECTOR OF HUMAN RESOURCES
DEFINITION
Under general direction, assists the Human Resources Director in the administration, planning, and coordination of the operations of major functional areas of the Human Resources Department; coordinates assigned activities with other City departments, divisions, and outside agencies; and provides highly responsible and complex administrative support to the Human Resources Director.
DISTINGUISHING CHARACTERISTICS
The Deputy Director of Human Resources is a single classification and reports to the Director of Human Resources. This position is distinguished from the Senior Human Resources Analyst classification in that the Deputy Director of Human Resources performs high-level administrative management functions in supporting the HR Director in policy and program development. Whereas the Senior Human Resources Analyst performs a wide variety of administrative, analytical, and coordination of day-to-day duties in support of the human resources services and programs. The Deputy Director of Human Resources classification is distinguished from the Director of Human Resources in that the latter has overall administrative oversight, which includes reviewing and developing policies and priorities with respect to human resources programs and services.
SUPERVISION EXERCISED
Exercises direct supervision over professional staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES –Duties may include, but are not limited to, the following:
Assist in the development, implementation, and evaluation of departmental policies, procedures, goals, objectives, and priorities for each assigned service area.
Assist in monitoring and evaluating the efficiency and effectiveness of human resources services and programs, processes, and practices. Assess and monitor workload, staffing levels, and resources. Identify opportunities for improvement.
Conduct a variety of organizational and operational studies and investigations, and make recommendations.
Coordinate activities between major departmental divisions and/or sections to ensure efficiency and effectiveness of departmental operations.
Assist in planning, directing, and coordinating the Human Resources Department's work plan. 71 of 891
Serve as an active member of the City’s negotiation team as assigned.
Represent the Human Resources Department in meetings with other City departments, elected officials and outside agencies; explain and interpret Human Resources Department programs, policies, and activities; negotiate and resolve sensitive, significant and controversial issues; and provide advice and assistance to management staff regarding personnel matters.
Assist in ensuring compliance with policies, contracts, Federal, State and local human resources management regulations; review and analyze reports, legislation, court cases, and related personnel matters.
Act as liaison with regulatory agencies to address formal complaints of harassment and discrimination; and prepare reports and documents as required.
Select, supervise, train, motivate and evaluate assigned personnel; develop and implement action plans to address work deficiencies.
Provide consultation to departmental managers on a variety of human resources matters; discuss organizational problems, develop alternatives and strategies for dealing with those problems; and assist in implementation of solutions, as necessary.
Assist in the development and administration of the Human Resources Department budget, including the forecast of additional funds needed for staffing, equipment, materials, and supplies.
Assist in monitoring and approving expenditures.
Assist with coordinating Human Resources Department activities with those of other departments, divisions and outside agencies and organizations; provide staff assistance to the Human Resources Director, City Manager, and City Council; prepare and present staff reports and other necessary correspondence.
Research, collect, compile, and analyze information from various sources on a variety of specialized human resources topics; prepare comprehensive technical records, reports, and summaries to present and interpret data, identify alternatives, and make and justify recommendations.
Assist in the development and revisions of City policies, procedures, and programs.
Assist in monitoring legislation and analyzing proposed legislation to determine impact on human resources operations and programs.
Prepare and direct the preparation of a variety of written correspondence, reports, procedures, and other written materials.
Serve as a liaison with employees, public and private organizations, community groups, and other organizations; provide information and assistance regarding human resources programs and services; receive and respond to complaints and questions relating to human resources; review problems and recommend corrective actions.
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Participate on a variety of committees and task forces; attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of human resources and benefits.
Assume responsibility for the department's operations in the absence of the Director of Human Resources, and as needed. Represents the Director of Human Resources in a variety of meetings and committees.
Perform other related duties and responsibilities as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
Principles, practices, and techniques of human resources in a public agency setting, including recruitment, selection, equal employment opportunity, and onboarding; classification and compensation; benefit and compensation analysis and administration; workers’ compensation and safety; disability laws and leaves; employee development and workforce planning; and employee and labor relations, including the interpretation of laws, regulations, policies, and procedures
Principles and practices of public sector labor relations, including effective negotiation techniques, grievance resolution methods, and progressive discipline Practices of researching programmatic challenges, evaluating alternatives, making sound recommendations, and preparing and presenting effective staff reports Applicable Federal, State and local laws, rules, and regulations Administrative principles and practices, including goal setting, program development, implementation, and evaluation
Principles and practices of budget development, administration, and accountability Organization and supervisory principles, practices, and techniques Organization and management practices as applied to the analysis and evaluation of human resources programs, policies, and operational needs
Principles and practices of project management, program development, and administration Principles and practices of budget preparation and administration Ability to:
Provide professional leadership and direction
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Develop, implement, and administer goals, objectives, and procedures for providing effective and efficient human resources programs and services Interpret, apply, and explain complex laws, codes, regulations, and ordinances Plan, organize, direct, and coordinate
Problem-solve confidential, complex and sensitive issues Research, analyze, and make recommendations
Prepare clear, concise, and accurate written documents and reports Maintain attention to details and accuracy while meeting critical deadlines Interpret and apply Federal, State, and local laws, rules, and regulations Make sound and independent decisions in day-to-day activities and in emergency situations Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs
Communicate clearly and concisely, both orally and in writing Make presentations to a variety of audiences, including executives, elected officials, and the community
Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work
EXPERIENCE AND TRAINING GUIDELINES
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Experience:
Five (5) years of increasingly responsible professional human resources management experience in the public sector, including three (3) years of supervisory experience.
Education:
A bachelor’s degree from an accredited college or university with major course work in business administration, public administration, human resources, or closely related field. A master’s degree is desirable.
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Special Requirements:
Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment; ability to travel to different sites and locations; ability to make effective presentations to public audiences; conduct City business during day and evening hours, including occasional weekend and irregular hours.
ADOPTED CC: 10-18-04
REVISED CC: 06-15-20, 04-21-25
FORMER TITLES: ASSISTANT HUMAN RESOURCES DIRECTOR
BARGAINING UNIT: DEPUTY DIRECTORS UNIT
FLSA: EXEMPT
PERF. APPRAISAL: MANAGEMENT
DOT: NO
PRE APPT-MEDICAL: NO
SAFETY SENSITIVE: NO
FORM 700: YES
JOB CODE: 2099
ABOLISHED:
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Exhibit B
City of San Mateo – Merit Salary Schedule for Adoption by Council on April 21, 2025 Steps Hourly Biweekly Monthly Annual
Step 1 88.10 7048.00 15,270.37 183,248.00
Step 2 92.50 7400.00 16,033.03 192,400.00
Step 3 97.11 7768.80 16,832.08 201,988.80
Deputy Director of Human Resources (job code 2099)
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DEPUTY DIRECTOR OF HUMAN RESOURCES DIRECTOR
DEFINITION
Under general direction, assists the Human Resources Director in the administration, planning, and coordination of the operations of major functional areas of the Human Resources Department; to assist in planning, directing, managing, and overseeing the activities and operations of the Human Resources Department; to coordinates assigned activities with other City departments, divisions, and outside agencies; and to provides highly responsible and complex administrative support to the Human Resources Director.
DISTINGUISHING CHARACTERISTICS
The Deputy Director of Human Resources is a single classification and reports to the Director of Human Resources. This position is distinguished from the Senior Human Resources Analyst classification in that the Deputy Director of Human Resources performs high-level administrative management functions in supporting the HR Director in policy and program development. Whereas the Senior Human Resources Analyst performs a wide variety of administrative, analytical, and coordination of day-to-day duties in support of the human resources services and programs. The Deputy Director of Human Resources classification is distinguished from the Director of Human Resources in that the latter has overall administrative oversight, which includes reviewing and developing policies and priorities with respect to human resources programs and services.
SUPERVISION EXERCISED
Exercises direct supervision over professional staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES –Duties may include, but are not limited to, the following:
Assist in managing the development, and implementation, and evaluation of Human Resources Depardepartmental policies, procedures, goals, objectives, policies, and priorities for each assigned service area.
Assist in monitoring and evaluating the efficiency and effectiveness of human resources services and programs, processes, and practices. Assess and monitor workload, staffing levels, and resources.
Identify opportunities for improvement.
Conduct a variety of organizational and operational studies and investigations, and make recommendations.
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City of San Mateo
Deputy Human Resources Director
Coordinate activities between major departmental divisions and/or sections to ensure efficiency and effectiveness of departmental operations.
Assist in planning, directing, and coordinating the Human Resources Department's work plan.
Serve as an active member of the City’s negotiation team as assigned.
Represent the Human Resources Department in meetings with to other City departments, elected officials and outside agencies; explain and interpret Human Resources Department programs, policies, and activities; negotiate and resolve sensitive, significant and controversial issues; and provide advice and assistance to management staff regarding personnel matters.
Assist in ensuring compliance with policies, contracts, Federal, State and local human resources management regulations; review and analyze reports, legislation, court cases, and related personnel matters.
Act as liaison with regulatory agencies to address formal complaints of harassment and discrimination; and prepare reports and documents as required.
Select, supervise, train, motivate and evaluate Human Resources Departmentassigned personnel; provide or coordinate staff trainingdevelop and implement action plans to address ; work with employees to correct deficiencies.
Provide consultation to departmental managers on a variety of human resources matters; discuss organizational problems, develop alternatives and strategies for dealing with those problems; and assist in implementation of solutions, as necessary.; meet with staff to identify and resolve problems; assign projects; review and evaluate work methods and procedures.
Assist in the development and administration of the Human Resources Department budget, including the forecast of additional funds needed for staffing, equipment, materials, and supplies. Assist in monitoring and approving expenditures.
Assist with coordinating Human Resources Department activities with those of other departments, divisions and outside agencies and organizations; provide staff assistance to the Human Resources Director, City Manager, and City Council; prepare and present staff reports and other necessary correspondence.
Research, collect, compile, and analyze information from various sources on a variety of specialized human resources topics; prepare comprehensive technical records, reports, and summaries to present and interpret data, identify alternatives, and make and justify recommendations.
Assist in the development and revisions of City policies, procedures, and programs. 78 of 891
City of San Mateo
Deputy Human Resources Director
Assist in monitoring legislation and analyzing proposed legislation to determine impact on human resources operations and programs.
Prepare and direct the preparation of a variety of written correspondence, reports, procedures, and other written materials.
Serve as a liaison with employees, public and private organizations, community groups, and other organizations; provide information and assistance regarding human resources programs and services; receive and respond to complaints and questions relating to human resources; review problems and recommend corrective actions.
Participate on a variety of committees and task forces; attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of human resources and benefits.
Assume responsibility for the department's operations in the absence of the Director of Human Resources, and as needed. Represents the Director of Human Resources in a variety of meetings and committees.
Perform other related duties and responsibilities as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
Principles, practices, and techniques of human resources in a public agency setting, including recruitment, selection, equal employment opportunity, and onboarding; classification and compensation; benefit and compensation analysis and administration; workers’ compensation and safety; disability laws and leaves; employee development and workforce planning; and employee and labor relations, including the interpretation of laws, regulations, policies, and procedures
Principles and practices of public sector labor relations, including effective negotiation techniques, grievance resolution methods, and progressive discipline Practices of researching programmatic challenges, evaluating alternatives, making sound recommendations, and preparing and presenting effective staff reports Applicable Federal, State and local laws, rules, and regulations Administrative principles and practices, including goal setting, program development, implementation, and evaluation
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City of San Mateo
Deputy Human Resources Director
Principles and practices of budget development, administration, and accountability Organization and supervisory principles, practices, and techniques Operational characteristics, services and activities of a comprehensive human resources and benefits program.
Organization and management practices as applied to the analysis and evaluation of human resources programs, policies, and operational needs
Modern and complexPrinciples and practices of project management, human resources program development, and administration
Principles of participative leadership and supervision.
Principles and practices of collective bargaining and labor relations.
Principles and practices of workers’ compensation and safety programs.
Techniques of recruiting, interviewing, and selecting applicants for employment.
Benefits administration principles and concepts.
Principles and practices of Project management principles and concepts.
Principles and concepts of job evaluation, job analysis, and compensation.
Principles and methods of employee development and workforce planning.
Principles and practices of budget preparation and administration and administration Pertinent Federal, State, and local laws, codes and regulations.
Skill to:
Operate modern office equipment including computer equipment and software.
Conduct mathematical and statistical computations.
Ability to:
PProvide professional leadership and direction for the Human Resources Department.
Develop, implement, and administer goals, objectives, and procedures for providing effective and efficient human resources programs and services.
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City of San Mateo
Deputy Human Resources Director
Interpret, apply, and explain complex laws, codes, regulations, and ordinances Plan, organize, direct, and coordinate the work of professional and technical personnel, delegate authority and responsibility.
Select, supervise, train and evaluate staff.
Effectively identify and respond to customers’ concerns and needs.
Problem-solve confidential, complex and sensitive issues Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of Human Resources goals.
Research, analyze, and make recommendationsevaluate new service delivery methods, procedures, and techniques.
Formulate and administer human resources policies, practices, and procedures.
Prepare and administer complex budgets; allocate limited resources in a cost-effective manner.
Prepare clear, and concise, and accurate administrative and Human Resources written documents and reports.
Maintain attention to details and accuracy while meeting critical deadlines Interpret and apply Federal, State, and local laws, rules, and regulations.
Make sound and independent decisions in day-to-day activities and in emergency situations Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
Communicate clearly and concisely, both orally and in writing.
Make presentations to a variety of audiences, including executives, elected officials, and the community
Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
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City of San Mateo
Deputy Human Resources Director
EXPERIENCE AND TRAINING GUIDELINES
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Experience:
Five (5) years of increasingly responsible professional human resources management experience in the public sector, including three (3) years of management supervisory experienceresponsibilities.
Education:
A bachelor’s degree from an accredited college or university with major course work in business administration, public administration, human resources, or closely related field. A master’s degree is desirable.
Training:
Equivalent to a Bachelor's degree from an accredited college or university with major course work in human resources, public administration, business administration or a related field. A Master’s degree is desirable.
License or Certificate:
Possession of, or ability to obtain, an appropriate, valid driver's license.
Special Requirements:
Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment; ability to travel to different sites and locations; ability to .make effective presentations to public audiences; conduct City business during day and evening hours, including occasional weekend and irregular hours.
ADOPTED CC: 10-18-04
REVISED CC: 06-15-20
FORMER TITLES: ASSISTANT HUMAN RESOURCES DIRECTOR
BARGAINING UNIT: DEPUTY DIRECTORS UNIT
FLSA: EXEMPT
PERF. APPRAISAL: MANAGEMENT
DOT: NO
PRE APPT-MEDICAL: NO
SAFETY SENSITIVE: NO
FORM 700: YES
JOB CODE: 2099
ABOLISHED:
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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: CONSENT CALENDAR Account Number: 72-4675 File ID: 25-9836 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: April 21, 2025
SUBJECT:
Sewer System Management Plan - Update and Recertification RECOMMENDATION:
Adopt a Resolution to recertify the 2025 update of the Sewer System Management Plan.
BACKGROUND:
On December 6, 2022, the State Water Resources Control Board (SWRCB) adopted the General Waste Discharge Requirements for Sanitary Sewer System, Water Quality No. 2022-0103-DWQ (Sanitary Sewer System General Order), to provide a consistent, statewide regulatory approach to address sanitary sewer spills. The Sanitary Sewer System General Order requires public agencies that own or operate sanitary sewer systems to develop and implement a sewer system management plan (SSMP) and report all sanitary sewer spills to the State Water Board’s online California Integrated Water Quality System (CIWQS) Sanitary Sewer System Database.
The Statewide Waste Discharge Requirement (WDR) requires that the City develop and adopt an SSMP with the purpose of providing proper and efficient management, operation, and maintenance of the City’s sanitary sewer system. The Statewide WDR also defines the requirements for Monitoring and Reporting Programs (MRP) for sanitary sewer spills.
Public Works has completed a three-year audit for the period ending May 2, 2024, as part of this compliance. The audit included the submission of an annual report per Statewide WDR Section 5.1, 5.13.2, and Section 3.9, which was submitted April 1, 2025.
The SWRCB has also adopted a new Statewide WDR that supersedes previous orders 2006-0003-DWQ and 2013-0058- EXEC. As part of this regulatory update, agencies must prepare and certify an updated SSMP every six years, with the next update due by May 2, 2025. Staff completed substantial changes to the City’s existing SSMP to align with the latest regulatory standards. The revisions include, but are not limited to, updates to the SSMP goals, update/audit schedules, and asset updates; clear designation of data submitters; contact information of responsible staff; organizational chart updates; communication protocols for spill reporting; legal authority clarifications; data categorization of sewer blockage types; Spill Emergency Response Plan updates; updates to the sewer blockage evaluation program; updates for sewer system evaluation and capacity assessment approaches for capital improvement program development; updates to meet new Adaptive Management requirements to address SSMP implementation effectiveness and improvements; inclusion of audit requirements; and clarification of public communication procedures.
To ensure continued compliance with Statewide General Order 2022-0103-DWQ, staff recommends that the City Council adopt a resolution certifying the 2025 Sanitary Sewer System Management Plan. The City Council approved a resolution in January 2021 that recertified the previous updated SSMP, and staff completed the required new 2025 update to the document, which is now available for review.
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CITY OF SAN MATEO
BUDGET IMPACT:
There are no costs associated with Council adoption of the proposed resolution for recertification of the SSMP.
ENVIRONMENTAL DETERMINATION:
This City Council action certifying the City’s sewer system management plans, as required by the State Water Resources Control Board, is not a project subject to CEQA because it is an administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Proposed Resolution
Att 2 - Draft 2025 Sewer System Management Plan
STAFF CONTACT
Tony Baltodano, Field Maintenance Manager
[email protected]
650-522-7359
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CITY OF SAN MATEO
RESOLUTION NO. ____ (2025)
APPROVING THE RECERTIFICATION OF THE SEWER SYSTEM MANAGEMENT PLAN PURSUANT TO STATE WATER RESOURCES CONTROL BOARD ORDER NO. 2022-0103-DWQ AND AUTHORIZING PROCESSING OF THE
RECERTIFICATION
WHEREAS, the State Water Resources Control Board (SWRCB) adopted Order No. 2022-0103-DWQ, Statewide General Waste Discharge Requirements for Sanitary Sewer Systems (Statewide WDR) on December 6, 2022; and
WHEREAS, all federal and state agencies, municipalities, counties, districts and other public entities that own or operate sanitary sewer systems greater than one mile in length that collect and/or convey untreated or partially treated wastewater to a public-owned treatment facility in the State of California are required to comply with the terms of this Order; and
WHEREAS, the General Waste Discharge Requirements of the Statewide WDR require the City to develop and adopt a Sewer System Management Plan (SSMP) by May 2, 2025, with the purpose of providing proper and efficient management, operation, and maintenance of the City's sanitary sewer system in order to minimize the number and impact of the sanitary sewer systems throughout the State; and WHEREAS, the SSMP must include 11 specific elements and must be adopted by the City Council at a public meeting; and
WHEREAS, the City Council approved a resolution in January 2021 that recertified the previously updated SSMP, and staff have completed the required 2025 update to the 2021 document; and WHEREAS, the updated 2025 SSMP incorporates all requirements of the Statewide WDR and Amended Monitoring and Reporting Program (MRP), and updates contact information for the responsible staff and contractors who would provide spill emergency response.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. This action certifying the City’s sewer system management plans, as required by the State Water Resources Control Board, is not a project subject to CEQA because it is an administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)
2. The recertification of the City's Sewer System Management Plan is approved.
3. The Director of Public Works is authorized to execute documents pertaining to the recertification of the City’s Sewer System Management Plan and to process any associated documentation on behalf of the City of San Mateo in accordance with State Water Resource Control Board guidelines. 85 of 891
SEWER SYSTEM
MANAGEMENT PLAN
City of San Mateo
Public Works Department
Updated May 2025
Prepared by
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TABLE OF CONTENTS
TABLE OF CONTENTS
LIST OF ACRONYMS AND TERMS
ELEMENT 1: SEWER SYSTEM MANAGEMENT PLAN GOAL AND INTRODUCTION i
ii
Introduction
Regulatory Context
1-1
1-2
iii
iv
v
Sewer System Management Plan Update Schedule
Sewer System Asset Overview
Department Organization
1-3
1-3
1-10
ELEMENT 2: ORGANIZATION 2
2.1 2.2
2.3 2.4
2.5 2.6
Responsible Divisions
Department of Public Works Organizational Chart
Personnel and Responsibility
Chain of Communication for Spill Reporting
Emergency Contact Personnel
Appendix 2 – Supporting Documents for Element 2
2-1
2-2
2-7
2-10
2-11
2-12
ELEMENT 3: LEGAL AUTHORITY
3.1 3.2
General 3-1
3-1
3-1
3-2
3-2
3-3
3-3
3-3
3-3
3-5
3-5
Sewer Use Code Required Elements
i. Prevent Illicit Discharges
ii. Collaborate with Storm Sewer Agencies
iii. Require Proper Design, Construction, and Maintenance iv. Ensure Access for Maintenance, Inspection, and Repairs v. Enforce Violations of Sewer Ordinances & Collect Penalties vi. Obtain Easement Accessibility Agreements
Ownership and Maintenance of Sewers
Sewer Use Fees
3.3 3.4
3.5 Appendix 3 – Supporting Documents for Element 3
3.1 3.2
3.3 3.4
3.5 Estero Municipal Improvement District Agreement
1989 Town of Hillsborough, CSCSD, County of San Mateo Sewer Agreement 2022 Town of Hillsborough Capital Cost Agreement
2024 CSCSD and County of San Mateo Capital Cost Agreement City of Belmont Agreement
ELEMENT 4: OPERATIONS AND MAINTENANCE PROGRAM 4
4.1 Collection System Maps and Information
4.1.1 Information Management
4.1.1.i. Utility Underground Maps
4-1
4-1
4-1
4-1
4-2
4-3
4-3
4-3
4-4
4-7
4-7
4-8
4.1.1.ii GIS Computer Mapping Program
4.1.1.iii CMMS Cartegraph
4.1.2 Map Update and Maintenance Procedures
Preventive Operation and Maintenance
4.2.1 Overview
4.2.2 Citywide Routine Sewer Cleaning and CWP Cleaning and CCTV
4.2.3 Target Cleaning of Problem Areas
4.2.4 Cleaning Procedures
4.2 4.2.5 Collection System Performance
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4.3 Rehabilitation and Replacement Plan 4-8
4-8
4-9
4.3.1 Condition Assessment And Inspection
4.3.2 Prioritization Of Repair and Rehabilitation
4.3.3 Five Year Rehabilitation And Replacement Program
Pump Station Maintenance
Private Lateral Cost Sharing Program
Sewer Maintenance Staff Training
4-9
4.4 4.5
4.6 4.7
4-10
4-11
4-12
Appendix 4 – Supporting Documents for Element 4 4-13
4.1 4.2
4.3 4.4
4.5 4.6
4.7 4.8
CCTV Standards
Sewer Pipe Cleaning Standard Operating Procedures
Pumpstations Maintenance and Equipment
Sewer Maintenance Crew Training
Manhole Inspection Program
“Hot-Spots” & Leak Detection Program
Sewer Maintenance Dedicated Equipment and Personnel
Collection System Maps and Information
4.8.A.i Underground Utilities Map Page
4.8.A.ii Sewer Pumpstations and Trunklines Map
4.8.A.iii Sewer Collection System Pipe Sizes
4.8.A.iv Sewer Collection System Terrain Map
4.8.A.v Sewer Collection System Basin Map
4.8.A.vi Sewer Collection System Subbasin Map
4.8.A.vii Sewer Collection System Cleaning Areas Map (Current Snapshot)
4.8.A.viii Sewer District Cleaning Schedule Maps (Current Snapshot)
4.8.A.ix Sewer Root Foaming Schedule Map
ELEMENT 5: DESIGN AND PERFORMANCE PROVISIONS
5.1 5.2
5.3 Standards for Installation, Rehabilitation, and Repair Standards for Inspection & Testing of New, Rehabilitated, and Repaired Facilities Appendix 5 – Supporting Documents for Element 5
5-1
5-1
5-1
ELEMENT 6: OVERFLOW AND EMERGENCY RESPONSE PLAN
6.1 6.2
6.3 Purpose
Statewide WDR Requirement
Spill Categories
6-1
6-1
6-3
6.4 Incident Notification 6-5
6.5 Role of Responders 6-7
6.6 6.7
Designated Emergency Responders
Spill Response Equipment
6-7
6-8
6.8 Field Procedures 6-8
6.9 Sewage Estimation
Water Quality Sampling and Analysis
Spill Technical Report
Spill Response Within Private Property
Investigation and Documentation Procedure
Post-Spill Analysis
6-10
6-10
6-12
6-13
6-15
6-15
6-17
6-17
6-18
6-18
6-19
6-19
6.10 6.11
6.12 6.13
6.14 6.15 Documentation
6.15.1 Spill Event Complaints
6.15.2 Recordkeeping of Category 4 Spills
6.15.3 Recordkeeping for Total Annual Spill Information
6.15.4 Sewer System Telemetry Records
6.15.5 Sewer System Management Plan Implementation Records Last Update: May 2025 City of San Mateo SSMP
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6.15.6 Audit Records
6.15.7 Equipment Records (List)
6.15.8 Work Orders
6.15.9 Spill Specific Monitoring (Documentation)
Regulatory Reporting
6.16.1 Multiple Appearance Points – Single Spill
6.16.2 2-Hour Notification to Regulatory Agencies of Spills
6.16.3 Notification of Spill Report Updates
6.16.4 Detailed Reporting Requirements
6.16.5 CIWQS Not Available
6.16.6 Amending Spill Reports
6.16.7 CIWQS – Electronic Reporting to State Water Board Spill Response Training
6-19
6-19
6-19
6-19
6-20
6-25
6-25
6-26
6-26
6-30
6-31
6-31
6-33
6-33
6-33
6-33
6-33
6.16 6.17
6.18 6.19
6.20 6.21
Initial and Annual Refresher Training
Spill Response Drills
Spill Training Record Keeping
Appendix 6 – Supporting Documents for Element 6
6.1 6.2
6.3 6.4
6.5 6.6
6.7 Contingency Equipment
Spill Field Procedures
Investigation and Documentation Forms
Spill Calculation and Estimation
Signage and Posting Procedures
Water Quality Monitoring Program
Spill Technical Report Template
ELEMENT 7: SEWER PIPE BLOCKAGE CONTROL PROGRAM
7.1 7.2
7.3 7.4
7.5 7.6
7.7 Background
Public Education Outreach
FOG Disposal
7-1
7-2
7-3
7-3
7-5
7-5
7-6
7-6
7-7
7-7
7-8
Legal Authority
Grease Removal Device Requirements
Best Management Practices
Inspection and Enforcement Procedures
7.7.1 Inspection
7.7.2 Enforcement Actions
Service Area FOG Evaluation
Appendix 7 – Supporting Documents for Element 7
7.8 7.9
7.1.A Outreach Materials (commercial & residential)
7.1.B Waste Discharge Permit (WDP)
7.1.C WDP Standard Terms, Conditions & Requirements
7.1.D Best Management Practices for Food Services Facilities
7.1.E Pretreatment System Maintenance Log
7.1.F Waste Discharge Permits Q & A’s
7.1.G Inspection Form – Food Service Facility
7.1.H Preventative Maintenance: FOG Hot Spots (Schedule and Map)
7.1.I List of FSEs and Grease Removal Device Cleaning Frequency ELEMENT 8: SYSTEM EVALUATION AND CAPACITY ASSURANCE PLAN 8
8.1 8.2
Background 8-1
Project Drivers and Capacity Assessment Criteria 8-2
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8.3 8.4
8.5 System Evaluation and Capacity Assessment
Capital Improvement Program Budget And Schedule
Appendix 8 – Supporting Documents for Element 8
8-3
8-3
8-3
ELEMENT 9: MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS
9.1 9.2
9.3 9.4
9.5 Adaptive Management
Data Collection
Data Reporting
Sanitary Sewer Spills
9-1
9-2
9-3
9-3
Appendix 9 – Supporting Documents for Element 9 9-5
ELEMENT 10: SSMP PROGRAM AUDITS
10.1 10.2
Summary 10-1
Appendix 10 – Supporting Documents for Element 10 10-2
10.1 10.2
10.3 SSMP Change Log
SSMP Audit Blank Form
Recent SSMP Audit Report
ELEMENT 11: COMMUNICATION PROGRAM
11.1 11.2
11.3 11.4
11.5 Sewer Fees and Sewer Fund 11-1
11-1
11-2
11-2
11-2
Private Sewer Lateral Cost Sharing Program
Sewer Maintenance Public Outreach
FOG Program Outreach
Appendix 11 – Supporting Documents for Element 11
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City of San Mateo
Public Works Department
Environmental Services Division ACRONYMS AND TERMS
LIST OF ACRONYMS
CCTV
CIP
Closed-Circuit Television
Capital Improvement Plan
CITY City of San Mateo
CIWQS
CMMS
CWP
DPW
EHS
California Integrated Water Quality System
Computerized Maintenance Management System
Clean Water Program
Department of Public Works
Environmental Health Services
Estero Municipal Improvement District
Fats, Oils and Grease
EMID
FOG
FSE Food Service Establishments
GIS Geographical Information System
GPM Gallons per Minute
GWDR
I&I
Statewide General Waste Discharge Requirements
Inflow & Infiltration
LRO Legally Responsible Official
NASSCO
NPDES
SERP
OES
National Association of Sewer System Companies
National Pollution Discharge Elimination System
Spill Emergency Response Plan
California Office of Emergency Services (Previously Cal-EMA) Pipeline Assessment and Certification Program
Preventive Maintenance
PACP
PM
PPE Personal Protective Equipment
RWQCB
SSMP
Spill
Regional Water Quality Control Board
Sewer System Management Plan
Sanitary Sewer Spill
SPB Sewer Pipe Blockage
SWRCB
WDR
WWTP
State Water Resources Control Board
General Waste Discharge Requirements, also called the Statewide WDR Wastewater Treatment Plant
Last Update: May, 2025 City of San Mateo SSMP
ACRONYMS AND TERMS
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Environmental Services Division ACRONYMS AND TERMS
LIST OF TERMS
Blockage – An object that partially or fully hinders flow through a sewer pipeline. The blockage can be caused by debris in the sewer, grease buildup, root intrusion, or a partial or full collapse of the pipeline. Also known as a stoppage.
California Integrated Water Quality System (CIWQS) – A computer system used by the State and Regional Water Quality Control Boards to track information about SSOs, among other information. CIWQS is the tool used for online submittal of SSO details, which are then made available to the public. Website: http://www.swrcb.ca.gov/ciwqs/ Enrollee – The legal public entity that owns a sanitary sewer system, as defined by the Statewide WDR. Also known as a sewer system agency or wastewater collection system agency.
FOG Control Program –Program implemented at the discretion of the agency, based on the identified causes of sewer overflows, to reduce the discharge of fats, oils and grease into the sewer system.
Geographic Information System (GIS) – A database linked with mapping that records sewer system information. The GIS database could include sewer features such as pipe location, diameter, material, condition, or last date cleaned or repaired. GIS maps also typically contain base information such as streets and parcels.
Infiltration – The seepage of groundwater into a sewer system, including from service connections. Seepage frequently occurs through defective or cracked pipes, pipe joints, connections or manhole walls and joints.
Inflow – Water discharged into a sewer system from such sources as roof leaders, cellars, yard and area drains, foundation drains, through holes in manhole covers, cross connections from the storm system or street wash waters. Inflow differs from infiltration in that it is a direct discharge into the sewer rather than a leak through defects in the sewer.
Lateral or Private Lateral – The privately-owned sewer pipeline that conveys wastewater from the premises of a user to the City’s sewer system. The upper lateral extends from the building to property line (or easement line). The lower lateral extends from the property or easement line to the connection to the City-owned sewer main pipe.
Spill Emergency Response Plan (SERP) – This document identifies measures that are needed to respond to sanitary sewer overflows in a way that maximizes the protection of public health and the environment.
Rehabilitation and Replacement Plan (also referred to as a Capital Improvement Plan) – Identifies and prioritizes system deficiencies and implements short-term and long-term rehabilitation actions to address each deficiency.
San Francisco Bay Regional Water Quality Control Board – Also known as Region 2 or RWQCB. This regulatory agency preserves, enhances and restores the quality of California's water resources, and ensures their proper allocation and efficient use for the benefit of present and future generations. Website:
http://www.waterboards.ca.gov/sanfranciscobay
Spill- A spill is a discharge of sewage from any portion of a sanitary sewer system due to a sanitary sewer system overflow, operational failure, and/or infrastructure failure.
Last Update: May, 2025 City of San Mateo SSMP
ACRONYMS AND TERMS
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Public Works Department
Environmental Services Division ACRONYMS AND TERMS
Exfiltration of sewage is not considered to be a spill under this General Order if the exfiltrated sewage remains in the subsurface and does not reach a surface water of the State.
Sanitary Sewer System – Any system of pipes, pump stations, sewer lines, or other conveyances, upstream of a wastewater treatment plant headworks used to collect and convey wastewater to the wastewater treatment plant.
Sewer System Management Plan (SSMP) – A series of written programs that address how a collection system owner/operator conducts daily business. Each SSMP is unique for an individual discharger. The plan includes provisions to provide proper and efficient management, operation, and maintenance of sanitary sewer systems, while taking into consideration risk management and cost benefit.
State Water Resources Control Board – Also called the State Board. This agency developed and passed the Statewide Waste Discharge Requirements for collection systems and maintains the SSO reporting web site.
System Evaluation and Capacity Assurance Plan – A required component of an agency’s SSMP that provides hydraulic capacity of key sanitary sewer system elements for dry weather peak flow conditions, as well as the appropriate design storm or wet weather event.
Statewide Waste Discharge Requirements – The Statewide General Waste Discharge Requirements for Sanitary Sewer Systems was adopted by the SWCRB in 2006 to provide a structure and guidance for SSMP development. Initially known as Order No. 2006-0003-DWQ, this Order has was replaced in May 2023 by the current order..
Waters of the State – Waters of the State are surface water or groundwater within boundaries of the state as defined in Water Code section 13050(e). They include, but are not limited to, groundwater aquifers, surface waters, saline waters, natural washes and pools, wetlands, sloughs, and estuaries, regardless if flow or water exists during dry conditions. Waters of the State include waters of the United States.
Waters of the United States – Waters of the United States are surface waters or waterbodies that are subject to federal jurisdiction in accordance with the Clean Water Act.
Wastewater Collection System – See Sanitary Sewer System.
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ACRONYMS AND TERMS
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ACRONYMS AND TERMS
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City of San Mateo
Public Works Department
Environmental Services Division GOAL AND INTRODUCTION
ELEMENT 1: SSMP GOAL AND INTRODUCTION
i. INTRODUCTION
The purpose of the City of San Mateo’s Sewer System Management Plan (SSMP) is to provide a plan and schedule to:
• Properly manage, operate, and maintain all parts of the City’s sanitary sewer system
•
•
•
Reduce and prevent sanitary sewer spills
Contain and mitigate spills that do occur
Maintain and improve the condition of the collection system infrastructure in order to provide reliable service into the future
Objectives of City’s Sewer Maintenance Preventative Maintenance Program include:
1. Implement Preventative Maintenance on the collection system to minimize spills.
a. Clean sewer mainlines within the identified required maintenance period b. Continue with scheduled preventative maintenance cleaning of identified sewer mainline target (problem) areas
c. Maintain a video-based sewer collection condition assessment program d. Maintain Root Control Program and conduct root-foaming of identified areas on a rotating basis
e. Refer mainlines with repeat non-scheduled maintenance to engineering for evaluation
f. Conduct appropriate analysis/evaluation of spills utilizing historical maintenance and activity data and records and provide recommendations to reduce future risk
2. Identify collection system blockages and develop strategies to decrease backups.
3. 4.
Mitigate the impact of spills on public health and the environment.
Operate pump stations efficiently and perform required preventive maintenance on equipment at all sanitary sewer pump stations.
5. 6.
Maintain records of the sanitary sewer system and respond to inquiries.
Assist with the development of a capital improvement program directed at maintaining the current sewer assets, improving system reliability and providing adequate future capacity.
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7. Be available and responsive to the needs of the public and work cooperatively with local, state, and federal agencies to reduce, mitigate impacts of, and properly report spills.
ii. REGULATORY CONTEXT
This SSMP has been prepared by City of San Mateo Department of Public Works staff in compliance with requirements of the San Francisco Bay Regional Water Quality Control Board (RWQCB) and State Water Resources Control Board (SWRCB) pursuant to Section 13267 of the California Water Code.
The SSMP is intended to meet the requirements of the Statewide General Waste Discharge Requirements General Order for Sanitary Sewers (GWDR), Order No. 2022- 0103-DWQ.
The SSMP provides a general description of the City’s sewer system management program and discusses SSMP implementation and updates. Per the GWDR, this SSMP has been adopted by City Council, uploaded to the California Integrated Water Quality System (CIWQS), and posted on the City’s website on or prior to May 2, 2025.
The SSMP includes eleven elements as listed below. Each of these elements forms a section of this document.
SSMP ELEMENTS
1. SSMP Goal and Introduction.
2. Organization
3. Legal Authority
4. Operations and Maintenance Program
5. Design and Performance Provisions
6. Spill Emergency Response Plan
7. Sewer Pipe Blockage Control Program
8. System Evaluation, Capacity Assurance, and Capital Improvements
9. Monitoring, Measurement, and Program Modifications
10. Internal Audits
11. Communication Program
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Element 1: GOAL AND INTRODUCTION
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iii. SEWER SYSTEM MANAGEMENT PLAN UPDATE SCHEDULE
Table iii.1 presents a schedule for Plan updates, including the schedule for conducting internal audits. The schedule includes milestones for incorporation of activities addressing prevention of sewer spills.
Table iii.1. SSMP – Required Elements and Dates of Original Submittal/Adopted SSMP Update
REQUIRED DATE OF
SUBMITTAL
ACTUAL COMPLETION
DATE UPDATE
3-Year SSMP Audit ending
August 2, 2024 February 2, 2025
May 2, 2025
February 2, 2025
May 2, 2025 2025 SSMP Update
including audit findings
3-Year SSMP Audit ending
August 2, 2027 February 2, 2028
May 2, 2028 Incorporation of 8/2/27
audit findings
3-Year SSMP Audit ending
August 2, 2030 February 2, 2031
May 2, 2031 2031 SSMP Update
including audit findings
3-Year SSMP Audit ending
August 2, 2033
Incorporation of 8/2/33
audit findings
February 2, 2034
May 2, 2034
3-Year SSMP Audit ending
August 2, 2036 February 2, 2037
2037 SSMP Update
including audit findings May 2, 2037
iv. SEWER SYSTEM ASSET OVERVIEW
The City of San Mateo (City) is located in San Mateo County at the crossroads of Highway 101 and Highway 92. The City is situated with the City and County of San Francisco to the north, the City of San Jose to the south, and San Francisco Bay to the east. Figure iii.1 shows the City’s service area boundary and sewer assets.1 The City of San Mateo at a glance:
• The San Francisco to San Jose railroad track was completed in 1864 with its first service through San Mateo on October 17, 1863
• The first volunteer fire department was officially organized on March 18, 1889 1 Additional information on the City’s asset maps and computerized maintenance management system, Cartegraph, is included in Element 4, Operations and Maintenance program.
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Element 1: GOAL AND INTRODUCTION
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Environmental Services Division GOAL AND INTRODUCTION
•
•
•
•
The City was incorporated on September 3, 1894
Incorporated area is 13 square miles
The wastewater treatment plant (WWTP) has been operating since 1935 Current population of the City of San Mateo (2020 Census) is 105,661 residents.
The service area includes population outside of the City limits. •
•
The service area is built-out and mostly residential, single and multi-family, with some commercial business areas and a small amount of light industrial uses Temperatures vary from a mean average of 49 degrees Fahrenheit in January to a mean average of 72 degrees Fahrenheit in July. The mean annual rainfall is 13.4 inches.
Figure iii.1. City of San Mateo
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The Department of Public Works (DPW) provides stewardship of the City’s sanitary sewer assets. These include 230 miles of collection system mainlines, 5,789 manholes, 25 sewer lift stations, 11.6 miles of forcemains, and a 15.7 million gallon per day (MGD) WWTP. The system also includes three siphons. The City does not own or operate any private laterals, other than sewer laterals that serve the City’s facilities. The private lateral begins at the building foundation and continues to and includes the connection to the public sewer main. There are no known structures that divert stormwater to the sanitary sewer system.
DPW is responsible for meeting the required level of service, including all permit requirements, in the most cost effective way through engineering, construction, maintenance, operation and rehabilitation of sanitary sewer assets to provide for present and future customers. The City’s sanitary sewer collection system is predominantly made of vitrified clay pipe and the majority of the system was built in the mid-1900s. The collected water is conveyed to the WWTP for treatment and disposal.
The sanitary service area includes the City and receives flow from portions of the Town of Hillsborough, City of Belmont, County of San Mateo, the Crystal Springs Sanitation District, and the Estero Municipal Improvement District (EMID) (Figure iii.2). Sanitary flows from these neighboring agencies and municipalities enter the City’s collection system at the jurisdictional boundaries and are conveyed for treatment at the WWTP. In total, the City handles sanitary flows from a population of 170,000 (2019 estimate). The distribution of service connections is approximately 96 percent residential, 3 percent commercial, 0.6 percent industrial, and 0.4 percent other.
On July 18, 1989, the City entered into a Sanitary Sewage Agreement between the Town of Hillsborough, the Crystal Springs County Sanitation District, and the County of San Mateo, which sets forth the arrangements and relationships regarding the use of the City’s sewage conveyance and treatment facilities. A separate agreement was developed for the City of Belmont. A 2022 Agreement between the City of San Mateo and the Town of Hillsborough establishes capital cost sharing obligations between the parties. A 2024 Agreement between the City of San Mateo, CSCSD, and the County establishes capital cost sharing obligations between the parties. The agreements are included in SSMP Appendix 3.3. The neighboring agencies are responsible for the ownership and maintenance of their sanitary collection systems and pay for the sanitary flows that are discharged into the City’s collection system for conveyance and treatment at the WWTP.
EMID conveys sanitary flows from its collection system directly to the WWTP. The WWTP is a jointly owned facility - approximately 75% is owned by the City and approximately 25% is owned by the EMID. The ownership agreement is through a joint powers agreement (JPA) that is included in the SSMP Appendix as Appendix 3.3.
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Figure iii.2. City of San Mateo Service Area
Sanitary Sewer Collection System Assets
Tables iii.1 through iii.6 provide information about the City’s sewer collection system assets. Some totals may not be exact due to rounding.
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Table iii.1. Size and Distribution of Active Sewers
Forcemain
Length
(feet)
Total
Length
(feet)
Total
Length
(miles)
Gravity Sewer
Length (feet)
Percentage
of Total Pipe Size
UNK 562
1,939
699,496
277,381
67,069
39,133
371
17 1,690
796
579
3,629
0.1 0.7
132.6
53.3 13.7
8.6 2.1
6.9 0.1
6.2 1.4
2.3 2.7
1.7 3.5
1.3 1
0.0%
0.3%
54.9%
22.1%
5.7%
3.6%
0.9%
2.9%
0.0%
2.6%
0.6%
1.0%
1.1%
0.7%
1.4%
0.5%
0.4%
0.4%
0.0%
1.0%
100%
4 6
8 700,292
281,656
72,599
45,264
11,093
36,677
492
4,275
5,530
6,131
10,722
0 10
12 14
15 36,677
16 492 0
18 32,649
0 0 32,649
20 7,205 7,205
4,119
0 21 7,968
14,425
8,837
13,597
4,061
4,520
5,018
120
12,087
14,425
8,837
24 27 0
30 4,797
2,553
548
18,394
33 6,614
36 5,068
39 0 5,018 1
48 0 120 0.02
2.5 241.7
54 (outfall)
Total
Notes:
0 13,109
61,490
13,109
1,214,314 1,275,804
(1) Quantities were taken from City’s GIS maps. Total length shown in this table includes gravity sewer, forcemains, and outfall owned by the City. The outfall total is not included in the total length of gravity collector sewer assets.
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Table iii.2. Distribution of Gravity and Forced Sewers
Percentage of
System (by
length)
4.8 Length
(miles) Pipe Length (feet)
Forced
Gravity
TOTAL
61,490
1,214,314
1,275,804
11.6 230
241.6
95.2 100%
Table iii.3. Distribution of Sewer Mainlines in a Right-of-Way Versus Easement Percentage of
Pipe Length (feet) Length (miles) System (by
length)
Right-of-way 70%
Easement
TOTAL
898,519
377,285
1,275,804
170.2
71.4 241.6
30%
100%
Table iii.4. Breakdown of Sewer Collection System by Age Length
(miles)
Percentage of System Pipe Age Length (feet) (by length) 2020 – present
2000 – 2019
1980 – 1999
1960 – 1979
1940 – 1959
1920 – 1939
1900 – 1919
Unknown
19,743.6
54,275.9
56,323.1
202,453.3
607,668.3
254,788.3
52,791.3
27,760.5
1,275,804
3.7 10.3
10.7 38.3
115.
48.2 9.9
2%
4%
4%
16%
48%
20%
4%
2%
100%
5.3 TOTAL 241.6
Table iii.5. Breakdown of Sewer Collection System by Age & Type, & Pump Stations Length (miles)
Gravity Sewer
2.8 Length (feet)
Gravity Sewer
14,774
Length (feet)
Forcemain
4,969
Number of
Pump Stations
0 Pipe Age
2020 – present
2000 – 2019
1980 - 1999
1960 - 1979
1940 - 1959
1920 - 1939
Before 1919
Unknown
9.6 50,431 3,845
2,227
20,250
11,042
8,195.4
0 5
6 9
4 1
0 0
25 10.2
34.5 113
46.7 10
54,096
182,203
596,626
246,593
52,791.3
3.2 16,799
230
10,962
TOTAL 1,214,314 61,490
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Table iii.6. Sanitary Sewer Pump Station Names and Capacity Est.
Capacity:
Pumps GPM per
Pump
Est. Daily
Capacity
(Gallons w/
One Pump)
Total
Dynamic
Head
Est. Daily
Flow*
(GPD)
#
Station Address
01 Mongini 2005 Pacific
20 Arroyo
3 2
2 2
900
400
50 15
30 90
80 669,600
80,400
10,350
5,400
1,296,000
576,000
72,000
02 Arroyo
03 Parkwood
04 Toyon
1932 Parkwood
1629 Toyon 50 72,000
3796 El Camino
Real 05 38th Ave 2
2 2
1200
1000
750
46 28
36 127,200
26,960
1,728,000
1,440,000
86,000
06 42nd Ave
07 Woodbridge
1 42nd Ave
95 Woodbridge
Circle 123,620
08 Santa Clara 404 Santa Clara
3000 Los Prados
3160 Los Prados
3301 Los Prados
2413 S. Norfolk
2223 Kehoe
3 2
2 2
2 2
2 2
2 2
1000
760
365
250
700
200
200
100
30 45
21 8
720,000
307,800
105,120
63,000
281,000
98,000
24,000
10,800
8,400
1,440,000
1,094,400
525,600
360,000
1,008,000
288,000
288,000
144,000
43,200
09 Los Prados #1
10 Los Prados #2
11 Los Prados #3
12 Flint & Norfolk
13 Kehoe & Kelly
14 Kehoe & Scott
15 2nd & Quebec
16 Chatham East
10.5 15
10 10
13 12
48 2444 Kehoe
203 S. Quebec
205 N. Quebec
17 Mariners Island #1 408 Anchor
635 Mariners
120 16,560 172,800
18 Mariners Island #2 3
2 2
1,400
450
75 32
5 1,044,000 2,016,000 Island
19 Mariners Island #3 894 Neptune 64,800 648,000
Mariners Island
Blvd / W. Cape
1659 Vista Del
20 Mariners Island #4 1000 114,000 1,440,000
21 Mariners Island #5 Mar (1801 M.I.
Blvd)
2 2
300
295
15 109,800
54,870
432,000
424,800
2021 Winward
22 Mariners Island #6 Way (2001
Gateway)
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Est.
Capacity:
Pumps GPM per
Pump
Est. Daily Total
Dynamic
Head
Est. Daily
Flow*
(GPD)
# Capacity
(Gallons w/
One Pump)
Station Address
23 41st Ave 3971 Pacific Blvd 2
5 1851 51
81 230,280 1,728,000
Dale Ave /
Patricia 24 Dale Ave 13,194 8,090,000 19,000,000
584,520 936,000 28th Ave/
Saratoga Dr 25 Bay Meadows 3 650 95
* Estimated Daily flow is based on pump run-times, gpm of station, in dry weather (24 hr period).
The 25 sanitary sewer pump stations are located at various locations in the City to assist in the conveyance of wastewater to the WWTP. Pumps are programmed to alternate between lead and lag mode. Wet well operations are set to limit pump starts and stops and in-line storage of wet weather flows occurs automatically. Power outages occur infrequently and average about four per year. Seven portable generators (exercised under load annually) are assigned specifically to the pump crew for use in power outage situations. There are also nine onsite backup generators that were added during the rehabilitation of nine sanitary sewer pump stations.
Flint & Norfolk, Dale, and Bay Meadows pump stations receive most of the flow from the City’s sewer collection system. The Dale Avenue pump station is operated and maintained by WWTP staff. Flows received by Dale Avenue pump station are delivered to the WWTP via one 30” and one 33” forcemain.
v. DEPARTMENT ORGANIZATION
DPW is comprised of several divisions. The divisions that engage in the updating of the SSMP on an on-going basis include Sewer Engineering, Field Maintenance, Data Management, WWTP, and Regulatory Compliance. Details about the organizational structure can be found in Element 2, “Organization,” of this SSMP.
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SWRCB Waste Discharge Requirement:
The Sewer System Management Plan (SSMP) must identify
• The name of the Legally Responsible Official as required in Section 5.1 of the GWDR;
• The position titles, telephone numbers, and email addresses for management, administrative, and maintenance positions responsible for implementing specific measures in the SSMP elements;
•
•
Organizational lines of authority through an organization chart or similar narrative document; and
The chain of communication for reporting spills, from receipt of a complaint or other information, including the person responsible for reporting spills to the State and Regional Water Board and other agencies if applicable (such as County Health Officer, County Environmental Health Agency, and/or State Office of Emergency Services (OES)).
2.1 RESPONSIBLE DIVISIONS
The DPW has several divisions that are responsible for operating, maintaining, and improving the City’s sewer collection system, which include:
• Sewer Engineering, also known as Clean Water Program (CWP): encompasses the capital improvements to the sanitary sewer collection system and wastewater treatment plant necessary to replace aging infrastructure, provide wet weather capacity assurance, meet current and future regulatory requirements, and align with the City’s sustainability goals.
• Field Maintenance: comprised of specialized programs to maintain the City’s streets, flood control, and sewer collection infrastructure. This division provides repair and maintenance of streets, bridges, sidewalks, bike paths, signs and markings, sewer collection infrastructure, and storm drains; services all traffic signals and street lights; and provides street sweeping services. •
•
Data Management: responsible for the development of the Department’s asset management platform and for building and maintaining the City’s infrastructure database.
WWTP: includes the administration, management, operation, and maintenance of the facility. As a sub-regional facility, the WWTP provides treatment of sanitary sewage from neighboring communities, and is partially owned by Estero Municipal Improvement District. The WWTP protects the public health and water environment of the community by providing high quality wastewater treatment services in compliance with the National Pollutant Discharge Elimination System Last update: May, 2025 2 - 1 City of San Mateo SSMP
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permit, and Stormwater Pollution Prevention Program as required by the State Industrial General Permit (IGP).
• Regulatory Compliance: manages and implements programs and provides compliance oversight to meet all regulatory requirements for wastewater, stormwater, solid waste, and air quality.
2.2 DEPARTMENT OF PUBLIC WORKS (DPW) ORGANIZATIONAL CHART Figure 2-1 on the following page includes DPW’s Organizational Chart as of March 2025.
More information on the City’s organization is included in the 2024-2026 business plan, which can be found here:
https://www.cityofsanmateo.org/DocumentCenter/View/96238/Adopted-Budget_2024- 26_Online
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Management Analyst I/
Deputy Director
Wastewater Treatment
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Data Management
Project Manager I/II
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2.3 PERSONNEL AND RESPONSIBILITY
The following descriptions define the role of the Council and staff as related to the SSMP.
CITY COUNCIL
Establishes policy.
CITY MANAGER
Assists in the development, planning and implementation of goals and objectives related to the overall administrative activities and operations of the City; Administers City policies and procedures. Reports to the City Council.
DIRECTOR OF PUBLIC WORKS, 650-522-7303
Assists in the development, planning and implementation of goals and objectives related to the Public Works Department. Administers Departmental policies and procedures.
Reports to the City Manager.
DEPUTY DIRECTORS OF PUBLIC WORKS
The DPW has two Deputy Directors. Each Deputy Director manages four department divisions, plans O&M strategies, leads staff, allocates resources, and delegates responsibilities; perform and/or manage professional engineering work in the design, investigation, and construction of public works and related projects; acts as project manager in assigned capital projects and does related work as required; participates in the planning, checking, review, and processing of plans; develops revised design and construction standards; and administers and enforces City Codes and standards on engineering projects.
Both Deputy Directors Reports to the Director of Public Works. The divisions assigned to each Deputy Director, along with phone numbers, are as follows:
650-522-7303 manages the Field Maintenance, Regulatory Compliance, Capital Improvement Projects, and Transportation divisions.
650-522-7309 manages Sewer Engineering (Clean Water Program), WWTP, Fleet and Facilities, and Data Management divisions.
FIELD MAINTENANCE MANAGER, 650-522-7359
Manages collection system field operations and maintenance activities, provides relevant information to management; prepares contingency plans. Investigates spills and plans strategy to minimize non-capacity related repeat spills. Responsible for implementing, managing and updating the SSMP. Reports to the Deputy Director of the Field Maintenance Division. Legally Responsible Official.
PUBLIC WORKS SUPERVISOR, SEWER, 650-522-7373
The DPW has two Public Works Sewer Supervisors. Each supervisor recommends and assists in the implementation of program goals and objectives and standard operating Last Update: May, 2025 2 - 7 City of San Mateo SSMP
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procedures. Organizes and supervises crews of skilled and semi-skilled personnel.
Reports to the Field Maintenance Manager.
SEWER MAINTENANCE LEADWORKERS, 650-522-7286
Directs preventative maintenance activities, trains field crews, and prepares and implements contingency plans. Reports to the Public Works Supervisor.
MAINTENANCE WORKERS, 650-522-7300
Operates maintenance equipment and tools. Installs and repairs underground pipes and removes blockages from sewer. Performs routine preventative maintenance on equipment used for sewer operations. Assists pump crew when needed. Performs emergency response on sewer related issues. Reports to the Sewer Leadworker.
PUMP LEAD MECHANIC, 650-477-5681
Directs preventative maintenance activities for pump stations, trains pump mechanics, and prepare contingency plans. Reports to the Public Works Supervisor.
PUMP MECHANIC, 650-522-7356
Responsible for maintenance and operations of the City’s lift stations; implements preventative maintenance at pump stations and provides 24-hour emergency response.
Reports to the Public Works Supervisor.
REGULATORY COMPLIANCE MANAGER, 650-522-7385
Coordinates permits, laws, and regulations related to stormwater management and pretreatment programs; manages FOG program. Reports to the Deputy Director of the Regulatory Compliance Section.
ENGINEERING MANAGER – CLEAN WATER PROGRAM, 650-522-7287 Responsible for planning and overseeing the sewer collection system capital improvements. Participates in the planning, checking, review, and processing of plans.
Develops revised design and construction standards. Enforces City Codes and standards on engineering projects. Reports to the Deputy Director of the Sewer Engineering (Clean Water Program) division.
DATA MANAGEMENT PROJECT MANAGER, 650-522-7312
Responsible for the management of the computerized maintenance management system (CMMS) and ensures sewer maintenance activities are captured electronically in the CMMS. Reports to the Deputy Director of the Data Management division.
Table 2-1 on the following page lists the responsible staff person for each of the SSMP Elements.
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Table 2-1. List of City Staff Responsible for SSMP Elements SSMP Element
I. Goals
Responsible Position
The City Manager leads staff in the implementation of the City’s goals. The Deputy Directors lead their respective divisions in meeting SSMP goals.
II. Organization The Deputy Directors recommend updates to the Public Works Director and City Manager related to the
organizational structure.
III.Legal Authority The City Manager upholds the City Ordinance.
IV.Operations &
Maintenance
The Deputy Directors manage the City’s sewer-related
resources and budget. The Field Maintenance Manager,
under direction of the Deputy Director, manages the
outreach program; prioritizes preventive maintenance;
maintains a current collection system map; and schedules inspections and condition assessments. The Field
Maintenance Manager maintains contingency equipment
and replacement inventories and schedules sewer-related training.
V. Design and
Construction
Standards
The Engineering Manager – Clean Water Program
develops design and construction documents related to
the City’s sewer collection system, ensures that all
projects meet the City’s standards, and also updates
standards for installation, rehabilitation and repair, as needed. The Engineering Manager manages the
inspection of all construction projects to ensure the City’s construction standards have been followed. All projects receive final approval by the Public Works Director.
VI.Overflow Emergency
Response Plan
The Field Maintenance Manager maintains the Overflow
Emergency Response Plan. The Sewer Maintenance
Supervisor implements the plan, makes revisions, and
oversees regular training for maintenance crew members.
VII. FOG Control
Program
The Field Maintenance Manager identifies grease hot
spots and maintains an effective cleaning program for
grease problem sewers with the assistance of the
Regulatory Compliance Manager. Regulatory Compliance
Manager and/or Environmental Compliance inspectors
enforce discharge regulations, as needed.
VIII. System Evaluation
and Capacity
The Public Works Director and Deputy Directors establish and assess capacity requirements for the City’s collection system and manages preparation and implementation of
the City’s System Evaluation and Capacity Assurance
Assurance
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SSMP Element Responsible Position
Plan. The Clean Water Program Engineering Manager
develops and implements the City’s long-term Capital
Improvement Plan including updating budgets and
schedules.
IX. Monitoring,
Measurement and
Program
The Deputy Directors monitor implementation and assess
success of the overall SSMP program elements.
Modifications
X. SSMP Audits The Field Maintenance Manager with the assistance of the Regulatory Compliance Manager performs a biennial
audit of the sections of the SSMP.
XI. Communication Plan The City Council, City Manager, Public Works Director, and Deputy Directors communicate with the public and
nearby agencies of the City’s SSMP.
2.4 CHAIN OF COMMUNICATION FOR SPILL REPORTING
To facilitate consistent reporting procedures for the public, the Department of Public Works (DPW) has implemented a one-stop call center. Emergency sewer calls are directly dispatched to the sewer response crew. Off-hours, the emergency sewer telephone number rolls over to dispatch.
DPW has a process for receiving, responding to and reporting spills. The Sewer Response Crew arrives first and assesses the situation. If the event is an spill, the response crew calls the First Responder/Spill Response Crew. After the event, the First Responder is responsible for communicating the details of the event to management and ensuring all necessary paperwork is completed in full.
Additional information about the Chain of Communication for Spill Reporting is as follows:
• The DPW customer service phone line (650-522-7300) is staffed Monday through Friday 8am to 5pm to receive all incoming calls. After normal business hours, the Public Works general number is forwarded to Police Dispatch staffed to receive all incoming calls.
• Emergency Response Crew (Utility 5) receives call from DPW staff or dispatch and arrives on site. If spill is confirmed, Emergency Response Crew calls:
.
.
Normal working hours – Sewer Lead Worker
During off hours – Sewer Lead Worker and PW Supervisor
Contact information is provided in Table 2-2.
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•
•
•
At site, Spill Response Crew will call a PW Supervisor. Additional crews and/or the pump crew will be dispatched if necessary for assistance with mitigation, blockage clearing, water sampling and clean-up. The PW Supervisor will immediately contact the Field Maintenance Manager if the spill is CAT1 (See Element 6 for spill categories).
First Responder contacts appropriate agencies, completes appropriate forms, submits online report within required timeframes, and compiles all information and photos for submittal to Public Works Supervisor. First Responder is responsible for contacting OES at (800) 852-7550 within 2 hours for a CAT1 Spill.
Public Works Sewer Lead or Sewer Supervisor enters data in the SWRCB California Integrated Water Quality System (CIWQS) online portal, Sewer Maintenance Supervisor or Field Maintenance Manager certifies the online Spill Report to the Water Board, and updates electronic asset management/CMMS information and GIS data.
2.5 EMERGENCY CONTACT PERSONNEL
Table 2-2 on the following page lists contact information for sewer spill response staff.
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EMERGENCY CONTACT PHONE NUMBERS
Collection System Responsible Parties
Table 2-2. Emergency Response Crew
Phone # (650) 522-7300
Mobile # Work # and Email
Group Staff Position (Area Code
650) (Area Code 650)
Field
Maintenance
Manager*
Jose (Tony)
Baltodano
522-7359
Field 483-5839
[email protected]
Maintenance
Supervisors Sewer 522-7373
Supervisor* Eric Morkve 823-8286
[email protected]
522-7286
John DiMatteo Lead Worker
Lead Worker
925-872-4029
Sewer Lead [email protected]
Workers Position in
Recruitment
To be
determined To be determined
Pump Lead 522-7356
Mechanic Noel Padilla 477-5681
435-1896
622-7596
759-0233
[email protected]
Eduardo 522-7356
Valdivia
Pump
Mechanic [email protected]
Pump Crew
Pump 522-7356
Mechanic Mario Rodriguez
Manuel Fuentes
[email protected]
Pump 522-7356
Mechanic [email protected]
Regulatory
Compliance
Manager
Regulatory
Compliance
488-3262
[email protected] Sven Edlund 488-3262
* Legally Responsible Official
2.6 APPENDIX 2 – SUPPORTING DOCUMENTS FOR ELEMENT 2
There are no Appendix Items for Element 2
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ELEMENT 3: LEGAL AUTHORITY
SWRCB Waste Discharge Requirement:
Each Enrollee must demonstrate, through sanitary sewer system use ordinances, service agreements, or other legally binding procedures, that it possesses the necessary legal authority to:
• Prevent illicit discharges into its sanitary sewer system from inflow and infiltration (I&I); unauthorized stormwater; chemical dumping; unauthorized debris; roots; fats, oils, and grease; and trash, including rags and other debris that may cause blockages;
• Collaborate with storm sewer agencies to coordinate emergency spill responses, ensure access to storm sewer systems during spill events, and prevent unintentional cross connections of sanitary sewer infrastructure to storm sewer infrastructure;
•
•
Require that sewers and connections be properly designed and constructed; Ensure access for maintenance, inspection, or repairs for portions of the service lateral owned or maintained by the Public Agency;
•
•
Enforce any violation of its sewer ordinances, service agreements, or other legally binding procedures; and
Obtain easement accessibility agreements for locations requiring sewer system operations and maintenance, as applicable.
3.1 GENERAL
The City of San Mateo’s Municipal Code has a comprehensive sewer use ordinance.
Chapter 7.38 of Title VII, Health and Sanitation, pertains to Sanitary Sewer Use. This Municipal Code Chapter is available at this City of San Mateo webpage:
https://law.cityofsanmateo.org/us/ca/cities/san-mateo/code/7.38 Chapter 3.54 of Municipal Code Title III, Taxation and Finance, pertains to Sewer Service Charges and Connection Fees. This Municipal Code Chapter is available at this City of San Mateo webpage: https://law.cityofsanmateo.org/us/ca/cities/san-mateo/code/3.54
3.2 SEWER USE CODE REQUIRED ELEMENTS
The following sections provide requirements related to sewer system management. i. Prevent illicit discharges into its sanitary sewer system (examples may include I/I, storm water, chemical dumping, unauthorized debris, roots, fats, oils, and grease, trash, etc.).
Illicit discharges are controlled through requirements established in the following sections of the Municipal Code:
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7.38.080 Approval of Plans for Sewer Construction
7.38.090 New Sources
7.38.100 Pretreatment+ Requirements
7.38.110 General Discharge Prohibition
7.38.120 Specific Discharge Prohibitions
7.38.130 Limitations on Point of Discharge
7.38.140 Prohibition against Dilution
7.38.160 Requirements for Food Service Facilities
7.38.210 Waste Discharge Permits
Satellite wastewater collection systems are included in these prohibitions by reference. Person is defined as any individual, partnership, firm, associations, or “public agency.”
Satellite agencies that contribute flow to the San Mateo collection system include:
•
•
•
•
Crystal Springs County Sanitation District (CSCSD)
Town of Hillsborough (Town)
County of San Mateo (County)
City of Belmont
There is a 1989 Sanitary Sewage Agreement between the City of San Mateo, the Town, CSCSD, and the County that establishes the legal obligations of these parties.
A 2022 Agreement between the City of San Mateo and the Town establishes capital cost sharing obligations between the parties. A 2024 Agreement between the City of San Mateo, CSCSD, and County establishes capital cost sharing obligations between the parties. A separate sewer service agreement with the City of Belmont is also established. The agreements are included in the Appendices of this Element 3. ii. Collaborate with storm sewer agencies to coordinate emergency spill responses, ensure access to storm sewer systems during spill events, and prevent unintentional cross connections to sanitary sewer infrastructure to storm sewer infrastructure.
The City manages the storm sewer system; sewer and stormwater divisions collaborate to coordinate response efforts during sewer spills. A separate ordinance is not required for collaboration with outside storm sewer agencies. iii. Require that sewers and connections be properly designed, constructed and maintained.
7.38.080 Approval of Plans for Sewer Construction
This section requires that all construction or alteration of any building sewer, sanitary sewer, public sewer, side sewer, or other facility shall require approval by the City.
This approval is accomplished by requiring an encroachment permit and/or building permit. The permit requires that the work be done in accordance with City standards or as specifically approved by the Director of Public Works or his or her designee.
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iv. Ensure access for maintenance, inspection, and repairs of the sanitary sewer system and for any portions of the service lateral owned or maintained by the Enrollee.
7.38.430 Access to Sanitary Sewer System
This section requires that property owners must provide unobstructed access to sewer lines and manholes located in easements on their property. For further information on easement access procedures, refer to Chapter 6, Overflow Emergency Response Plan, Section 6 Spill Response Field Procedures. The City does not own or maintain private sewer laterals.
v. Enforce any violation of its sewer ordinance, service agreements, and or other legally binding procedures.
Authority to enforce violations of the sewer ordinance is provided through the following sections:
7.38.270 Modification, Suspension or Revocation of Permit
7.38.350 Authority to Inspect and Monitor
7.38.440 Compliance with Chapter
7.38.460 Administrative Remedies
7.38.470 Violations deemed a Public Nuisance
7.38.480 Civil Penalties
7.38.485 Injunctive Relief
7.38.490 Criminal Penalties
7.38.500 California Code of Civil Procedure
7.38.510 Emergency Termination of Services
vi. Obtain easement accessibility agreements for locations requiring sewer system operations and maintenance, as applicable.
See Section 3.2.iv for legal authority regarding to access of operations and maintenance.
3.3 OWNERSHIP AND MAINTENANCE OF SEWERS
This section clarifies City policies related to ownership and maintenance of service laterals.
Section 7.38.432 establishes ownership requirements for service laterals.
7.38.432 PRIVATE SEWER LATERALS.
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(a) Sewer Lateral Responsibility for Repair, Replacement and Maintenance. The owner of the property(ies) serviced shall be responsible for any portion of the private sewer lateral extending from a building to the public sewer main, including the wye connection which joins the private sewer lateral to the public sewer main.
Any repairs, replacement or maintenance, such as the clearing of pipes using common industry hydro or mechanical cleaning tools, will not be provided by the City on private sewer laterals or in private sewer systems. Responsibility for such repairs, replacement and maintenance is that of the owner of the property(ies) serviced by the lateral.
(b) Mandatory Installation of Cleanout. When installing or replacing a sewer lateral connection from a building to the public main sewer, if not already present, the property owner shall install a cleanout near the property structure in accordance with the requirements of the Uniform Building Code, the California Plumbing Code, and any other applicable regulations adopted by the City, City standards, or plans and specifications approved by the City Engineer. (Ord. 2011-8 § 3, 2011). (c) Sewer Lateral Inspections. The owner(s) of the property served by a private sewer lateral shall be responsible for inspecting, testing, the lateral as required by this subsection, and providing the results to the City. The Public Works Director shall establish standards and regulations for the manner and scope of sewer lateral inspections. (Ord. No. 2020-1 § 1; Ord. No. 2011-8 § 3.) (1) When required.
(A) Upon the sale of real property served by a private sewer lateral. (B) Prior to issuance of a building permit where the cost of the improvements for an addition or alteration/remodel project exceeds such amount as established by resolution of the City Council. (C) For commercial or multifamily residential buildings, upon the occurrence of a sewer lateral backup or blockage resulting in a sanitary sewer overflow.
(D) Upon a change in sewer customer class, as defined by section
3.54.020.
(2) Exemptions. No inspection and testing of a sewer lateral shall be required if:
(A) The sewer lateral has been inspected within the 5 years immediately preceding one of the events listed above, and the results of such inspection showed that either no repairs were required, or only partial repairs were required, and those repairs were in fact completed; or
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(C) Upon other exemption approved by the Director of Public Works.
3.4 SEWER USE FEES
Every parcel of land within the City of San Mateo connected to the sewer collection system by a service lateral is charged a sewer service fee for the privilege to use the system and to fund the operations and maintenance of the sewer collection system. Fees are based on winter water usage and base sewer service charge rates are reviewed and adopted by City Council annually through the Ordinance process. On July 20, 2023, the City approved sewer rates for FY23/24 through FY27/28. The most current information on sewer use fees is found here:
https://www.cityofsanmateo.org/1085/Sewer-Service-Charge
3.5 APPENDIX 3 – SUPPORTING DOCUMENTS FOR ELEMENT 3
•
•
Appendix 3.1 – Estero Municipal Improvement District Agreement Appendix 3.2 – 1989 Town of Hillsborough, CSCSD, County of San Mateo Sewer Agreement
•
•
Appendix 3.3 – 2022 Town of Hillsborough Capital Cost Agreement Appendix 3.4 – 2024 CSCSD and County of San Mateo Capital Cost Agreement
• Appendix 3.5 – City of Belmont Agreement
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Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM ELEMENT 4: OPERATIONS AND MAINTENANCE PROGRAM
SWRCB Waste Discharge Requirement:
The Sewer System Management Plan (SSMP) must include those elements listed below that are appropriate and applicable to the Enrollee’s system:
• An up-to-date map of the sanitary sewer system, showing all gravity line segments and manholes, pumping facilities, pressure pipes and valves, and applicable stormwater conveyance facilities;
• Scheduling and data collection system for preventive operation and maintenance activities by staff and contractors, including a system for scheduling regular inspections and maintenance of the sanitary sewer system with more frequent cleaning and maintenance targeted at known problem areas including tree root areas;
•
•
•
Regular visual and closed-circuit television (CCTV) inspections of manholes and sewer pipes;
Internal and external training on a regular basis for staff and contractors in sanitary sewer system operations and maintenance; and
Inventory of equipment and replacement parts, including identification of critical replacement parts.
4.1 COLLECTION SYSTEM MAPS AND INFORMATION
4.1.1 Information Management
The Department of Public Works strives to maintain accurate electronic records of our inventory of sewer assets as well as all work performed on those assets. This section describes the software programs utilized to maintain this information.
4.1.1.i Utility Underground Maps
Maps include parcels and streets along with sewer and storm assets. Sewer and storm maintenance staff utilize electronic tablets for map information when in the field. Maps are referenced for maintenance activities as well as for determining how storm drainage networks can be blocked in the event of a sewage spill.
4.1.1.ii GIS Computer Mapping Program
GIS is a computer mapping system that links graphic features on a map to databases of related information. The City has converted all of its sanitary sewer assets into a GIS database. GIS is utilized for storage/retrieval of asset information.
ArcSDE Sewer Layer (Feature Class) Structure
Sanitary sewer collection system information is maintained in an ArcSDE Geodatabase that contains the following sewer GIS layers and attribute data:
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Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM SS-MANHOLES:
SS-MAINLINES:
Point features identifying the location of sewer manholes, abandoned manholes, clean- outs, wet-wells, valves and plugs Line features identifying the location of sewer gravity mainlines, forcemains, abandoned gravity mainlines and forcemains, upstream and downstream manhole numbers, upstream
manhole address, use of sewer, owner and pipe shape.
SS-PUMPSTATIONS: Polygon features identifying the location of sewer pumping station buildings, as well as data regarding wet wells, pumps and maintenance information
SS-BASINS: Polygon layer for the City’s five major sewer basins SS-SUBBASINS: Polygon layer outlining small sub-sections within each sewer basin
SS-CLEANINGAREAS: Polygons further dissecting sub-basins. Cleaning areas identify how flow is carried from peripheral lines to major trunklines to help maintenance crews plan cleaning of the pipe networks.
Polygons are snapped to the outside boundaries of parcels served at each small network to identify property owners within each cleaning area
4.1.1.iii CMMS – Cartegraph
The City utilizes Cartegraph computerized maintenance management (CMMS)/asset management system for planning and scheduling preventive maintenance work and for tracking maintenance history on sewer assets. This GIS-based application provides access to information pertinent to each asset (e.g. pipe diameter, length, material, etc.) as well as to maintenance activities (work orders), resident complaints and requests for work (service requests).
The primary functions of Cartegraph are:
•
•
Maintain service request and maintenance history for each collection system asset Produce regularly updated maintenance schedules based on feedback from the operators
•
•
•
Generate reports that support data analysis and decision making Provide documentation for use in regulatory compliance reporting Record line segments or structures that may be candidates for replacement or rehabilitation under the capital improvement program
The CMMS program includes the following key fields which are used throughout the GIS Layers.
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Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM Key Fields:
• ID – The ID field contains asset feature ID’s (i.e. Manhole #s or Sewer Mainline ID’s, which are the alpha-numeric upstream manhole # followed by the alphanumeric downstream manhole #) • LOCATION DESCRIPTION – This field is populated with an associated address or nearest address/intersection.
4.1.2 Map Update and Maintenance Procedures
Updating of sewer collection system maps is coordinated through the Data Management Division. The following actions are part of the program. •
•
Field personnel note discrepancies or errors on field maps. Mark ups are submitted to the Data Management Division for verification and GIS updates. Updates to the GIS system, including attribute information, are reflected in associated maps and the CMMS system.
The Data Management Division, in conjunction with the Sewer Engineering Division, utilizes Pipeline Observation System Management (POSM) CCTV Inspection software and data to more readily identify and correct inaccuracies in the electronic versions of the sewer collection system as manholes are found and mainline lengths verified through CCTV.
• As-built AutoCAD (CAD) drawings for all City capital improvement projects are sent to the Data Management Division as part of the project close-out procedures, and updates are made in GIS. Updates to the GIS system, including attribute information, are reflected in associated maps and the CMMS system.
• Developers submit “as-builts” of final sewer system construction to the City. These mark ups are submitted to the Data Management Division to modify and update the GIS system. Updates to the GIS system, including attribute information, are reflected in associated maps and the CMMS system.
4.2 PREVENTIVE OPERATIONS AND MAINTENANCE
4.2.1 Overview
The Field Maintenance Division is responsible for the sewer collection system operations and maintenance and implements several maintenance approaches which include Citywide mainline cleanings, ongoing preventative maintenance of problem areas, and closed circuit camera inspections (CCTV) of mainlines, and activities to minimize FOG entering the collection system. The Field Maintenance Division relies on support from the Sewer Engineering, Regulatory Compliance, and Data Management Divisions to accomplish all these efforts to support the goals and objectives of the SSMP.
Sewer Maintenance is responsible for these collection system management goals:
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1. Properly maintain, operate and manage the wastewater collection system in a manner that supports the City’s objectives for cost effectiveness, reliability, and environmental compliance..
2. 3.
Minimize the frequency of sanitary sewer spills.
Mitigate the impact of spills.
Summary objectives of Sewer Maintenance Preventative Maintenance Program include:
1. 2.
3. Reduce spills through cleaning, video condition assessment, root control, and post-spill analysis/evaluation.
Identify collection system blockages, including those caused by fats, oil and grease (FOG), and develop strategies to decrease backups.
Operate pump stations at peak efficiency and perform scheduled preventive maintenance.
4. 5.
Maintain records of the sanitary sewer system and respond to inquiries.
Assist with the development of a capital improvement program directed at maintaining the current sewer assets, improving system reliability and providing adequate future capacity.
Tables listing the equipment and personnel dedicated to maintenance of the sewer collection system, including backup equipment, replacement part inventories, and/or critical replacement parts, can be found in Appendix 4.7 of this document.
4.2.2 Citywide Routine Sewer Cleaning and CWP Cleaning and CCTV One goal of the City is to clean every sewer mainline within an identified required time period. A system has been developed to schedule and track these efforts, and to document the problems found in the system.
The City currently implements three coordinated cleaning schedules: routine cleaning and target cleaning is facilitated by Field Maintenance, and contracted cleaning and CCTV is facilitated by the Sewer Engineering Division. Together, these programs result in the cleaning of every District pipe at least once every three years.
The collection system is divided into five major sewer basins and then further divided into subbasins that identify how pipe networks converge into trunk lines and flow is carried to the wastewater treatment plant.
Basin and subbasin boundaries were created in the GIS system and are currently stored as GIS layers. Snapshots of the layers are shown in Figure 4-1 below.
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Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM Figure 4-1. District Basin and Subbasin Maps
BASINS SUBBASINS
Staff uses information from the overall collection system basin map, previous cleaning results, terrain of the city, crew knowledge, and the history of logged calls, to develop and update the cleaning frequency for each collection system basin.
Staff focuses on completing routine cleaning of one basin each year as part of a 5- year routine cleaning cycle. In recent years, routine cleaning has occurred on a 3-year cycle, thereby exceeding the 5-year goal.
Field Maintenance staff clean pipes up to 21-inches in diameter and contract out cleaning of pipes 24-inches and larger.
The order of routine pipe cleaning by basin is shown below:
1. Basin B
2. Basin C
3. Basin D
4. Basin A
5. Basin E
The cleaning frequencies are dynamic and the cleaning map is updated and maintained by City staff. The cleaning maps follow flow so that crews can clean outlying pipes and work down as mainlines converges into trunk lines.
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Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM Individual subbasin cleaning area maps are utilized to manage crew activities. These maps provide space for crews to note the dates, time spent, vehicles used, type of cleaning performed (e.g. jet, power-rod, hydro-saw, etc.), and the names of the operators, as well as document any problems found in each pipe segment. The subbasin cleaning schedule is flexible and adjusted to accommodate the contracted cleaning and CCTV, and root foaming projects discussed below. A snapshot of the cleaning area map is shown in figure 4-2 below.
Figure 4-2. Example Subbasin Cleaning Area Map
The Contracted Cleaning and CCTV project is implemented in parallel to routine sewer cleaning. The Contracted Cleaning and CCTV inspection for a basin is completed annually with the entire system completed on a 5-year cycle.
Root foaming is also conducted in parallel with cleaning and CCTV efforts. The root control program treats pipelines areas with significant root intrusion. The City has defined two basins to be treated in alternate years: the area west of El Camino Real and north of Highway 92 (known as the North Basin) and the area west of El Camino Real and south of Highway 92 (known as the South Basin).
Routine sewer cleaning work orders are developed to avoid overlap with the Contracted Cleaning and CCTV program and the root control program. The routine cleaning is scheduled three to four months before, and three to four months after, pipes are root foamed.
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Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM (which determines the internal Citywide cleaning program schedule), most of the system mainlines are cleaned more frequently than on the scheduled 5-year basis.
4.2.3 Target Cleaning of Problem Areas
The Field Maintenance Division - Sewer Maintenance has a preventive maintenance (PM) program for identified problem areas (“hot-spots”) of the sewer collection system. Sewer mainlines that have a history of blockages caused by hardened FOG, root intrusion, poor grade, or sags are referred to as sewer “hot-spots.” The list of hot-spot problem areas (target areas) was developed over the years through historical knowledge and experience of operators, tracking locations of repeat sewer blockages and surcharges, and through CCTV inspection findings. Hot-spot sewer mainlines are put on a monthly, quarterly or biannual preventive maintenance cleaning schedule. This list is regularly updated as new target areas are identified. The City has discussed the need for consolidation of historical and written documentation of cleaning and CCTV findings that define the hot spot mainlines. This documentation would supplement and memorialize historical knowledge and experience. The information and method of documentation will be discussed and formalized by City staff and included in the next SSMP update.
The Field Maintenance Division - Sewer Maintenance meets at least annually to evaluate the effectiveness of certain types of cleanings, discuss whether the frequency of cleaning is appropriate at each location, and identify if other problem areas have surfaced that should be added to the PM list.
Crews also evaluate on a more frequent basis the effectiveness of PM cleaning and increase or decrease the length of time between cleanings based on field knowledge and experience as well as with the assistance of CCTV inspections. For example, after CCTV, if it is determined that rehabilitation or replacement of the inspected line may be necessary, sewer engineering staff is notified. Sewer engineering staff evaluate CCTV findings and implement warranted rehabilitations or replacements. If the CCTV results identify an opportunity to remove the inspected line from the PM list, Sewer Engineering and Data Management Divisions are also notified.
Hot-spots will remain on a preventative maintenance schedule until subsequent observations determine that the potential for obstruction or blockage has been reduced or eliminated. Sewer Maintenance staff review the Hot-Spots list and make updates as necessary. Locations are also CCTV inspected every five years. These records are reviewed and discussed with the Sewer Engineering Division to determine if rehabilitation is required and may alleviate the need for more frequent cleanings than once a year.
A representative preventive maintenance schedule and list of target areas, as well as a map depicting hot-spot locations, are attached as Appendix 4.6 of this document. These schedules are dynamic and a more recent schedule may be in use by City staff.
4.2.4 Cleaning Procedures
Sewer Maintenance staff are trained on line-cleaning procedures. Various cleaning methods are used to ensure adequate cleaning of sewer mainlines, including hydro-jet, Last Update: May 2025 4 - 7 City of San Mateo SSMP
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Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM hydro-saw, power-rod, and chain flail. Standard operating procedures for sewer mainline cleaning and related safe practices are attached as Appendix 4.2 of this document.
4.2.5 Collection System Performance
Objectives of preventive maintenance activities include the decrease in sewer mainline blockages and spills. Performance indicators are used in assessing the effectiveness of these activities. Table 4-1 reflects sewer maintenance performance over the last five years.
Table 4-1. Sewer Maintenance Performance Indicators
# Wet
Weather
Spills
# Dry
Weather
Spills
Total Vol
Recover
(gal)
Total Vol
Reached
Surface Water
Calendar
Year
Total # per 100
miles
Total Spill
Volume (gal)
1.74 (Cat 1)
0.43 (Cat 2)
3.63 (Cat 3)
2.42 (Cat 1)
0.61 (Cat 2)
4.54 (Cat 3)
1.30 (Cat 1)
0.00 (Cat 2)
2020
2021
0 3
17 22
154,061
370,960
25,503
6,067
127,435
364,061
2022 2 5 506,665 1,240 505,425
1.74 (Cat 3)
3.04 (Cat 1)
0.00 (Cat 2)
1.30 (Cat 3)
2.61 (Cat 1)
0.00 (Cat 2)
0.43 (Cat 3)
2023
2024
5 0
5 7
2,210,792
36,650
80,267
500
2,130,525
35,950
Notes: Dry weather is defined as March 15 through October 14; Wet weather is defined as October 15 through March 14
4.3 REHABILITATION AND REPLACEMENT PLAN
4.3.1 Condition Assessment and Inspection
The DPW has a goal of conducting a video condition assessment of sewer mainlines approximately every five years. An approximate five-year period will provide information needed to trend the condition of the lines and more effectively plan repairs.
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Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM The CCTV inspection is performed by contracted services. Information from the CCTV inspection is recorded into the Pipeline Observation System Management (POSM) software and is utilized in prioritizing annual mainline repair projects. To provide consistency in data collection and review of pipe conditions, the department utilizes a standard operating procedures manual for CCTV inspections along with standardized rating system (SSMP Appendix 4.1). The manual is intended for use in conjunction with National Association of Sewer Service Companies (NASSCO) Standards for sewer mainline and manhole condition assessments.
4.3.2 Prioritization of Repair and Rehabilitation
The City budgets currently range from $9 to $13 million/year for annual pipeline rehabilitation and repair. This funding is in addition to major line replacements or pump station upgrades identified in the five-year capital improvement programs. This budget is used to maintain pipes in a state of good repair.
4.3.3 Five Year Rehabilitation and Replacement Program
The City has a business plan (Budget) that includes a Five-Year Capital Improvement Program (CIP). The approved Five-Year CIP can be found on pages 243-251 of the City’s adopted FY2023-24 Budget, which is found on the City website at the following url:
https://www.cityofsanmateo.org/DocumentCenter/View/92507/2023-24-AdoptedBudget?bidId= Individual CIP projects can begin before and continue beyond the budget cycle. The FiveYear CIP will only identify funds being newly allocated to the existing project. Revenues from annual sewer use fees are used to fund operations and maintenance programs, as well as CIP projects identified to rehabilitate the collection system.
Table 4-2 summarizes annual expenditures for major sewer repair and rehabilitation projects for the past five fiscal years.
Table 4-2. Total Expenditures on Major Sewer Projects by Fiscal Year Fiscal Year (FY)
FY19-20
Total Expenditures ($)
40,349,000
FY20-21 49,984,000
FY21-22 46,702,000
FY22-23 34,154,000
FY23-24 32,135,000
5-YEAR TOTAL: $203,322,000
In addition, staff prepares a longer-term planning document that identifies probable longterm financial needs and targets future projects. This document is used to develop sewer Last Update: May 2025 4 - 9 City of San Mateo SSMP
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Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM rates and help plan for the issuance of necessary bonds or pursuits of loan/grant opportunities. The City approved 5-year sewer rate increases for FY23-24 to FY27-28.
The San Mateo Sewer Enterprise, owned and operated by the City under the administration of the Public Works Department, releases and updates Financial Projections that provide direction on rate setting strategies. The most current information on sewer rates and administrative regulations are found here:
https://www.cityofsanmateo.org/1085/Sewer-Service-Charge
4.4 PUMP STATION MAINTENANCE
The Field Maintenance Division’s pump crew, consisting of one Lead Pump Mechanic, three Pump Mechanic I’s, and one laborer, are in charge of the operations and maintenance of twenty-four of the City’s pump stations. The Dale Avenue pump station is operated and maintained by the Wastewater Treatment Plant Division. Of the twenty-five pump stations, all have pumps that alternate automatically and there are lead / lag pumps.
Wet well operations are set to limit pump starts and stops and in-line storage of wet weather flows occurs automatically. Power outages occur infrequently and average about three per year. Seven portable generators (exercised under load annually) are assigned specifically to the pump crew for use in power outage situations. The pump station inventory, including backup equipment, replacement part inventories, and critical replacement parts is found in Appendix 4.3 of this document. 25 pump stations are inspected quarterly as part of the sewer maintenance pump station preventive maintenance program. Work activities are developed and prioritized based on these inspections and completed prior to the next inspection. The Dale Avenue pump station is inspected daily by the WWTP. Preventive maintenance inspections cover the items listed in Table 4-3.
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Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM Table 4-3. Preventative Maintenance Inspection List
Lubrication Inspection Leak Checks Exercise Housekeeping Motors Sump Pumps Fuel/Oil lines Motors Clean Interior
Isolation
Gate
Valves
Main Pumps Belts Valves
Packing
Seals
Clean Exterior
Leaf/Debris
Pickup/Vegetation
Removal
Drive Shafts
Valves
Flap Gates
Vacuum and
Clean MCC
Electrical Panels
Backflow
Preventors
Locks &
Padlocks
Wash Down Wet
Wells Controls/Alarms Lubricators
Air Systems Latches &
Hinges Wet Wells
Exhaust Systems
Motor Control
Panels
Where appropriate, the pump crew forwards recommendations to the Sewer Engineering Division for major rehabilitation or formal engineering inspection of specific stations.
The pump crew utilizes a SCADA system to monitor pump run-times. Alarms sent to the pump crew include, but are not limited to: high and low wet well levels, pump overload, dry pit flooding, and power failure.
4.5 PRIVATE SEWER LATERAL COST SHARING PROGRAM
In addition to sewer and pump station maintenance, the City promotes private lateral replacements by property owners through a Private Sewer Lateral Cost Sharing Program (PSLCSP) established in 2011. The program was initially funded with a combination of the fine monies and 10% of the annual sewer maintenance and repair budget.
A revised PSLCSP was approved by the City Council in June 2013, to be funded annually, at the beginning of each fiscal year. The program provided cost sharing of 50% of the cost of full lateral replacements only, up to a maximum of $5,000, based on the lowest of the three written estimates required to be submitted by the property owner. In FY24/25, the cost sharing limits changed. Additional information on program changes will be discussed in a future SSMP update.
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Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM In 2018, the City enhanced the program with additional outreach and by limiting eligibility of applications to a three-month time frame; this new timeframe allows for more owners to participate in the program rather than waiting for inactive applications to complete the process. Once the program budget for the given year has been exhausted, the City discontinues the program until funding for the following year has been allocated.
Spot repairs and partial repairs are not included in the cost sharing program. All types of properties (residential, commercial, multi-family, etc.) that are in the City are eligible for the full lateral replacement cost sharing.
Program materials and public outreach post-cards can be found on the City website at the following URL: https://www.cityofsanmateo.org/1910/Citywide-Private-Lateral-CostSharing-Pr
4.6 SEWER MAINTENANCE STAFF TRAINING
The City’s maintenance staff is required to complete various types of training as listed below in Table 4-4. Maintenance staff is encouraged to study, prepare for and take CWEA Certification testing. Specific training dates for employees can be found in Appendix 4.4 Sewer Crew training.
Table 4-4. Sewer Maintenance Staff Training - List of Classes CORE Customer Service
Sexual Harassment
Cultural Diversity
Commercial Driver License
Injury and Illness Prevention Program
CWEA Certifications (optional)
Fire Extinguisher
EQUIPMENT Mainline Cleaning (Power rodder, Hydro jet/vac truck , Hydro Saw, Chain Flail)
Chainsaw
Forklift
Tractor Loader/Backhoe
Bobcat loader and attachments
OPERATIONS Fall Protection
Alternate Confined Space
Lock Out Tag Out/Electrical Safety
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Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM 4 Gas Monitor usage (Detection)
Excavation safety
Work Zone safety (Traffic Control)
USA Locating
SSO Prevention
SPCC
Incident Command Systems 100, 200, 700
STOPPP
PUMP CREW Electrical Training
SCADA
Mechanical Applications (Pump Repairs)
Mobile Crane Truck Safe Operation
Mobile Electrical Generator
Alternate Confine Space
EMERGENCY Hazmat
Emergency Action Plan (Evacuations)
Sanitary Sewer Overflow Emergency Response Plan (OERP)
Blood Borne Pathogen
Dehydration / Heat Stroke
CPR-First Aid- AED
MEDICAL
TRAINING
4.7 APPENDIX 4 – SUPPORTING DOCUMENTS FOR ELEMENT 4
•
•
•
•
•
•
•
Appendix 4.1 – CCTV Standards
Appendix 4.2 – Sewer Pipe Cleaning Standard Operating Procedures Appendix 4.3 – Pumpstation Maintenance
Appendix 4.4 – Sewer Maintenance Crew Training
Appendix 4.5 – Manhole Inspection Program
Appendix 4.6 – “Hot-Spots” & Leak Detection Program
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Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM • Appendix 4.8 – Collection System Maps and Information 4.8.A.i Underground Utilities Map Page
4.8.A.ii Sewer Pumpstations and Trunklines Map
4.8.A.iii Sewer Collection System Pipe Sizes
4.8.A.iv Sewer Collection System Terrain Map
4.8.A.v Sewer Collection System Basin Map
4.8.A.vi Sewer Collection System Subbasin Map
4.8.A.vii Sewer Collection System Cleaning Areas Map (Current Snapshot) 4.8.A.viii Sewer District Cleaning Schedule Maps (Current Snapshot) 4.8.A.ix Sewer Root Foaming Schedule Map
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Environmental Services Division DESIGN AND PERFORMANCE STANDARDS ELEMENT 5: DESIGN AND PERFORMANCE STANDARDS
SWRCB Waste Discharge Requirement:
• Design and construction standards and specifications for the installation of new sanitary sewer systems, pump stations and other appurtenances; and for the rehabilitation and repair of existing sanitary sewer systems; and • Procedures and standards for inspecting and testing the installation of new sewers, pumps, and other appurtenances and for rehabilitation and repair projects.
5.1 STANDARDS FOR INSTALLATION, REHABILITATION, AND REPAIR The City has referenced both the “Green Book” Standard Specifications for Public Works Construction and the Caltrans Standard Specifications for City public works construction.
These specifications provide requirements for the installation of new sewer systems and for the rehabilitation and repair of existing sewer systems. In addition, the City maintains Sanitary Sewer Details and Appurtenances and recently updated its trench requirements as a component of Street Improvement Details. These documents are available on the City’s website: https://www.cityofsanmateo.org/2081/Standard-Drawings In 2014, the City developed an Integrated Wastewater 20-year Master Plan. The Master Plan established the design storm as having a 5-year recurrence interval and 6-hour duration. When applying the design storm to the City’s hydraulic model, a pipe segment is determined to be capacity deficient and require replacement when 1) the pipe conveys maximum capacity, 2) surcharging in the adjacent manhole occurs, and 3) freeboard at the adjacent manholes is less than three feet. Freeboard is defined as the difference between modeled rim elevation and water surface elevation.
The City requires selected engineering consultants to develop criteria for pump station design on a station by station basis, following engineering best management practices.
5.2 STANDARDS FOR INSPECTION & TESTING OF NEW, REHABILITATED, AND
REPAIRED FACILITIES
The standard specifications also provide requirements for the inspection and testing of all new, rehabilitated and repaired sewer assets, including pressure testing, mandreling, water exfiltration, and/or post construction closed circuit television inspection. Testing and inspection are overseen by a City construction inspector prior to accepting work.
5.3 APPENDIX 5 – SUPPORTING DOCUMENTS FOR ELEMENT 5
There are no appendix items for Element 5.
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SEWER MAINTENANCE
SPILL EMERGENCY RESPONSE PLAN (SERP)
For
Outside Sanitary Sewer Spills
(Includes Contact Information for Inside Spills)
Updated May 2, 2025
CITY OF SAN MATEO
ENVIRONMENTAL SERVICES DIVISION
1949 Pacific Blvd., San Mateo CA 94403
Telephone (650) 522-7300 Fax (650) 522-7351
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CITY OF SAN MATEO – SEWER MAINTENANCE
SPILL EMERGENCY RESPONSE PLAN
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CITY OF SAN MATEO – SEWER MAINTENANCE
SPILL EMERGENCY RESPONSE PLAN
CITY OF SAN MATEO
SANITARY SEWER COLLECTION SYSTEM
SPILL EMERGENCY RESPONSE PLAN
TABLE OF CONTENTS
Introduction 6-1
6-1
6-1
6.1 Purpose
6.2 Statewide WDR Requirement
Spill Categories 6-3
6.3 Spill Categories 6-3
6.4 Incident Notification
6.5 Role Of Responders
6.6 Designated Emergency Responders
6.7 Spill Response Equipment
6.8 Field Procedures
6-5
6-7
6-7
6-8
6-8
6.9 Sewage Estimation 6-10
6-10
6-12
6-13
6-15
6-15
6.10 6.11
6.12 6.13
6.14 Water Quality Sampling And Analysis
Spill Technical Report
Spill Response Within Private Property
Investigation And Documentation Procedure
Post-Spill Analysis
Spill Reporting Procedures/ Regulatory Notification
6.15 Documentation
6-17
6-17
6-17
6-18
6-18
6-19
6-19
6-19
6-19
6-19
6-19
6.15.1 Spill Event Complaints
6.15.2 Recordkeeping of Category 4 Spills
6.15.3 Recordkeeping for Total Annual Spill Information
6.15.4 Sewer System Telemetry Records
6.15.5 Sewer System Management Plan Implementation Records
6.15.6 Audit Records
6.15.7 Equipment Records (List)
6.15.8 Work Orders
6.15.9 Spill Specific Monitoring (Documentation)
Last Update: May 2023 i City of San Mateo SSMP
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6.16 Regulatory Reporting 6-20
6-25
6-25
6-26
6-26
6-30
6-31
6-31
6.16.1 Multiple Appearance Points – Single Spill
6.16.2 2-Hour Notification To Regulatory Agencies Of Spills
6.16.3 Notification Of Spill Report Updates
6.16.4 Detailed Reporting Requirements
6.16.5 CIWQS Not Available
6.16.6 Amending Spill Reports
6.16.7 CIWQS – Electronic Reporting To State Water Board Training 6-32
6-33
6-33
6-33
6-33
6.17 6.18
6.19 6.20
Spill Response Training
Initial And Annual Refresher Training
Spill Response Drills
Spill Training Record Keeping
FIGURES
Figure 6-1 Notification Procedures for Spills between 7:00 am and 3:30 pm Mon thru Friday Figure 6-2 Notification Procedures for Spills – After Hours & Weekends TABLES
Table 6-1 Spill Response Crew
Table 6-2 Spill Response Steps and Actions
Table 6-3 Sampling Locations for Spills 50,000 Gallons or Greater Table 6-4 Laboratory Information
Table 6-5 Water Quality Sampling Contact Information
Table 6-6 Key Deadlines for Spill Reporting
Table 6-7 Summary of Spill Reporting Requirements
Table 6-8 Category 1 and 2 CIWQS Draft Spill Report – Required Information Table 6-9 Category 1 and 2 CIWQS Spill Certification – Required Information Table 6-10 Category 3 CIWQS Spill Certification – Required Information Table 6-11 Regulatory Reporting Flowchart at Site of Spill
APPENDICES
Appendix 6.1 – Contingency Equipment
Appendix 6.2 – Spill Field Procedures
Last Update: May 2025 6-ii City of San Mateo SSMP
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Appendix 6.3 – Investigation and Documentation Forms
Appendix 6.4 – Spill Calculation and Estimation
Appendix 6.5 – Signage and Posting Procedures
Appendix 6.6 – Water Quality Monitoring Program Details Appendix 6.7 – Spill Technical Report Template
Last Update: May 2025 6-iii City of San Mateo SSMP
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INTRODUCTION
6.1 PURPOSE
The purpose of the Sanitary Sewer Spill Emergency Response Plan (SERP) is to outline the City’s sanitary sewer spill response activities, with the objective of minimizing the impacts of spills to the public and the environment. In achieving this goal, the SERP serves as a guideline for City of San Mateo personnel in cleaning and mitigating the effects of sanitary sewer spills, as well as in following proper sampling and reporting procedures.
6.2 STATEWIDE WDR REQUIREMENT
The Spill Emergency Response Plan shall include measures to protect public health and the environment. The City shall respond to spills from its system in a timely manner that minimizes water quality impacts and nuisance by:
•
•
•
•
Immediately stopping the spill and preventing/minimizing a discharge to Waters of the State1;
Intercepting sewage flows to prevent/minimize spill volume discharged into Waters of the State;
Thoroughly recovering, cleaning up and disposing of sewage and wash down water; and
Cleaning publicly accessible areas while preventing toxic discharges to Waters of the State.
More specifically (also continued on the next page):
The Spill Emergency Response Plan shall ensure prompt detection and response to spills to reduce spill volumes and collect information for prevention of future spills. The Spill Emergency Response Plan must include procedures to:
• Notify primary responders, appropriate local officials, and appropriate regulatory agencies of a spill in a timely manner;
• Notify other potentially affected entities (for example, health agencies, water suppliers, etc.) of spills that potentially affect public health or reach waters of the State;
•
•
•
Comply with the notification, monitoring and reporting requirements of this General Order, State law and regulations, and applicable Regional Water Board Orders; Ensure that appropriate staff and contractors implement the Spill Emergency Response Plan and are appropriately trained;
Address emergency system operations, traffic control, and other necessary response activities;
1 Waters of the State include any surface water or groundwater, including saline waters, within the boundaries of the state as defined in Water Code section 13050(e), and are inclusive of waters of the United States.
Last Update: May 2025 6-1 City of San Mateo SSMP
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•
Contain a spill and prevent/minimize discharge to Waters of the State or any drainage conveyance system;
Minimize and remediate public health impacts and adverse impacts on beneficial uses of Waters of the State;
•
•
Remove sewage from the drainage conveyance system;
Clean the spill area and drainage conveyance system in a manner that does not inadvertently impact beneficial uses in the receiving waters; •
•
Implement technologies, practices, equipment, and interagency coordination to expedite spill containment and recovery;
Implement pre-planned coordination and collaboration with storm drain agencies and other utility agencies/departments prior, during, and after a spill event; •
•
•
Conduct post-spill assessments of spill response activities; Document and report spill events as required in the Statewide WDR; and Annually, review and assess effectiveness of the Spill Emergency Response Plan, and update the Plan as needed.
Last Update: May 2025 6-2 City of San Mateo SSMP
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SPILL CATEGORIES
6.3 SPILL CATEGORIES
Definition of Spill: The SWRCB defines a spill as a discharge of sewage from any portion of a sanitary sewer system due to an operational failure, and/or infrastructure failure. Exfiltration of sewage is not considered to be a spill if the exfiltrated sewage remains in the subsurface and does not reach a surface water.
CATEGORIES OF SPILLS: The four categories of reportable spills are defined as follows. • Category 1 – A spill of any volume of sewage from or caused by the City of San Mateo sanitary sewer system (including laterals from City-owned buildings) that results in a discharge to:
. A surface water, including a surface water body that contains no flow or volume of water; or
. A drainage conveyance system that discharges to surface waters when the sewage is not fully captured and returned to the sanitary sewer system or disposed of properly.
Reporting Deadlines for Cat 1 Spill:
- If 1,000 gallons or greater, report to California Department of Emergency Services (Cal OES) within 2 hours of being aware of the spill. - For all other Category 1 spills, submit draft info in CIWQS within 3 days of becoming aware and certify within 15 calendar days after spill end date/time. •
•
Category 2 Spill – A spill of 1,000 gallons or greater, from or caused by the City of San Mateo sanitary sewer system, that does not reach surface water.
Reporting Deadlines for Cat 2 Spill:
- Submit draft report 3 days after being aware of spill. Certify within 15 days after spill end date.
Category 3 Spill – A spill equal or greater than 50 gallons and less than 1,000 gallons, from or caused by the City of San Mateo sanitary sewer system, that does not reach surface water.
Reporting Deadlines for Cat 3 Spill:
- Submit certified report within 30 calendar days of the end of the month in which spill occurred.
• Category 4 Spill - A spill of less than 50 gallons, from or caused by the City of San Mateo sanitary sewer system (including laterals from City-owned buildings), that does not reach surface water.
Reporting Deadlines for Cat 4 Spill:
- Submit certified report within 30 calendar days of the end of the month in which spill occurred.
- Upload and certify a report, in an acceptable digital format, of all Category 4 spills by February 1st after the end of the calendar year in which the spills occur.
Last Update: May 2025 6-3 City of San Mateo SSMP
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Last Update: May 2025 6-4 City of San Mateo SSMP
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NOTIFICATION PROCEDURES
6.4 INCIDENT NOTIFICATION
Figures 6-1 and 6-2 show the notification and reporting process for spills that occur during working hours and outside of working hours.
Figure 6-1 Notification Procedures for Spills between 7am and 3:30pm Mon thru Friday Last Update: May 2025 6-5 City of San Mateo SSMP
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Figure 6-2 Notification Procedures for Spills – After Hours & Weekends Last Update: May 2025 6-6 City of San Mateo SSMP
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SPILL RESPONSE PROGRAM
6.5 ROLE OF RESPONDERS
The First Responder initiates coordination with the Sewer Leadworker who is responsible for directing the entire spill response including mitigation, cause removal, clean-up, and follow-up CCTV. The Spill Responders and/or the Sewer Leadworker are also responsible for ensuring proper event documentation and photographs, timely reporting to appropriate agencies, and arranging for the collection of water samples as necessary.
The Spill Responders are required to take the appropriate action to secure the wastewater spill area, relieve the cause of the spill, and ensure that the affected area is cleaned as soon as possible to minimize health hazards to the public and to protect the environment. Every effort must be made to prevent sewage from reaching surface water.
6.6 DESIGNATED EMERGENCY RESPONDERS
The list of the staff designated to spill response (i.e., Spill Responders) and their contact information is provided in Table 6-1.
Table 6-1. Spill Response Crew
Mobile #
Work # (Area Code
Group Staff Position (Area Code 650) 650)
Field
Maintenance
Manager
522-7359
Tony Baltodano 483-5839
Environmental Services [email protected]
Supervisors
Sewer
Supervisor
522-7373
Eric Morkve
John DiMatteo
Noel Padilla
823-8386
(925) 872-4029
477-5681
[email protected]
522-7286 Sewer Leadworker Lead Worker [email protected] Pump Lead
Mechanic
522-7356
[email protected]
Eduardo 522-7356
Valdivia Pump Mechanic
Pump Mechanic
Pump Mechanic
281-5477 [email protected]
Pump Crew
Mario 522-7356
Rodriguez 622-7596
[email protected]
Manuel 522-7356
Fuentes 579-0233
483-3262
[email protected]
Regulatory
Compliance
Manager
483-3262 Regulatory Compliance Sven Edlund [email protected] Last Update: May 2025 6-7 City of San Mateo SSMP
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6.7 SPILL RESPONSE EQUIPMENT
The City has a variety of equipment used for clearing blockages and for impact mitigation and cleanup activities. City staffs are provided training to operate this equipment. A list of the City’s sewer maintenance equipment can be found in Appendix 6.1 of this document.
6.8 FIELD PROCEDURES
The following field procedures provide guidelines for tasks to be completed during spill response. Actual tasks may need to be adjusted based on field conditions.
Separate City departments are responsible for sewer and stormwater facilities. The City departments work closely to protect and monitor its stormwater conveyance systems during and after a spill.
1. PRE-TRIP:
•
•
Follow SOP for vehicle pre-trip
Ensure trailer has all required contingency supplies (see Appendix 6.1) -
-
-
-
-
-
-
6” to 10” air plug
10” to 24” air plug
Air tank and air compressor
Spill Kit (pads, gloves, etc.)
Two 6-foot booms
One 5-foot retrieval pole
Sampling Kit with Instructions
2. ARRIVAL: Spill Response Crew must target arrival at site with hydro flush combo unit and contingency equipment ASAP – no more than 1 HOUR after call.
3. ASSESS SITE OF SPILL
•
•
•
Identify whether sewage has already reached surface water.
Check underground map books to determine best method for spill containment.
Call for backup if more hydro flush combo unit trucks, crews or pump crew are required.
•
•
Take photographs close-up and of spill area for determination of volume.
Contact PW Supervisor. PW Supervisor contacts PW Field Maintenance Manager.
• Spill Reporter CALLS OES WITHIN 2 HOURS if CATEGORY 1 is spilled in a location that will likely flow to a surface water.
4. BARRICADE AND POST
• Minimize public contact with spilled materials.
Last Update: May 2025 6-8 City of San Mateo SSMP
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•
Cone & barricade spill area and utilize signage to direct pedestrian and auto traffic around/away from spill area (Orange “Raw Sewage” and Arrow signs).
Post flyers that states “DANGER RAW SEWAGE, Keep Children and Pets out of this area” together with contact information of Department of Public Works (see Appendix 6.5)
•
•
Keep children and pets out of the area.
Close street(s) as necessary. Sewer staff on call will coordinate with Police Department.
• If discharge has reached surface waters, refer to Sewage Spill Watersheds Map (see Appendix 6.5). Identify which watershed may be affected by sewage. Post “DANGER Contaminated Water” signs (see Appendix 6.5) at locations identified in this document as appropriate for the affected watershed (refer to Appendix
6.5 for watershed posting procedures).
• Photograph barricaded & posted area(s).
5. DIVERSION, CONTAINMENT AND RECOVERY
See Table 6-2 below for spill response steps and actions.
Table 6-2. Spill Response Steps and Actions
STEP ACTIONS
1. Diversion &
Containment
WHERE FEASIBLE, DIVERT AWAY FROM SENSITIVE AREAS
(e.g., Schools, Daycares, Playgrounds, Intersections, Creeks, etc.) •
•
Install air plugs on storm drains to contain the spill.
Divert using small berm to change direction of flow back to sewer.
• Divert spill by pumping around spill and return to sewer.
WHERE FEASIBLE, CONTAIN SPILL & RETURN TO SYSTEM
• Contain spill by letting it collect in a naturally low area and recover sewage when time permits.
• Dike/Dam (or sand bagging) spill by building dirt berm to collect spill.
PHOTOGRAPH DIVERSION & CONTAINMENT
2. Clear Blockage RELIEVE CAUSE OF SPILL
•
•
Relieve the stoppage as soon as possible by use of Sewer Rodder or Hydro-jet. Refer to SOP binder for proper use of equipment.
Have hydro flush combo unit set up downstream or use trap at downstream manhole to catch any debris that may get
released.
Last Update: May 2025 6-9 City of San Mateo SSMP
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STEP ACTIONS
• Refer to and follow all Safety Regulations.
3. Area Clean-Up CLEAN UP AND DISINFECTING
•
•
•
Remove all signs of gross pollution (solids, TP, etc.)
Lightly spray disinfectant (and broom area). Wait 10 min.
Flush area with water. The amount of flush water should be at least three times that of the spill if practical.
• Water shall be contained and returned to sewer.
PHOTOGRAPH AREA AFTER CLEAN-UP
6. SAMPLING AND LAB TESTS
• If the estimated spill volume is 50,000 gallons or more, collect water samples within 18 hours following Section 6.10, Water Quality Sampling and Analysis Monitoring.
7. CCTV INSPECTION – CCTV should be performed as soon as possible and/or feasible to help determine the spill cause.
6.9 SEWAGE ESTIMATION
Use the methods outlined in Appendix 6.4 to estimate the volume of the spilled sewage. Use up to three methods of estimation to help validate results, where feasible.
Some spills may occur in locations where the wastewater can seep into the ground or flow away from the spill location. In such conditions, consider when the spill was first detected and observations from bystanders in order to determine the total spill volume.
6.10 WATER QUALITY SAMPLING AND ANALYSIS
Water quality sampling and testing must be completed for spills that are 50,000 gallons or greater and enter surface waters, where feasible and safe. The purpose of water quality sampling is to determine the extent and impact of the spill. The water quality sampling procedures must be conducted as follows:
• Spill Responders should attempt to collect samples as soon as possible after the discovery and mitigation of the spill event. The samples must be analyzed by the laboratory within 6 hours of collection. Therefore, it is best practice to collect the samples during laboratory hours. Sample collection should follow the procedures outlined in Appendix 6.6.
• Required sample locations are listed in Table 6-3. The County may require additional sample locations. The distance above and below the sample point should be selected by the City as appropriate for the spill location. Often, samples are taken 100 feet upstream Last Update: May 2025 6-10 City of San Mateo SSMP
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and downstream of the spill location, and also at the spill location in flowing water (e.g., creeks) where the safety of personnel would not be put at risk.
Table 6-3. Sampling Locations for Spills 50,000 Gallons or Greater That Enter Surface Waters
Sampling Location Description
DCS-001 A point in a drainage conveyance system before the drainage conveyance system flow discharges into a receiving water.
RSW-001 Point of
Discharge
A point in the receiving water where sewage initially enters the receiving water.
RSW-001U: Upstream of
Point of Discharge
A point in the receiving water, upstream of the point of sewage discharge, to capture ambient conditions absent of sewage discharge impacts.
RSW-001D: Downstream of
Point of Discharge
A point in the receiving water, downstream of the point of sewage discharge, where the spill material is fully mixed with the receiving water.
•
•
•
The samples shall then be brought to the Wastewater Treatment Plant (WWTP) Laboratory for coliform analysis (Total coliform, E. coli and Enterococcus).
In addition, Ammonia samples should be placed in the sample refrigerator for pickup by CalTest Laboratories (call to notify them samples are ready for pickup).
If the WWTP Laboratory is unable to analyze the coliform samples, they must be transported to the San Mateo County Public Health Laboratory for analysis. The ammonia samples will remain in the refrigerator (WWTP Lab) for pickup by Caltest Laboratories. Lab contact information is listed in Table 6-4.
Table 6-4. Laboratory Information
Laboratory Address Contact Info
City of San Mateo Wastewater 2050 Detroit Drive (650) 522-7381 Treatment Plant Laboratory San Mateo County Public
Health Laboratory
San Mateo, CA 94404
225 W. 37th Avenue
San Mateo, CA 94403
1885 N. Kelly Road
Napa, CA 94558
(650) 573-2500
Caltest Laboratory (707) 258-4000
• If the County Public Health Lab is Closed:
o If the County Health Lab will be opening within 5 hours from the time the samples were collected, keep samples in a refrigerator or in the cooler containing the cold packs/ice and immediately deliver samples as soon as the County Lab opens for business.
o Otherwise, calls the County Health Lab’s After Hours Contact List shown in Table 6-5 (starting with #1 – Office/Pager/Cell) and arrange to meet a lab analyst to receive samples during off-hours.
Last Update: May 2025 6-11 City of San Mateo SSMP
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•
•
Sample analysis must be conducted according to sufficiently sensitive test methods approved under 40 Code of Federal Regulations Part 136 for the sample analysis of pollutants. A method is considered sufficiently sensitive when the minimum level of the analytical method approved under 40 Code of Federal Regulations Part 136 is at or below the receiving water pollutant criteria; and
The analysis of water quality samples must be performed by a laboratory that has accreditation pursuant to Article 3 (commencing with section 100825) of Chapter 4 of Part 1 of Division 101 of the Health and Safety Code. (Water Code section 13176(a).) The State Water Board accredits laboratories through its Environmental Laboratory Accreditation Program (ELAP).
Table 6-5 lists water quality sampling staff and contact information.
Table 6-5. Water Quality Sampling Contact Information
Location Contact Person Phone Number
City of San Mateo WWTP
Lab Supervisor
650-522-7388 (office)
530-304-3376 (cell) Xiongbing Liang
City of San Mateo WWTP
Lab Analyst Mary Buffington 650-522-7293
LAB HOURS 6:30am to 3:30pm
650-522-7359 (office)
650-483-5839 (cell) Collection System Contact Tony Baltodano June Wong
San Mateo County Public Health
Lab
650-573-2456 (office)
650-339-2322 (cell)
225 W. 37th Ave, Room 113 After Hours:
June Wong 650-632-1193 (pager)
LAB HOURS: 650-339-2322 (cell)
650-594-1338 (home) MON – FRI 8am to 5pm
Sangeeta Singh 650-235-6755 (cell)
650-573-2500
6.11 SPILL TECHNICAL REPORT
For Category 1 spills of 50,000 gallons or more, a Spill Technical Report must be prepared and submitted to the CIWQS online spill database within 45 calendar days of the spill end date. The Spill Technical Report must include, at a minimum, the following:
1. Spill causes and circumstances, including at a minimum:
a. Complete and detailed explanation of how and when the spill was discovered; b. Photographs illustrating the spill origin, the spill flow path, the extent of the spill, drainage conveyance system entrance and exit, receiving water, and post-cleanup site conditions;
c. Diagram showing the spill failure point, appearance point(s), and final destination(s); Last Update: May 2025 6-12 City of San Mateo SSMP
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d. Detailed description of the methodology employed, and available data used to calculate the discharge volume and, if applicable, the recovered spill volume; Detailed description of the cause(s) of the spill; Copies of the original field crew records used to document the spill; and
e. Historical maintenance records for the failure location.
2. Response to spill:
a. Chronological narrative description of all actions taken to terminate the spill; b. Explanation of how the SERP was implemented to respond to and mitigate the spill; and
c. Final corrective action(s) completed and/or planned to be completed, and a schedule for planned corrective actions, including:
i. Local regulatory enforcement action taken against an illicit discharge in response to this spill, as applicable;
ii. Identifiable system modifications, and operation and maintenance program modifications needed to prevent repeated spill occurrences; and iii. Necessary modifications to the SERP to incorporate lessons learned in responding to and mitigating the spill.
3. Water Quality Monitoring, including at minimum:
a. Description of all water quality sampling activities conducted including analytical results and evaluation of the results;
b. List of pollutant and parameters monitored, sampled, and analyzed; c. Laboratory results, including laboratory reports;
d. Detailed location map illustrating all water quality sampling points; and e. Other regulatory agencies receiving sample results (if applicable).
4. Evaluation of spill impact(s), including a description of short-term and long-term impact(s) to beneficial uses of the surface water.
The Public Works Supervisor is responsible for the development and certification of the Spill Technical Report. The Spill Technical Report template can be found in Appendix 6.7 of this document.
6.12 SPILL RESPONSE WITHIN PRIVATE PROPERTY
In the event that a spill occurs at a private property, the City will dispatch Maintenance crew and notify the resident of the need to access their property and inspect the sewer system located in the sewer easement. Residents should call the Department of Public Works Sewer Maintenance at (650) 522-7300 for any questions or concerns with property access and work performed at the property. A summary of easement access procedures is located in Appendix 6.2 Exhibit C of this document.
If a spill is caused by a sewer lateral backup or blockage on commercial or multifamily residential buildings, the owner(s) of the property served by the private sewer lateral shall be responsible for inspecting, testing the lateral, and providing the results to the City. This is a requirement per City Municipal Code 7.38.432 PRIVATE SEWER LATERALS.
Last Update: May 2025 6-13 City of San Mateo SSMP
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INVESTIGATION & DOCUMENTATION
6.13 INVESTIGATION AND DOCUMENTATION PROCEDURE
The following items provide a guideline for the City’s investigation and documentation procedure.
1. Photograph spill site throughout mitigation efforts as appropriate. i. Upon arrival (close-up to determine volume & further away to show location and affected areas).
ii. After barricading/posting.
iii. After containment.
iv. After completing disinfection and clean-up.
2. Fill out the sewer Spill Field Form kept in all sewer vehicles (see Appendix 6.3).
3. Attempt to capture the time of the start of the spill if not already known.
4. Provide accurate flow measurements and duration of spill (see Appendix 6.4).
5. Provide map of problem location [manhole(s) involved] and where the spill discharged to (e.g., storm drain, field, stream; etc.).
6. CCTV mainline as soon as possible and/or feasible.
7. Ensure all photos, forms, maps & CCTV get logged in spill binder and into Cartegraph CMMS program.
6.14 POST-SPILL ANALYSIS
For each spill event that is a Category 1 spill, all participants involved in the response – from the person who received the call to the last person to leave the site – should meet as soon as feasible after the event to review and evaluate the incident and the City’s response procedures.
The objective of the post-spill analysis is to determine actions necessary, if any, to reduce the recurrence of spills and better mitigate the effects of spills.
The post-spill analysis is intended to determine if additional maintenance, repair/replacement or other follow-up actions or response procedures changes are needed to reduce or eliminate the likelihood of future spills. The procedures for investigating a spill are as follows:
•
•
•
Review and complete the Sewer Spill Report.
Review the incident timeline and other documentation regarding the incident.
Review actions by all persons involved in the response, including the initial recipient of the complaint.
•
•
Reviewing communications with all reporting parties and witnesses.
Review volume estimate, volume recovered estimate, volume estimation assumptions, and associated drawings.
•
•
Review available photographs.
Interview staff that responded to the spill.
Last Update: May 2025 6-15 City of San Mateo SSMP
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•
•
Review past maintenance records of all affected manholes and pipe segments.
Conduct a CCTV inspection to determine the condition of the line segment immediately following the spill and reviewing the video and logs.
• Review any FOG related information or results that identify any changes or additions needed to the SERP and SSMP following the event.
The product of the post-spill analysis should be the determination of the root cause of the spill to the best extent possible and identification of corrective actions.
Last Update: May 2025 6-16 City of San Mateo SSMP
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SPILL REPORTING PROCEDURES/ REGULATORY NOTIFICATION
6.15 DOCUMENTATION
In accordance with the WDR, the City maintains records for each sanitary sewer spill.
1. Records are retained for at least five (5) years
2. Records are readily available, either electronic or hard copies, for review by Water Board staff during onsite inspections or through an information request
3. Records are retained for each of the following spill-related events and activities:
a. Spill event complaints
b. Category 4 spills (in addition to documentation needed for Cat 1 through 3 draft reports and certifications)
c. Sewer system telemetry records
d. Sewer system management plan implementation records
e. Audit records
f. Equipment Records
g. Work orders
Specific requirements for recordkeeping are listed further in the sections below. The records are maintained at the City office and are also entered into the City’s CMMS system. The City also maintains records of complaints received, even if the complaint does not relate to a City spill.
6.15.1 Spill Event Complaints
The City shall maintain records for each of the following spill-related events and activities:
• Spill event complaint, including but not limited to records documenting how the City responded to notifications of spills. Each complaint record must, at a minimum, include the following information:
o Date, time, and method of notification;
o Date and time the complainant first noticed the spill, if available; o Narrative description of the complaint, including any information the caller provided regarding whether the spill has reached surface waters or a drainage conveyance system, if available;
o Complainant’s contact information, if available; and
o Final resolution of the complaint.
•
•
Records documenting the steps and/or remedial action(s) undertaken by the City; Records documenting how estimate(s) of volume(s) and, if applicable, volume(s) of spill recovered were calculated;
•
•
All California Office of Emergency Services notification records, as applicable; and Water quality monitoring records.
Last Update: May 2025 6-17 City of San Mateo SSMP
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6.15.2 Recordkeeping of Category 4 Spills (in addition to other records needed for Cat 1 through 3 spills, as listed below under “Reporting”)
The City shall maintain the following records for each individual Category 4 spill:
• Contact information: Name and telephone number of City contact person to respond to spill-specific questions;
•
•
•
Spill location name;
Description and GPS coordinates for the system location where the spill originated; Did the spill reach a drainage conveyance system? If Yes:
o Description of drainage conveyance system location;
o Estimated spill volume fully recovered within the drainage conveyance system; o Estimated spill volume remaining within the drainage conveyance system; and o Estimated total spill volume exiting the sanitary sewer system.
Spill date and start time; •
•
•
•
Spill cause(s) (for example, root intrusion, grease deposition, etc.); System failure location (for example, main, pump station, etc.); Description of spill response activities including description of immediate spill containment and cleanup efforts;
• Description of how the volume estimation was calculated, including, at minimum:
o The methodology and type of data relied upon, including supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered); and o The methodology and type of data relied upon to estimate the spill start time, ongoing spill rate at time of arrival (if applicable), and the spill end time. • Description of implemented system modifications and operating/maintenance modifications.
6.15.3 Recordkeeping for Total Annual Spill Information The City shall keep the following records summarizing annual spills:
•
•
Estimated total annual spill volume;
Description of spill corrective actions, including at minimum:
o Local regulatory enforcement action taken against the sewer lateral owner in response to a spill, as applicable; and
o System operation, maintenance and program modifications implemented to prevent repeated spill occurrences at the same spill location.
Last Update: May 2025 6-18 City of San Mateo SSMP
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6.15.4 Sewer System Telemetry Records
The City shall maintain the following sewer system telemetry records if used to document compliance with Statewide WDR (e.g., used to develop volume estimates):
•
•
•
Supervisory control and data acquisition (SCADA) system(s); Alarm system(s);
Flow monitoring device(s) or other instrument(s) used to estimate sewage flow rates, and/or volumes;
•
•
Computerized maintenance management system records; and Asset management-related records.
6.15.5 Sewer System Management Plan Implementation Records The City shall maintain records documenting the implementation of its Sewer System Management Plan, including documents supporting its Sewer System Management Plan audits, corrections, modifications, and updates to the Sewer System Management Plan.
6.15.6 Audit Records
The City shall maintain, at minimum, the following records pertaining to its Sewer System Management Plan audits, and other internal audits:
•
•
Completed audit documents and findings;
Name and contact information of staff and/or consultants that conducted or involved in the audit; and
• Follow-up actions based on audit findings.
6.15.7 Equipment Records (List)
The City shall maintain a log of all owned and leased sewer system cleaning, operational, maintenance, construction, and rehabilitation equipment. This list is included as Appendix 4.7.
6.15.8 Work Orders ‘
The City shall maintain record of work orders for operations and maintenance projects.
6.15.9 Spill Specific Monitoring (Documentation)
Spill-specific monitoring means the gathering of information and data for a specific spill event to be reported or kept as records. The WDR requires the following assessments, as a component of data gathering following a spill.
Spill Location and Spread
The City shall visually assess the spill location(s) and spread using photography, global positioning system (GPS), and other best available tools. The City shall document the critical spill locations, including:
• Photography and GPS coordinates for:
Last Update: May 2025 6-19 City of San Mateo SSMP
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o The system location where spill originated; or
o For multiple appearance points of a single spill event, the points closest to the spill origin.
• Photography for:
o Drainage conveyance system entry locations;
o The location(s) of discharge into surface waters, as applicable; o Extent of spill spread; and
o The location(s) of clean up.
Spill Volume Estimation
The City shall estimate the total spill volume using updated volume estimation techniques, calculations, and documentation for electronic reporting. The City shall update its notification and reporting of estimated spill volume (which includes spill volume recovered) as further information is gathered during and after a spill event.
Initial service call information
•
•
•
•
•
Spill Report Form
Copies of the certified CIWQS report forms including volume estimate CCTV inspection if completed
Water quality sampling and test results, if applicable
Spill Technical Report if prepared
Other Records
In addition to the abovementioned records, the following additional records should also be retained for all spills when available and as applicable:
•
•
All original recordings for continuous monitoring instrumentation Service call records and complaint logs of calls received by the City for the previous five years that are associated with spills
•
•
Work orders, work completed, and any other maintenance records from the previous five years that are associated with spills
Documentation of performance and implementation measures for the previous five years
6.16 REGULATORY REPORTING
The City shall report any information that is protected by the Homeland Security Act by email to [email protected], with a brief explanation of the protection provided by the Homeland Security Act for the subject report to be protected from unauthorized disclosure and/or public access, and for official Water Board regulatory purposes only.
Last Update: May 2025 6-20 City of San Mateo SSMP
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The sections below summarize the regulatory reporting requirements for spill reporting and regulatory notification. Table 6-6 on the following page summarizes key deadlines to be aware of for spill reporting. Table 6-7 summarizes these deadlines by spill category.
Table 6-6 Key Deadlines for Spill Reporting
2 HOURS of being aware of spill Call Office of Emergency Services & Health Department if Category 1 sewer main spill is
1000 gallons or more
3 BUSINESS DAYS of being aware of spill
15 CALENDAR DAYS from spill end date
Submit draft reports to CIWQS for Category 1 and
sewer main or Category 2 sewer main spills
Certify Category 1 and Category 2 spills
30 CALENDAR DAYS from end of month if
applicable
Certify Category 3 and/or Category 4 sewer main
spills or submit “No Spill” report
45 CALENDAR DAYS from spill end date Submit Spill Technical Report for spills 50,000 gallons or larger that reach Waters of the State
90 CALENDAR DAYS from spill end date (Cat 1
or 2) or certified spill report due date (Cat 3)
Submit amended spill report for Category 1
through 3 spills
FEBRUARY 1 of each year Submit Category 4 spill summary report Last Update: May 2025 6-21 City of San Mateo SSMP
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Last Update: May 2025 6-22 City of San Mateo SSMP
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Table 6-7 Summary of Spill Reporting Requirements
ELEMENT REQUIREMENT METHOD
NOTIFICATION
REPORTING
• Category 1 Spill Greater than 1,000 Gallons: • Call Cal OES at: (800) 852-7550 and San Mateo County Environmental Health at (510) 267-8000, o Notify OES within two hours of becoming aware of any Category 1 Spill (i.e., greater than or equal to 1,000 gallons discharged to Waters of the State. Obtain an OES notification control number.
o Also notify the County Health Department.
• Category 1 Spill: • Enter data into the CIWQS Online Spill Database (http://ciwqs.waterboards.ca.gov/), certified o Draft Report within three business days of becoming aware of the spill by the Legally Responsible Official(s). o LRO certifies within 15 calendar days of spill end date • All information required by CIWQS should be captured in the Spill report. • Category 2 Spill: • Certified Spill reports may be updated by amending the report or adding an attachment to the Spill report within 90 calendar days after the Spill end date (for Category 1 and 2 spills) or the date of the certified report (for Category 3 spills), as applicable. After 90 days, the State and Regional Board must be contacted to request to amend a Spill report along with a justification for why the additional information was not available prior to the end of the 90 days. o Draft Report within 3 business days of becoming aware of the spill o LRO certifies within 15 calendar days of the spill end date • Category 3 Spill:
o Certified report within 30 calendar days of the end of month in which the spill occurred • Category 4 Spill:
o Monthly certify the estimated total spill volume exiting the sanitary sewer system, and the total number of all Category 4 spills within 30 calendar days after the end of the calendar month in which the spills occurred
o LRO certifies annually a report of all Category 4 spills, by February 1 after the end of the calendar year in which the spills occurred
• Category 1 Spill Greater than 50,000 Gallons:
o LRO submits a Spill Technical Report within 45 calendar days after the spill end date • “No Spill” certification :
o LRO certifies that no Spills occurred within 30 calendar days of the end of the month. • Collection System Questionnaire (to be changed to Annual Report in 2024):
o City updates and certifies every 12 months, with the Annual Report deadline beginning on April 1, 2024.
WATER • Category 1 Spill Greater than 50,000 Gallons: • Water quality results will be uploaded into CIWQS for Category 1 Spills in which 50,000 gallons
QUALITY
MONITORING
o City conducts water quality sampling within 18 hours after knowledge of the spill for Category 1 or greater are spilled to surface waters.
Spills in which 50,000 gallons or greater are spilled to a surface water.
Last Update: May 2023 6- 23 City of San Mateo SSMP
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Last Update: May 2023 6-24 City of San Mateo SSMP
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6.16.1 Multiple Appearance Points – Single Spill
For reporting purposes, if one spill event of whatever category results in multiple appearance points in a sewer system, a single spill report is required in CIWQS which includes the GPS coordinates for the location of the spill appearance point closest to the failure point, blockage or location of the flow condition that caused the spill, and descriptions of the locations of all other discharge points associated with the single Spill event.
6.16.2 2-Hour Notification to Regulatory Agencies of Spills Cal OES is only to be notified of a Category 1 spill greater than or equal to 1,000 gallons that discharges to surface water or spilled in a location where it probably will be discharged to surface water. The First Responder or designee is responsible for reviewing field data for reporting to regulatory agencies. If it is determined that the criteria for OES notification was met, then the First Responder or designee must notify OES of the event no later than two (2) hours after:
1. The City has knowledge of the spill;
2. Notification is possible; and
3. Notification can be provided without substantially impeding cleanup or other emergency measures.
The OES phone number is (800) 852-7550. The First Responder or designee is responsible for obtaining an OES Control number.
The following information should be reported to Cal OES, as applicable:
• Name and phone number of the person notifying the California Office of Emergency Services;
•
•
•
Estimated spill volume (gallons);
Estimated spill rate from the system (gallons per minute); Estimated discharge rate (gallons per minute) directly into waters of the State or indirectly into a drainage conveyance system;
• Spill incident description, which includes:
o Brief narrative of the spill event, and
o Spill incident location (address, city, and zip code) and closest cross streets and/or landmarks;
•
•
•
•
•
•
Name and phone number of contact person on-scene;
Date and time the Enrollee was informed of the spill event; Name of sanitary sewer system causing the spill;
Spill cause or suspected cause (if known);
Amount of spill contained;
Name of receiving water body receiving or potentially receiving discharge; and Last Update: May 2025 6- 25 City of San Mateo SSMP
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• Description of water body impact and/ or potential impact to beneficial uses.
Following the initial notification to OES and until the spill report is certified in the SWRCB online Spill Database, the LRO will provide updates (or provide direction for updates to be provided) to OES regarding substantial changes to the following information:
•
•
Estimated spill volume (increase or decrease in gallons initially estimated); Estimated discharge volume discharged directly into waters of the State or indirectly into a drainage conveyance system (increase or decrease in gallons initially estimated); and
• Additional impact(s) to the receiving water(s) and beneficial uses.
6.16.3 Notification of Spill Report Updates
After the initial notification to the OES up until a certified report is certified in the online CIWQS Sanitary Sewer System Database, the City may provide updates to the OES regarding substantial changes to:
•
•
Estimated spill volume (increase or decrease in gallons initially estimated); Estimated discharge volume discharged directly into waters of the State or indirectly into a drainage conveyance system (increase or decrease in gallons initially estimated); and
• Additional impact(s) to the receiving water(s) and beneficial uses
6.16.4 Detailed Reporting Requirements
This section provides details on the City’s regulatory reporting process, which is also described below.
Spill Reporting for Category 1 Spills
•
•
Cal OES shall receive notification of Category 1 spills of 1,000 gallons or more, as stated earlier in this Section.
The Data Submitter must then submit the initial draft report to the SWRCB’s CIWQS Online Spill database @ http://ciwqs.waterboards.ca.gov/ciwqs within 3 business days of becoming aware of the spill.
•
•
•
Table 6-8 on the following page lists information that is required in the draft Category 1 spill report. This data must be supplemented further during the certification process, as discussed further below.
Within 15 calendar days of the spill end date, the LRO must review and certify the report in the CWIQS Online spill database @
http://ciwqs.waterboards.ca.gov/ciwqs.
The Certified Spill Report requires additional information to supplement the data provided in the draft Spill Report. Table 6-8 on the following page summarizes information that is required during spill certification.
Last Update: May 2025 6- 26 City of San Mateo SSMP
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Table 6-8 Category 1 and 2 CIWQS Draft Spill Report – Required Information Required Information for Category 1 and 2 Draft Spill Reports
1. Contact information: Name and telephone number of contact person to respond to spillspecific questions;
2. Spill location name;
3. Date and time the City was notified of, or self-discovered, the spill;
4. Operator arrival time;
5. Estimated spill start date and time;
6. Date and time the City notified the California Office of Emergency Services, and the assigned control number;
7. Description, photographs, and GPS coordinates of the system location where the spill originated;
8. If a single spill event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the spill appearance point explanation field;
9. Estimated total spill volume exiting the system;
10. Description and photographs of the extent of the spill and spill boundaries;
11. Did the spill reach a drainage conveyance system? If Yes:
a. Description of the drainage conveyance system transporting the spill; b. Photographs of the drainage conveyance system entry location(s); c. Estimated spill volume fully recovered from the drainage conveyance system; d. Estimated spill volume remaining within the drainage conveyance system; e. Description and photographs of all discharge point(s) into the surface water; ** Items 12 and 13 are required for Category 1 spills only **
12. Estimated spill volume that discharged to surface waters; and
13. Estimated total spill volume recovered.
Spill Reporting for Category 2 Spills
• Within 3 business days of becoming aware of the spill, the LRO must submit the initial report to the SWRCB’s CWIQS Online Spill Database @ http://ciwqs.waterboards.ca.gov/ciwqs.
•
•
The draft report shall include Items 1 through 11 from Table 6-8 above.
Within 15 calendar days of the spill end date, the LRO must review and certify the report in the CWIQS Online Spill Database @
http://ciwqs.waterboards.ca.gov/ciwqs. The Spill Certification must include, in addition to the information provided in the draft report, Items 1 through 13 of Table 6-9.
• In addition, the Category 2 Spill Certification must include a new Item 14 - Whether or not the spill was located within 1,000 feet of a municipal surface water intake.
Last Update: May 2025 6- 27 City of San Mateo SSMP
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Table 6-9 Category 1 and 2 CIWQS Spill Certification – Required Information Required Information for Category 1 and 2 Spill Certification
1. Description of the spill event destination(s), including GPS coordinates if available, that represent the full spread and reach of the spill;
2. Spill end date and time;
3. Description of how the spill volume estimations were calculated, including at a minimum:
a. The methodology, assumptions and type of data relied upon, such as supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered); and b. The methodology(ies), assumptions and type of data relied upon for estimations of the spill start time and the spill end time;
4. Spill cause(s) (for example, root intrusion, grease deposition, etc.);
5. System failure location (for example, main, lateral, pump station, etc.);
6. Description of the pipe material, and estimated age of the pipe material, at the failure location;
7. Description of the impact of the spill;
8. Whether or not the spill was associated with a storm event;
9. Description of spill response activities including description of immediate spill containment and cleanup efforts;
10. Description of spill corrective action, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the spill, and a schedule of major milestones for those steps;
11. Spill response completion date;
12. Detailed narrative of investigation and investigation findings of cause of spill;
13. Reasons for an ongoing investigation (as applicable) and the expected date of completion; ** Items 14 through 17 are required for Category 1 spills only **
14. Name and type of receiving water body(s);
15. Description of the water body(s), including but not limited to:
16. Observed impacts on aquatic life;
17. Public closure, restricted public access, temporary restricted use, and/or posted health warnings due to spill;
18. Responsible entity for closing/restricting use of water body; and
19. Number of days closed/restricted as a result of the spill.
20. Whether or not the spill was located within 1,000 feet of a municipal surface water intake; and
21. If water quality samples were collected, identify sample locations and the parameters the water quality samples were analyzed for. If no samples were taken, “Not Applicable” shall be selected.
Monthly Certified Spill Reporting for Individual Category 3 and Category 4 Spills Within 30 calendar days of the end of the calendar month in which the spill occurred, the LRO must submit and certify a report to the SWRCB's CWIQS Online Spill database @ Last Update: May 2025 6- 28 City of San Mateo SSMP
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http://ciwqs.waterboards.ca.gov/ciwqs. For each Category 3 spill, the report shall include the information shown in Table 6-10.
For each Category 4 spill, the report should include the estimated total spill volume exiting the sanitary sewer system and the total number of all Category 4 spills for the month.
If a spill starts in one calendar month and ends in a subsequent calendar month, and the City has no further spills of any category, in the subsequent calendar month, the LRO shall certify “no-spills” for the subsequent calendar month. If the City has no spills from its systems during a calendar month, but the City voluntarily reported a spill from a private lateral or a private system, the LRO shall certify “no-spills” for that calendar month.
Table 6-10 Category 3 CIWQS Spill Certification – Required Information Required Information for Category 3 Spill Certification
1. Contact information: Name and telephone number of Enrollee contact person to respond to spill-specific questions;
2. Spill location name;
3. Date and time the Enrollee was notified of, or self-discovered, the spill;
4. Operator arrival time;
5. Estimated spill start date and time;
6. Description, photographs, and GPS coordinates where the spill originated:
7. If a single spill event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the spill appearance point explanation field;
8. Estimated total spill volume exiting the system;
9. Description and photographs of the extent of the spill and spill boundaries;
10. Did the spill reach a drainage conveyance system? If Yes:
a. Description of the drainage conveyance system transporting the spill; b. Photographs of the drainage conveyance system entry locations(s); c. Estimated spill volume fully recovered from the drainage conveyance system; and
d. Estimated spill volume discharged to a groundwater infiltration basis or facility, if applicable.
11. Estimated total spill volume recovered;
12. Description of the spill event destination(s), including GPS coordinates, if available, that represent the full spread and reaches of the spill;
13. Spill end date and time;
14. Description of how the spill volume estimations were calculated, including, at minimum:
a. The methodology and type of data relied upon, including supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered); and b. The methodology and type of data relied upon to estimate the spill start time, on-going spill rate at time of arrival (if applicable), and the spill end time.
15. Spill cause(s) (for example, root intrusion, grease deposition, etc.); Last Update: May 2025 6- 29 City of San Mateo SSMP
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Required Information for Category 3 Spill Certification
16. System failure location (for example, main, pump station, etc.);
17. Description of the pipe/infrastructure material, and estimated age of the pipe/infrastructure material, at the failure location;
18. Description of the impact of the spill;
19. Whether or not the spill was associated with a storm event;
20. Description of spill response activities including description of immediate spill containment and cleanup efforts;
21. Description of spill corrective actions, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the spill, and a schedule of the major milestones for those steps; including, at minimum:
a. Local regulatory enforcement action taken against an illicit discharge in response to this spill, as applicable, and
b. Identifiable system modifications, and operation and maintenance program modifications needed to prevent repeated spill occurrences at the same spill event location, including:
i. Adjusted schedule/method of preventive maintenance;
ii. Planned rehabilitation or replacement of sanitary sewer asset; iii. Inspected, repaired asset(s), or replaced defective asset(s); iv. Capital improvements;
v. Documentation verifying immediately implemented system modifications and operating/maintenance modifications;
vi. Description of spill response activities;
vii. Spill response completion date; and
viii. Ongoing investigation efforts, and expected completion date of investigation to determine the full cause of spill.
22. Detailed narrative of investigation and investigation findings of cause of spill.
Monthly Spill Reporting for No Spills
Within 30 calendar days of the end of the calendar month in which there are no spills, the LRO must submit and certify a “No Spill” certification to the SWRCB's CWIQS Online spill database @ http://ciwqs.waterboards.ca.gov/ciwqs.
Annual Spill Reporting for Category 4 Spills
By February 1st after the end of the calendar year in which any Category 4 spills occurred, the LRO must upload and certify a report, in an acceptable digital format, of all Category 4 spills for that year.
6.16.5 CIWQS Not Available
In the event that the CIWQS online Spill database is not available, the LRO must fax all required information to the RWQCB office at (510) 622-2460 and the SWRCB at [email protected] in accordance with the time schedules identified above. In such an event, the City should then submit the appropriate reports using the CIWQS online spill database when the database becomes available. A copy of all documents that certify the submittal in fulfillment of this section shall be retained in the spill document file.
Last Update: May 2025 6- 30 City of San Mateo SSMP
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6.16.6 Amending Spill Reports
The LRO is responsible for amending Category 1, 2, and 3 spill reports. Certified Spill reports may be updated by amending the report or adding an attachment to the Spill report within 90 calendar days after the Spill end date. After 90 days, the City must contact the State Water Board to request to amend a Spill report along with a justification for why the additional information was not available prior to the end of the 90 days.
For any no-spill certifications, spill event deletions or unlocking, and SSMP inquiries, these should be directed to: [email protected]
6.16.7 CIWQS – Electronic Reporting to State Water Board The California Integrated Water Quality System (CIWQS) is a computer system used by the State Water Resources Control Board to track information about places of environmental interest, manage permits and other orders, track inspections, and manage violations and enforcement activities. CIWQS also allows online submittal of information by Permittees within certain programs and makes data available to the public through reports.
The City’s LRO is responsible for submitting and certifying each Spill report in CIWQS.
The CWIQS reporting procedure is outlined in the Discharger Workbook available at the State and Regional Water Quality Control Board website and at this link:
http://www.swrcb.ca.gov/water_issues/programs/sso/docs/discharger_workbook.pdf Required timelines for reporting are repeated for clarity on Table 6-11 on the following page.
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TRAINING
6.17 SPILL RESPONSE TRAINING
This section provides information on the training that is required to support this Spill Emergency Response Plan.
6.18 INITIAL AND ANNUAL REFRESHER TRAINING
Per the Statewide WDR, the City must ensure that appropriate staff and contracts implement the Spill Emergency Response Plan and are appropriately trained. All training is provided to City staff, as Contractors are not used during spill response, operations, or maintenance activities. See Element 3.
All City personnel who may have a role in responding to, reporting, and/or mitigating a sewer system spill must receive training on the contents of this SERP. All new employees must receive training before they are placed in a position where they may have to respond. Current employees receive refresher training on this plan and the procedures to be followed approximately annually.
The Sewer Maintenance Supervisor verifies that annual safety training requirements are current for each employee, and that employees are competent in the performance of all core competencies. The City addresses, through additional training/instruction, identified gaps in required core competencies.
6.19 SPILL RESPONSE DRILLS
Periodic training drills are held to ensure that employees are up to date on these procedures, equipment is in working order, and the required materials are readily available. The training drills cover scenarios typically observed during sewer related emergencies. The results and the observations during the drills are recorded and action items are tracked to ensure completion. The Sewer Maintenance Supervisor collects signin sheet for every Spill Response Drill conducted.
6.20 SPILL TRAINING RECORD KEEPING
Records are kept of all training that is provided in support of this plan. The records for all scheduled training courses and for each spill emergency response training event include date, time, place, content, name of trainer(s), and names of attendees. The Sewer Maintenance Supervisor collects sign-in sheet for every spill response drill conducted.
6.21 APPENDIX 6 – SUPPORTING DOCUMENTS FOR ELEMENT 6
The following items are included as an Appendix to Element 6:
6.1 6.2
6.3 6.4
6.5 6.6
6.7 Contingency Equipment
Spill Field Procedures
Investigation and Documentation Forms
Spill Calculation and Estimation
Signage and Posting Procedures
Water Quality Monitoring Program
Spill Technical Report Template
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Environmental Services Division SEWER PIPE BLOCKAGE CONTROL PROGRAM ELEMENT 7: SEWER PIPE BLOCKAGE CONTROL PROGRAM
SWRCB Waste Discharge Requirement:
Each Enrollee shall evaluate its service area to determine whether a sewer pipe blockage control program is needed to control fats, oils, and grease (FOG), rags, and debris. If an Enrollee determines that a sewer pipe blockage control program is not needed, the Enrollee must provide justification for why it is not needed. If a program is needed, it must include:
• An implementation plan and schedule for a public education outreach program that promotes proper disposal of pipe blockage substances; • A plan and schedule for the disposal of pipe blocking substances generated within the sanitary sewer system service area. This may include a list of acceptable disposal facilities and/or additional facilities needed to adequately dispose of substances generated within a sanitary sewer system service area; •
•
The legal authority to prohibit discharges to the system and identify measures to prevent spills and blockages;
Requirements to install grease removal devices (such as traps or interceptors), design standards for the removal devices, maintenance requirements, best management practice (BMP) requirements, record keeping and reporting requirements;
• Authority to inspect grease producing facilities, enforcement authorities, and whether the Enrollee has sufficient staff to inspect and enforce the FOG ordinance;
•
•
An identification of sanitary sewer system sections subject to FOG blockages and establishment of a cleaning schedule for each section; and Implementation of source control measures for all sources of FOG reaching to the sanitary sewer system for each section identified above.
This chapter provides a description of the City’s FOG Source Control Program and a discussion of pipe blockage control within the sewer system. This FOG Source Control Program and pipe blockage control processes are intended to be updated and modified by the City as necessary to more closely reflect operating conditions and changes that may occur in sewer management procedures.
7.1 BACKGROUND
A FOG Source Control Program was initiated in 1995 in an effort to reduce FOG-related sewer line cleaning, FOG buildup in lift stations, and grease collection / removal at the WWTP. At that time, a field survey determined that there were over 300 commercial food service facilities (i.e., FOG generators) in the service area, with and without grease control devices. Routine inspections of food service facilities began in 1996. In 1999, the City’s Municipal Code was revised to require retroactively that food service facilities install grease control devices that conform to the current version of the Uniform Plumbing Code Last Update: May, 2025 7 - 1 City of San Mateo SSMP
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Environmental Services Division SEWER PIPE BLOCKAGE CONTROL PROGRAM (UPC). The City also began issuing Waste Discharge Permits in order to mandate service frequencies for the grease removal devices, and thereby further reduce discharges of FOG to the sanitary sewer system.
A list of food service establishments (FSEs) that includes inspection priority, inspection frequency, and the required frequency for cleaning out grease removal devices is included in Appendix 7.1, Exhibit 7.1I. The FSE must hire a private service provider to receive offhauled grease, as discussed further in Section 7.3.
As related to other potential sources of pipe blockage, such as roots, rags or debris, the City has pre-existing programs that are discussed further in Element 4. These programs include the hot spot program, root control program, and repair and replacement program.
The City uses data from CIWQS and from cleaning and CCTV operations to help develop, refine, and update these programs. In order to continue to improve these programs, the City is in the process of evaluating prior spills, spill cause, spill location, and locations with repeat spills in conjunction with the hot spot program, root control program, and pipe repair priorities to determine if these programs require adjustment to accommodate additional locations. Any changes to the hot spot program, root control program, or pipe repair priorities will be documented in future updates to the SSMP.
7.2 PUBLIC EDUCATION OUTREACH
The City distributes outreach materials developed internally and by other municipalities and/or programs as described below. Example outreach materials are included in Appendix 7.1, Exhibit 7.1A.
Outreach to Commercial Food Service Facilities. The City’s Regulatory Compliance Inspectors distribute outreach materials, if necessary, during each commercial food service facility inspection; they encourage managers of food service facilities to use the information to train employees upon hire and at least annually thereafter. City Inspectors typically distribute a City-produced brochure titled Required Best Management Practices for Food Service Facilities that contains information on BMPs for the FOG and Stormwater programs. On the backside is Municipal Code Applicable to Food Service Establishments for reference. The brochure is provided in English, Spanish, and Chinese.
City inspectors also distribute a one-page handout provided by the San Mateo Countywide Water Pollution Prevention Program (SMCWPPP) titled, Best Management Practices for Food Service Facilities. This is available in English, Spanish and Chinese. A laminated poster for proper grease disposal titled No Grease Down the Drain – Keep Drains Flowing is provided during initial inspections for posting in the dishwash area of the kitchen. The poster is available in English, Spanish, Chinese, Korean and Vietnamese.
Additional FOG control outreach materials are available and are distributed as opportunities arise
Residential Outreach. Outreach materials are available and on display at City Hall and are available online at the City’s website:
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Environmental Services Division SEWER PIPE BLOCKAGE CONTROL PROGRAM Public service announcements may be published prior to major holidays to remind City residents of prudent food waste handling practices. A FOG BMP poster and the WEF “Fat Free Sewers” brochure is mailed to apartment complexes as needed, and subsequent to finding a FOG buildup in the sewer at or immediately downstream of an apartment connection. If necessary, the FOG brochure is distributed to all homes upstream of a recurring blockage.
The City is developing similar outreach materials to educate the public about materials other than FOG, such as non-disposable “disposable” wipes, that should not be flushed into the sewer. When these outreach materials are available for distribution, a copy of the materials will be included in the SSMP appendices.
7.3 FOG DISPOSAL
FOG generators are responsible for hiring private service providers to haul off FOG wastes for disposal. Although City staff does not endorse services provided by any one service provider, the City provides a list of service providers that are commonly used by businesses in the service area. The lists of service providers are shown in Tables 7-1 and 7-2.
Table 7-1. Grease Waste Service Providers
Contractors with a (*) are also listed in Table 7-2
Service Provider
A-1 Septic Tank Service
Able Septic
All Valley Environmental*
Ameriguard Maintenance
Services*
Phone Number Website
(510) 886-4455 https://ww.aitank.net
(408) 377-9990 https://www.ablesewer.com
(559) 498-8378 https://allvalleyenv.com
(800) 347-7876 https://ameriguardsvc.com
Bay Area Restaurant
Services
(888) 994-0753 http://www.bayarea restaurantsvcs.com
DAR PRO Solutions, Inc.* (855) 327-7761 https://www.darpro-solutions.com/ Grease Trap Cleaners* (510) 751-0286 https://www.thegreasetrapcleaners.com Interstate Restaurant
Services*
(844) 457-6572 https://www.interstateoil.com/interstaterestaurant-services/ KB Grease (650) 660-5144
Liquid Environmental
Solutions*
(866) 694-7326 https://www.liquidenviro.com/
Mahoney Environmental*
Sacramento Rendering Co
(SRC)
(800) 447-3794 https://mahoneyes.com
(800) 339-6493 http://srccompanies.com
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Contractors with a (*) are also listed in Table 7-1
Service Provider Phone Number Website
All Valley Environmental*
Ameriguard Maintenance
Services*
(559) 498-8378 https://allvalleyenv.com
(800) 347-7876 https://ameriguardsvc.com
DAR PRO Solutions, Inc.* (855) 327-7761 https://www.darpro-solutions.com/ Grease Trap Cleaners* (510) 751-0286 https://www.thegreasetrapcleaners.com Interstate Restaurant
Services*
(844) 457-6572 https://www.interstateoil.com/interstaterestaurant-services/ Liquid Environmental
Solutions*
(866) 694-7326 https://www.liquidenviro.com/
Mahoney Environmental*
One More Time
Restaurant Technologies
(800) 447-3794 https://mahoneyes.com
(323) 526-3838 https://onemoretimeinc.com
(866) 399-3802 https://www.rti-inc.com
7.4 LEGAL AUTHORITY
The City’s legal authority to prevent illicit discharges to the sewer system is discussed in Element 3.
The City of San Mateo manages the FOG control program throughout the City. In addition, the City inspects Estero Municipal Improvement District (EMID) food service facilities but does not maintain this infrastructure or provide outreach. The City and EMID Sanitary Sewer Use Ordinances, as contained in each entity’s Municipal Code, are nearly identical; each provides the legal authority to implement a FOG Control Program. A summary of the enabling authority is summarized in Table 7-2 on the following page.
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CSM EMID Municipal Code Section Title
7.38.030 8.37.030 Definitions of “Food Service Facility” and “Grease”.
7.38.100
7.38.110
8.37.100
8.37.110
Pretreatment of Industrial Waste: (c) Food Service Facilities.
General Discharge Prohibitions: (a) any wastes that interfere with, inhibit damage or disrupt any wastewater conveyance.
Specific Discharge Prohibitions: (e) Solids or Viscous Materials; (h) Oil and Grease.
Requirements for Food Service Facilities: (a) Install a pretreatment system for grease removal which meets or
exceeds minimum sizing requirements of the UPC by no later than January 1, 2001.
7.38.120
7.38.160
8.37.120
8.37.160
7.38.210
7.38.350
8.37.210
8.37.350
Waste Discharge Permits: (b) The City/District may require users to obtain waste discharge permits as necessary to carry out the purposes of the ordinance.
Authority to Inspect and Monitor: City/District is authorized to conduct all inspection, surveillance, and monitoring procedures necessary to assure compliance with the ordinance.
Compliance with the ordinance.
Administrative Remedies.
Civil Penalties.
Criminal Penalties.
7.38.440
7.38.460
7.38.480
7.38.490
8.37.430
8.37.450
8.37.460
8.37.460
Example permitting documents (including a permit), a list of Best Management Practices, and a Pretreatment Maintenance Log are included in Appendix 7.1, Exhibits 7.1B through
7.1F.
7.5 GREASE REMOVAL DEVICE REQUIREMENTS
The City’s Municipal Code section 7.38.160 (EMID Municipal Code section 8.37.160) requires that food service facilities must install a pretreatment system for grease removal that meets or exceeds minimum sizing requirements of the Uniform Building Code. Both entities’ codes further require that these pretreatment systems be permitted (Waste Discharge Permit), inspected monthly or more frequently as needed, and that a record be kept of the date of the inspection, any maintenance performed, and disposition of the contents (i.e., FOG) removed. Failure to operate or maintain the grease removal system in a way that ensures optimal efficiency, or failure to keep records of system maintenance, constitutes a violation of the ordinance.
7.6 BEST MANAGEMENT PRACTICES (BMPS)
The City’s FOG Control Program places emphasis on six major BMPs that should be implemented by food service facilities and other FOG generators within the service area.
These BMPs are summarized as follows:
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Employee Training and Awareness: This BMP recommends that all employees and FOG-producing establishments be adequately trained on activities to reduce FOG disposal into the sanitary sewer system.
Garbage Grinder Elimination/Limitation: This BMP recommends that FOG generators eliminate garbage grinders or limit their use to the greatest extent possible, thereby reducing the amount of food particles that enter the sanitary sewer system with the potential to clog the system. Additionally, the use of drain screens is recommended by this BMP to capture food and other particles in order to prevent them from being discharged into the sanitary sewer system. These screens should be cleaned frequently and emptied into the trash. •
•
•
•
Spill Cleanup: This BMP emphasizes the use of dry-cleaning methods for cleaning up spills. If dry methods are insufficient, water use and discharge to the sanitary sewer should be limited as much as possible.
Equipment Cleaning and Maintenance: This BMP recommends that FOG generators limit the discharge of FOG to the sanitary sewer system to the greatest extent possible in the regular cleaning and maintenance of equipment.
Grease Handling and Disposal: This BMP requires that oils, grease or other oily liquids (such as salad dressing) should not be discharged in large quantities to the sanitary sewer system. These materials should be recycled, if possible.
Grease Removal Devices: This BMP requires that FOG generators install and maintain grease removal devices.
Because not all FOG problems are caused by food service facilities, residential and private dwelling customers are also urged to adopt the aforementioned BMPs, as applicable.
7.7 INSPECTION AND ENFORCEMENT PROCEDURES
City and EMID ordinances include provisions for the inspection of FOG-generating facilities, as well as enforcement actions available in the event of violations.
7.7.1 Inspection
The authority for City officials to inspect food service facilities and other FOG-generating facilities for compliance with this Program is provided in City Municipal Code Section
7.38.350 (EMID Municipal Code Section 8.37.350).
Inspections are conducted to assess compliance with waste discharge permit requirements, and it is the City’s goal to inspect each FOG-generating facility a minimum of once every five-year permit term depending on compliance. Facilities given a designation of “High Priority” are subject to annual inspections. Facilities given a designation of “Low Priority” are subject to less frequent inspections (once per five-year term). Compliance status is determined by visual inspection of the pretreatment system, interview with the owner/staff about general operations and waste handling; and a review of documentation of pretreatment system maintenance, pretreatment system waste Last Update: May, 2025 7 - 6 City of San Mateo SSMP
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An inspection may also be triggered by a line blockage determined to be the result of FOG accumulation, or preventive maintenance in which an accumulation of FOG is discovered.
Potential FOG problem areas consist mainly of trunk line segments in commercial districts that serve a high concentration of food service facilities and also include areas with multifamily dwelling complexes. These areas are well-known and addressed by increased preventive maintenance of the sewer mains, as discussed in Section 7.8. Newly discovered sewer backups/blockages are usually due to a combination of factors, including grease, line sags, and roots.
7.7.2 Enforcement Actions
Enforcement remedies available in response to violations of City and EMID ordinances pertaining to FOG are detailed in each entity’s ordinance and in the Enforcement Response Plan. Items typically found to be deficient during an inspection and the resulting enforcement action taken are summarized below in Table 7-3.
Table 7-3. FOG Findings and Response
Inspection Finding
Pretreatment system operation &
maintenance (O&M) records not
maintained.
Enforcement Response
Warning Notice
Inadequate Pretreatment System
Maintenance
Warning Notice
No Wastewater Discharge Permit
No Grease Removal Device
First (and subsequent) follow-up
inspection finds failure to comply with
corrective action specified in Notice of
Violation.
Warning Notice
Warning Notice
Notice of Violation, Failure to Comply
with a Notice of Violation, or
Administrative Citation (Fines/Fees)
The City may choose to issue a verbal warning for less serious offenses. In cases where a facility has a history of FOG buildup and/or blockages, both ordinances include a provision for requiring increased service frequency, installing additional pretreatment capacity or equipment, and/or reimbursement of City costs associated with increased preventative maintenance. Remedies described herein are not exclusive; the City may take a combination of actions specified in the Sewer Use Ordinance against a noncompliant User, as well as any other enforcement remedies that that the City may have available.
7.8 SERVICE AREA FOG EVALUATION
The identification of hot spots within the service area is ongoing; hot spots are identified based on reports of blockages and through closed-circuit television inspection (CCTV) findings. Known problem areas are prioritized based on qualitative findings of previous Last Update: May, 2025 7 - 7 City of San Mateo SSMP
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7.9 APPENDIX 7 – SUPPORTING DOCUMENTS FOR ELEMENT 7
Exhibit 7.1A – Outreach Materials (commercial & residential) Exhibit 7.1B – Waste Discharge Permit (WDP)
Exhibit 7.1C – WDP Standard Terms, Conditions & Requirements Exhibit 7.1D – Best Management Practices for Food Service Facilities Exhibit 7.1E – Pretreatment System Maintenance Log
Exhibit 7.1F – Waste Discharge Permits Q&A
Exhibit 7.1G – Inspection Form (Food Service Facility)
Exhibit 7.1H – Preventative Maintenance: FOG Hot Spots (Schedule and Map) Exhibit 7.1I – City of San Mateo and EMID Food Service Establishment Inspection Frequency and Other Information
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SYSTEM EVALUATION, CAPACITY ASSURANCE, AND CAPITAL
IMPROVEMENTS
ELEMENT 8: SYSTEM EVALUATION, CAPACITY ASSURANCE
AND CAPITAL IMPROVEMENTS
SWRCB Waste Discharge Requirement:
• The Plan must include procedures and activities for:
o
o
o
o
Routine evaluation and assessment of system conditions; Capacity assessment and design criteria;
Prioritization of corrective actions; and
A capital improvement plan.
• Required components include:
o
o
o
o
System Evaluation and Condition Assessment
Capacity Assessment and Design Criteria
Prioritization of Corrective Action
Capital Improvement Plan
8.1 BACKGROUND
In March 2009, the Regional Water Quality Control Board (RWQCB) issued the City, Hillsborough, and Crystal Springs County Sanitation District (CSCSD) (collectively referred to as “Agencies”) a Cease and Desist Order (CDO) mandating elimination of sanitary sewer overflows (Spills) in their respective and collective collection systems, as well as requiring specific corrective actions to upgrade sewer capacity. In 2013, the Wastewater Treatment Plant (WWTP) was issued a new NPDES permit, with special provisions requiring a more integrated view of the collection system and WWTP including the development of WWTP and Collection System Master Plans and CIPs, and a Wet Weather Improvement Program. This permit was revised and reissued in 2018 under Order No. R2-2018-0016, NPDES No. CA0037541.
In response to the requirements established in the 2013 permit, City contracted with Carollo Engineers to develop an Integrated Wastewater Master Plan, which included a prioritized 20-year Capital Improvement Plan for the City’s collection system and WWTP. Tasks included flow projections, regulatory review, on-site storm water management, stress test, capacity analysis, energy analysis, treatment alternatives analysis, condition assessment, and prioritized capital improvement plan.
In 2014, the City created the Clean Water Program (CWP), a capital infrastructure improvement program to repair, replace, and upgrade aging sewage conveyance and wastewater treatment infrastructure. The City contracted with CH2M Hill (acquired by Jacobs) for program management support and to conduct a full review of the CWP through a Programmatic Environmental Impact Report (PEIR). In 2016, the City certified and adopted the Final PEIR and approved the underground flow equalization system programmatic approach. The approved programmatic approach also Last Update: May, 2025 8 - 1 City of San Mateo SSMP
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established the CWP as a $1 billion capital improvement program, reduced Carollo Engineer’s initial 20-year plan to a 10-year delivery timeframe, and repackaged the capital improvement projects to align with the revised timeline. The CWP is anticipated to be completed in 2026 and will meet the requirements of the Cease and Desist Order.
Information about the Clean Water Program, the various capital improvement projects that address capacity assurance, along with the Programmatic Environmental Impact Report can be found at this City website: https://cleanwaterprogramsanmateo.org/
8.2 PROJECT DRIVERS AND CAPACITY ASSESSMENT CRITERIA
There are several project drivers affecting the development of the integrated master plan, the resulting Capital Improvement Projects, and the prioritization of the projects.
The drivers fall within several categories, and include capacity assessment as follows:
•
•
•
•
•
Aging infrastructure requiring repair or replacement.
Capacity to deal with dry and wet weather flows generated from the service area.
Regulatory requirements (current and future).
Policy decisions regarding sustainability initiatives.
Potential effects of climate change.
The current population within the entire WWTP service area is estimated to be approximately 150,000, with 104,430 in the City limits based on the 2019 census.
Projections within the next 20 years suggest an increase in City population to approximately 166,400 by the year 2035. After projecting future dry weather flows to the WWTP using a per capita method, expansion of permitted capacity for dry conditions is not anticipated over the next 20-year planning period.
The City has recently invested in updating the collection system model to be able to better estimate peak flows, reflect recent improvements, and to project flows through 2035. Sewer collection system projects were identified to address projected wet weather flow, including pump station capacity projects, storage requirements, and upsizing of pipelines and relief lines in the collection system that were predicted to have a hydraulic deficiency during the design storm. The analysis incorporated City knowledge of pipeline condition and spill history, and reviewed the capacity of system assets given increased infiltration and inflow that occurs under the design storm conditions.
The sewer collection system hydraulic model used a design storm with a 5-year recurrence interval and 6-hour duration for the capacity analysis. When applying the design storm to the City’s hydraulic model, a pipe segment is determined to be capacity deficient and requires replacement when 1) the pipe conveys maximum capacity, 2) surcharging in the adjacent manhole occurs, and 3) freeboard at the adjacent manhole is less than three feet. Freeboard is defined as the difference between modeled rim elevation and water surface elevation.
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8.3 SYSTEM EVALUATION AND CAPACITY ASSESSMENT
The Integrated Wastewater Master Plan implemented best management practices and includes discussion of the following:
• Evaluation the sanitary sewer system assets utilizing the best practices and technologies available;
• The entire system was included in the hydraulic model and assessed for capacity needs. The City plans to reassess system capacity approximately every 10 years if necessary.
•
•
Capacity needs were prioritized that hold a high level of environmental consequences through predicted sewer spills. The City completes separate evaluations related to non-capacity issues for pipes vulnerable to failure due to other system deficiencies, as discussed in Element 4.
The City plans to integrate additional analyses of potentially elevated risk for pipes located in the vicinity of surface waters, within steep terrain, in locations with known high groundwater elevations, and in other known environmentally sensitive areas. These analyses and associated documentation will become part of the City’s repair and replacement prioritization program, which is addressed in Element 4.
• The City is considering ways to integrate potential effects of climate change, including but not limited to: sea level rise; flooding and/or erosion due to increased storm volumes, frequency, and/or intensity; wildfires; and increased power disruptions into the current capacity analysis. The hydraulic model is a flexible, working tool that can be used to run “what-if” scenarios related to predicted future events. City staff are actively involved in local industry organizations, such as CWEA, CASA, and BACWA, that are working to understand the potential data that is emerging regarding climate change and its effects on sanitary sewer facilities. As this information becomes known and accepted, the City is prepared to update the hydraulic model to further evaluate potential impacts.
8.4 CAPITAL IMPROVEMENT PROGRAM BUDGET AND SCHEDULE
The Clean Water Program is approximately $1 billion and is anticipated to be completed by fiscal year 2026/2027. The program has been ongoing and is fully funded, and includes project schedules including completion dates for all portions of the capital improvement program; joint coordination between operation and maintenance staff and engineering staff/consultants during planning, design, and construction of the capital improvement projects; and interagency coordination with other impacted utility agencies.
The City’s capital improvement budgets can be viewed in the City’s Adopted 2024-26 Business Plan, found at this webpage:
https://www.cityofsanmateo.org/DocumentCenter/View/96238/Adopted-Budget_2024- 26_Online
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Table 8-1 summarizes annual expenditures for capacity-related collection system improvement projects for the past five fiscal years.
Table 8-1. Total Expenditures on Capacity-Related Projects by Fiscal Year Fiscal Year (FY)
FY19-20
Total Expenditures ($)
40,349,000
FY20-21 49,984,000
FY21-22 46,702,000
FY22-23 34,154,000
FY23-24 32,135,000
5-YEAR TOTAL: $203,322,000
8.5 APPENDIX 8 – SUPPORTING DOCUMENTS FOR ELEMENT 8
There are no appendix items for Element 8
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City of San Mateo
Public Works Department
Environmental Services Division MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS ELEMENT 9: MONITORING, MEASUREMENT, AND PROGRAM
MODIFICATIONS
SWRCB Waste Discharge Requirement:
The Enrollee shall include an Adaptive Management section that addresses Plan implementation effectiveness and the steps for necessary Plan improvement, including:
•
•
•
•
Maintaining relevant information including audit findings, to establish and prioritize appropriate Plan activities;
Monitor the implementation and measure the effectiveness of each Plan element;
Update Plan procedures and activities, as appropriate, based on the results of monitoring or performance evaluations; and
Identify and illustrate spill trends, including spill frequency, locations, and estimated volumes.
The Department of Public Works has established metrics to assess progress in maintenance, operations and management of the sanitary sewer collection system. The metrics are defined to identify successes and challenges in reducing spill frequency and impacts, improving collection system reliability, and providing capacity in the system to convey peak flows. The following information refers to data that is collected by staff, and how that data is used to help analyze sewer collection system performance, structural and maintenance related problems, crew productivity, and overall success of maintenance and capital improvement programs.
A discussion of how each performance metric indicates the level of success of the preventive maintenance program is included in the relevant subsections below. This assessment is also reflected in the City’s bi-annual audit process, which is discussed in Element 10.
9.1 ADAPTIVE MANAGEMENT
The City includes adaptive management principles to ensure effective implementation and continuous improvement, as discussed below.
i. Maintaining relevant information, including audit findings, to establish and prioritize appropriate Plan activities. The City conducts 3-year audits as discussed in Element 10. Recommendations from the audits are incorporated into Plan updates, as shown on the schedule in Element 1.
ii. Monitoring the implementation and measuring the effectiveness of each Plan Element is completed through the Plan audits. Performance metrics are tracked in this Element 9.
iii. Assessing the success of the preventive operation and maintenance activities. The effectiveness of preventive operation and maintenance activities is assessed Last Update: May, 2025 9 - 1 City of San Mateo SSMP
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iv. Updating Plan procedures and activities, as appropriate, based on results of monitoring and performance evaluations.
No significant deficiencies or modifications have been identified beyond necessary administrative updates, which are outlined in the most recent audit. Any recommended updates are incorporated into subsequent updates to the Plan. v. Identifying and illustrating spill trends, including spill frequency, locations and estimated volumes.
Thee remaining information provides information on spill trends, frequency, locations, and estimated volumes.
9.2 DATA COLLECTION
The City utilizes a CMMS program, Cartegraph software, which provides the means to capture, retrieve and track collection system maintenance activities. “How-To” documents have been created for data entry with examples specific to San Mateo’s collection system.
Staff is trained on use of this program with administration and quality control provided by the CMMS administrator (Data Management Division).
Sewer crew daily records provide information that assists staff analyze the sanitary sewer collection system. Included on crew daily log and work order sheets are: location of work; pipe or manhole ID#; length of pipe worked on, whether activities were part of an emergency response or preventative maintenance (citywide district cleanings and/or “hot spot” repetitive cleaning); any structural or maintenance problems discovered in the pipe and their severity; whether additional follow-up is needed; staff names; equipment and material used; and start and end times.
Field staff enter all information into the CMMS program with assistance from office staff on a case by case basis. Using data stored in the CMMS, together with discussions between management, crew and engineering, the City updates maintenance activities as appropriate.
Contractors are sometimes utilized in addition to internal staff for completing targeted and district-wide condition assessment projects. Closed-circuit video (CCTV) investigations are used to identify problems within sewer pipes and to provide an overall condition rating of each pipe. Modifications to cleaning schedules can be made using the results from this analysis. Capital improvement projects are also identified as needed to rehabilitate specific pipelines and reduce cleaning cycle frequency.
CCTV data and condition scores are also used to determine specific rehabilitation methods, and to coordinate repairs with other public works efforts, such as road rehabilitation/reconstruction.
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Environmental Services Division MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS Pipeline Observation System Management (POSM) CCTV software is utilized to further assist with the condition assessment of pipes and reduce the amount of time between receipt of video and repair of pipes.
Through accurate and timely updates to asset data, preventive maintenance activities, and pipeline inspection activities and results, City staff have the tools needed to make informed decisions related to sewer management. This proactive approach to sewer management has contributed to effective management of maintenance-related spills through a consistent and systematic cleaning schedule .
9.3 DATA REPORTING
Performance indicator information is generated on an annual basis. Primary criteria tracked are shown in the Table 9-1 below.
Table 9-1. Cleaning Performance Indicators
2024
7 355
2023
3 310
2022
5 264
2021
22 266
2020
17 192
Dry Weather Sanitary Sewer Spills
Miles Sewer Mainline Cleaned
% of Total Sewer Mainline
Cleaned 100% 100% 100% 100% 79%
Note that the City sometimes cleans sewer mainlines multiple times, which is why the miles of sewer mainline cleaned vary but the percentage of total sewer mainline cleaned may remain at 100%. The data presented in Table 9-1 shows that the spills vary between less than two to nine spills per 100 miles of pipe. The City has a robust routine CCTV and cleaning program, CWP cleaning and CCTV, and root foaming.
9.4 SANITARY SEWER SPIILLS
The City tracks detailed information pertaining to sanitary sewer collection system spills.
Tables 9-2 through 9-4 provide a synopsis of the number, volume and cause of spills.
Table 9-2. Number of Spills by Total Volume Spilled
Size of Spill (gallons) 2024 2023 2022 2021 2020
Greater than or equal to
1,000 6 7 3 5 3
From 100 to 999
From 10 to 99
1 0
2 1
2 2
12 6
5 8
Less than 10 (can include in
line above) 0 0 0 2 1
Total 7 10 7 25 17
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Environmental Services Division MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS Table 9-2 shows a decreasing trend in the number of spills in all size categories over the period shown. The exception to this trend is the number of spills greater than 1,000 gallons in 2023, which were due to wet weather events that have since been resolved through the completion of the City’s Underground Flow Equalization Storage (“UFES”) capital improvement project in December 2023, which constructed a 5.3 million gallon flow equalization basin in the collection system to improve overall flow management in the system.
Table 9-3. Volume of Spills
2024
(gal)
2023
(gal)
2022
(gal)
2021
(gal)
2020
(gal)
Total volume contained
and returned to sewer
system for treatment
Total volume reaching
waters of the United
States
500 80,267 1,240 6,067 25,503
35,950 2,130,525 505,425 364,061 127,435
Total volume not
contained but not
reaching waters of the
United States
200 0 0 832 1,123
(everything else)
Total 36,650 2,210,792 506,665 370,960 154,061
Table 9-3 shows a substantial decrease in the volume of spills in 2024 as compared to prior years. This change is primarily due to the completion of the City’s UFES capital improvement project, along with several other capital improvement projects that facilitate diversion of flows to UFES during wet weather scenarios. Additional information on spills that occurred in 2023 and prior is available via the spill reports that were submitted to CIWQS.
Table 9-4. Causes of Spills
# in
2024
# in
2023 2022
# in # in
2021
# in
2020 Cause of Spill
Blockage:
Roots
Grease
Debris
1 2
1 4
0 0
0 3
7 2
1 0
3 0
6 1
0 10
4 0
1 5
0 2
0 0
7 8
9 2
19 3
3 0
0 25
10 3
1 14
3 0
0 0
17 Subtotal for Blockage
Infrastructure Failure
Flow Capacity Deficiency
Bypass
Other
Total
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Environmental Services Division MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS Table 9-4 shows a decreasing trend in the number of spills in all categories over the period shown. The exception to this trend is the number of spills related to capacity deficiencies, which increased in 2023. The City’s most significant capacity issues at 25th and Delaware have been addressed through completion of the City’s UFES project.
9.5 APPENDIX 9 – SUPPORTING DOCUMENTS FOR ELEMENT 9
There are no appendix items for Element 9..
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Environmental Services Division SSMP PROGRAM AUDITS
ELEMENT 10: SSMP PROGRAM AUDITS
SWRCB Waste Discharge Requirement:
As part of the Sewer System Management Plan (SSMP), the Enrollee shall include internal audit procedures, appropriate to the size and performance of the system, for the Enrollee to comply with section 5.4 (Sewer System Management Plan Audits) of this General Order.
At a minimum, these audits must occur every two three years and a report must be prepared and kept on file. This audit shall focus on evaluating the effectiveness of the SSMP and the Enrollee’s compliance with the SSMP requirements, including identification of any deficiencies in the SSMP and steps to correct them. The audit must:
• Evaluate the implementation and effectiveness of the Enrollee’s Sewer System Management Plan in preventing spills;
•
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Evaluate the Enrollee’s compliance with the most updated General Order; Identify Sewer System Management Plan deficiencies in addressing ongoing spills and discharges to waters of the State; and
• Identify necessary modifications to the SSMP Plan to correct deficiencies; The Enrollee shall submit a complete audit report that includes:
•
•
Audit findings and recommended corrective actions;
A statement that sewer system operators’ input on the audit findings has been considered; and
• A proposed schedule for the Enrollee to address the identified deficiencies.
10.1 SUMMARY
The City audits and updates its SSMP on a 3-year basis. Updates may occur more frequently if the Inspection Superintendent recommends modifications, or if regulations change between audits. The audit process is documented in the SSMP Audit Form shown in Appendix 10. The audit form provides structure for a systematic review of each SSMP element in order to ensure the SSMP contains current information, regulatory requirements are satisfied, and programs are effective and meeting City’s goals for the operation of the collection system stated in Element 1. If updates or changes are required, the content and timeline to complete those change will should be described in the audit form. The most recent audit showing the results of the City’s SSMP evaluation was completed in February 2025 and is included in Appendix 10.3. The City’s audit form is shown in Appendix 10.2 of this document.
As part of the audit process, City staff develops a timeline for updates to critical information in the SSMP, such as contact information, names of the key staff in the response chain of communication, or other similar data as needed. A comprehensive SSMP update will occur every 6 years, as required by the WDR.
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Changes made to the SSMP are documented in the Change Log located in Appendix
10.1. 10.2 APPENDIX 10 – SUPPORTING DOCUMENTS FOR ELEMENT 10 •
•
•
Appendix 10.1 – SSMP Change Log
Appendix 10.2 – SSMP Audit Blank Form
Appendix 10.3 – Recent SSMP Audit Reports
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ELEMENT 11: COMMUNICATION PROGRAM
SWRCB Waste Discharge Requirement:
• The Enrollee shall communicate on a regular basis with the public for spills and discharges resulting in closures of public areas, or that enter a source of drinking water; and the development, implementation, and update of its Plan (i.e., SSMP), including opportunities for public input to Plan implementation and updates; • The Enrollee shall also create a plan of communication with owners/operators of systems that connect into the Enrollee’s system, including satellite systems, for system operation, maintenance, and capital improvement-related activities.
The Department of Public Works realizes the importance of clear and informative communication with our residential and commercial customers. Ongoing outreach programs include annual mailings, targeted letters and door hangers to increase awareness of how sewer fees are used, sewer operations and maintenance and best management practices, and information and programs for maintaining and rehabilitating private sewer laterals.
The City’s SSMP is available for access by the public and is published in the Public Works page of the City’s website. SSMP attachments including documents related to the communication program, such as the Private Sewer Lateral Cost Sharing Program (PSLCSP) program application, reimbursement grant form, etc., are also available in the City’s website.
11.1 SEWER FEES AND SEWER FUND
On an annual basis, the City reviews its Sewer Enterprise Fund revenues and the funding required to operate, maintain, rehabilitate, and improve its sewer infrastructure. As part of the annual review, the City evaluates the need for potential sewer fee rate increases. If a rate increase is proposed, staff mails a Public Hearing Notice, in compliance with Proposition 218 (Section 6 of Article XIIID of the Constitution of the State of California), explaining a proposed increase to sewer fees and why the rate increase is necessary. In 2023, the City implemented a five-year sewer rate increase beginning in fiscal year 2023/2024 through 2027/2028. The Proposition 218 Rate Increase Notice can be found on this City webpage: https://www.cityofsanmateo.org/1085/Sewer-Service-Charge.
11.2 PRIVATE SEWER LATERAL COST SHARING PROGRAM
The City promotes private lateral replacements by property owners through a PSLCSP, established in 2011. In 2013, the City Council approved a revised sewer lateral cost sharing program. The revised program provided cost sharing of 50% of the cost of a full lateral replacement only, up to a maximum of $5,000, based on the lowest of the three written estimates required to be submitted by the property owner. The property owner must also submit finalized permits in order to be eligible for the cost sharing. In 2018, the City enhanced the program to maintain the same cost sharing methods as approved in 2013, while improving outreach of the program and limiting eligibility of applications to a three-month time frame. This new timeframe allows for more owners to participate in the Last Update: May, 2025 11 - 1 City of San Mateo SSMP
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program rather than waiting for inactive applications to complete the process. In 2024, the maximum reimbursement for cost sharing was reduced to $2,500.
Program materials can be found at this City webpage:
https://www.cityofsanmateo.org/1910/Citywide-Private-Lateral-Cost-Sharing-Pr
11.3 SEWER MAINTENANCE PUBLIC OUTREACH
Staff from the Field Maintenance Division (Sewer Maintenance) meet with residents daily while responding to emergency sewer calls. Crews take this opportunity to talk with residents about the public sewer collection system and private sewer lateral maintenance concerns. In addition to in-person outreach approaches, the City utilizes various communication channels, including mailers, post cards, signage on A-frames, social media, e-newsletters, and community meetings.
Sewer crews utilize door-hangers as part of response activities as well. Crews document the condition of the sewer mainline, actions taken, and planned follow up activities. These door-hangers are left at the affected properties and include a phone number for the public to call in case there are further questions.
The City is developing outreach materials to advise residents not to discharge items to the sanitary sewer such as non-disposable “disposable” wipes and other products other than toilet paper. These materials will be included in a future update to this SSMP and added to the City’s website.
As part of the City’s Spill Emergency Response Plan (SERP), staff developed a public notification e-mail system to advise residents along waterways after a spill may have impacted water quality (please refer to Element 6, SERP of this SSMP document). Staff mails public notices to properties adjacent to waterways to maintain updated e-mail distribution lists.
11.4 FOG PROGRAM OUTREACH
Regulatory Compliance Division staff attend public venues/events to distribute information to residents about the importance of keeping sewers free of fats, oils and grease (FOG), as well as best management practices for sewer systems. FOG Program outreach materials can be found in Appendix 7.1, FOG Program, Public Outreach Exhibits.
Sewer maintenance crews work in coordination with Regulatory Compliance Inspectors to provide outreach materials to residents in San Mateo. After a sanitary sewer spill has occurred from a blockage caused by FOG, the Regulatory Compliance staff mails a cover letter and WEF brochure “Fat Free Sewers” to these residents (Appendix 7.1).
11.5 APPENDIX 11 – SUPPORTING DOCUMENTS FOR ELEMENT 11
There are no appendix items for Element 11.
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ELEMENT 3 – LEGAL AUTHORITY
Appendix 3.1 – Estero Municipal
Improvement District Agreement
Appendix 3.2 – 1989 Town of Hillsborough,
CSCSD, County of San Mateo Sewer
Agreement
Appendix 3.3 – 2022 Town of Hillsborough
Capital Cost Agreement
Appendix 3.4 – 2024 CSCSD and County of
San Mateo Capital Cost Agreement
Appendix 3.5 – City of Belmont Agreement
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ELEMENT 3 – LEGAL
AUTHORITY APPENDIX 3.1
Estero Municipal Utility
District Agreement
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ELEMENT 3 – LEGAL AUTHORITY
APPENDIX 3.2
Town of Hillsborough, CSCSD,
County of San Mateo Sewer
Agreement
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ELEMENT 3 – LEGAL
AUTHORITY APPENDIX 3.3
2022 Town of Hillsborough
Capital Cost Agreement
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DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580
INTERIM AGREEMENT FOR PAYMENT OF CAPITAL COSTS
OF CLEAN WATER PROGRAM PROJECTS
This Interim Agreement for Payment of Capital Costs of Clean Water Program Projects (this “Interim Agreement”) is entered into by and between the City of San Mateo (the “City”) and the Town of Hillsborough (“Hillsborough”) and is based on the following:
A. The City and Hillsborough are parties to a Sanitary Sewage Agreement entered into as of July 18, 1989 (the “1989 Agreement”). The County of San Mateo (the “County”) and the Crystal Springs County Sanitation District (the “District”) are also parties to the 1989 Agreement. The 1989 Agreement has been the subject of three prior amendments. The 1989 Agreement governs the operation of certain shared facilities for the transportation and treatment of sanitary sewage, allocation of costs for maintenance and improvement of the shared facilities, and allocation of treatment costs.
B. The wastewater generated by the City, Hillsborough, the County, and the District is subject to regulation under a National Pollution Discharge Elimination System permit (the “NPDES permit”).
C.
D.
The City, Hillsborough, the County, and the District are subject to Cease and Desist Order R2-2009-0020, which required certain improvements to the shared facilities.
The City has begun construction on a comprehensive suite of capital improvements referred to as the “Clean Water Program,” including capital improvements to the sewage treatment plant owned by the City and Foster City and operated by the City (the “Wastewater Treatment Plant” or “WWTP”).
E. The City, Hillsborough, the County, and the District have been negotiating a fourth amendment to the 1989 Agreement to allocate capital costs for the Clean Water Program and provide for the installation of a new meter along Polhemus Road. The fourth amendment has not been finalized. The City, County, and District continue to discuss terms unrelated to Hillsborough which need to be resolved in order to finalize the fourth amendment.
F. Hillsborough acknowledges its responsibility to pay for its share of the capital costs of the Clean Water Program and is willing to make payments toward such capital costs on an interim basis until the fourth amendment is finalized. Hillsborough’s Percentage Share consists of Project Costs incurred by City beginning in October 2014 through the completion of construction of Clean Water Program Projects.
G. The City desires to receive the interim payment of capital costs from Hillsborough and cooperate on other procedures between the two agencies until the fourth amendment can be finalized.
Now, therefore, for good and valuable consideration, the City and Hillsborough agree as follows:
//
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AGREEMENT
Section 1. Definitions
The following definitions apply to the terms used in this Amendment. “Clean Water Program” means the suite of capital improvement projects to the City’s sewer collection system and WWTP that are necessary for capacity assurance and reliability, and to meet regulatory compliance requirements contained in the Cease and Desist Order and NPDES permits.
“Clean Water Program Projects” means those projects listed in Exhibit A which provide a benefit to Hillsborough and for which Hillsborough and others will be responsible for a share of capital costs.
“District Meter” means the existing meter located along Polhemus Road owned and maintained by the District which currently measures flows from the Polhemus Trunk Sewer from the City/County/District and into the Crystal Springs/El Cerrito Trunk Sewer. “Effective Date” means the date on which this Amendment is last signed by the parties. “El Cerrito Meter” means the flow meter installed at El Cerrito Avenue near Gramercy Drive, which measures sewage flows contributed by the City/Town/District/County. “Maximum Allowable Flow” means the maximum volume of wastewater, expressed in millions of gallons per day (MGD), that Hillsborough is authorized to convey through the El Cerrito Meter and the Yew/Borel Trunk Sewer. Based on a Technical Memorandum prepared by Jacobs as revised October 12, 2020, the Maximum Allowable Flows for Hillsborough is 7.1 MGD (Including 0.3 MGD for the Yew/Borel Trunk Sewer) for purposes of this Interim Agreement.
“Metered Flows” refers to the calculation of each party’s flows through various meters, as set forth in Section 5 (Calculation of Flows) of the 1989 Agreement. “New Polhemus Meter” means the meter to be installed by Hillsborough at or near Polhemus Road to measure flows coming into the Crystal Springs/El Cerrito Trunk Sewer from the Polhemus Trunk Sewer.
“Percentage Share” means Hillsborough’s share of Project Costs and is calculated by dividing Hillsborough’s Maximum Allowable Flow by the maximum capacity at which a collection system or treatment facility is designed to operate. The Percentage Share for various Project Costs is set forth in Exhibit A, and is subject to adjustment as set forth in this Interim Agreement. The general methodology for calculating the parties’ percentage shares based on Maximum Allowable Flows is illustrated in the excerpts from the Technical Memorandum 324 of 891
DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580 attached to this Amendment as Exhibit A-1; provided, that the provisions in the body of this Amendment shall control over the contents of Exhibit A-1. “Project Costs” means all costs incurred by City to develop, finance, implement, and complete construction of Clean Water Program Projects, including costs of construction contracts, professional consultant services, material and equipment procurement, compliance with regulatory requirements and mitigation measures, real property acquisitions, legal services, finance and economic consultants, and staff costs. In addition, Project Costs include any liability the City incurs in performing the work associated with Clean Water Program Projects and any claims adjusting, claims investigation, and costs incurred in defending claims (including reasonable attorney fees) brought by any consultant, contractor or third party for damages arising out of the prosecution of the Clean Water Program Projects. “Project Costs” does not include components of the Clean Water Program which do not benefit Hillsborough and the costs for which are not allocated to it under this Interim Agreement.
Section 2. Interim Payment of Capital Costs
All financial participation requirements established in previous amendments to the 1989 Agreement and the 1989 Agreement remain in force and are not modified by this Interim Agreement.
City and Hillsborough acknowledge that City is responsible for acquiring financing for Clean Water Program Costs, and has done so through a line of credit, a series of sewer revenue bonds issued in 2019, and loans through programs administered under the Federal Water Infrastructure Finance and Innovation Act. City anticipates securing additional funding through additional sewer revenue bonds and/or the Clean Water State Revolving Fund program.
For purposes of calculating its payments under this Interim Agreement, Hillsborough’s Percentage Share of Project Costs shall be:
WWTP Project Costs 7.6%
8.2%
8.2%
5.7%
Dale Avenue Pump Station Projects
Underground Flow equalization System Projects
Program Management Office
Subject to Section 3 below, Hillsborough agrees to reimburse the City for Project Costs incurred in accordance with these percentage shares as follows:
Hillsborough will make an initial payment of $2,415,000.00, which shall be due and payable within 30 days of the Effective Date. Thereafter, Hillsborough shall make quarterly payments in accordance with Exhibit B (Scenario One – Full Flow) until this Interim Agreement is replaced with the fourth amendment or other permanent arrangement. These interim payments shall be in addition to the periodic charges for wastewater treatment services.
Exhibit B amortizes the remaining Project Costs after the initial payment on a 30-year basis.
Hillsborough may prepay its share of the remaining Project Costs, in whole or in part and 325 of 891
DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580 from time to time, without penalty. Hillsborough agrees it shall provide the City with at least 30 days advance notice should it intend to prepay any of its share of the remaining Project Costs in any amount exceeding the scheduled payments described in Exhibit B. Hillsborough and the City will thereafter amend Exhibit B accordingly to reflect Hillsborough’s said prepayment of its share of Project Costs over the remaining years of the original 30-year amortization period pursuant to Section 9 of this Interim Agreement.
Prior invoices for capital costs issued by the City to Hillsborough and any payments by Hillsborough for such costs have been incorporated into Exhibit B.
Hillsborough acknowledges the Percentage Share was developed using a hydraulic model of Hillsborough’s Maximum Allowable Flow and the design capacity of the facilities to be constructed as part of the Clean Water Program and intended to be used for capital planning over the course of the Clean Water Program. Hillsborough’s Percentage Share will remain unchanged, even if actual flows do not exceed Maximum Allowable Flow, except as detailed in Section 3.
The City shall provide an annual report to Hillsborough regarding the progress of the Clean Water Program including percentage of completion of components of the Clean Water Program and expected completion dates, Project Costs, interest rates, cost overruns, design changes, and other pertinent financial information. The report shall be provided within 60 days of the end of each fiscal year while the Clean Water Program Improvements are being constructed and at the end of the Clean Water Program.
Section 3. Alternative Allocation of Project Costs
The City agrees to provide for an alternative allocation of Project Costs that will apply under the circumstances described in this section.
If during the five years from the Effective Date the Metered Flows from Hillsborough at the El Cerrito Meter exceed the rolling average rate of 4.5 MGD (excluding the 0.3 MGD from the Yew/Borel Trunk Sewer) for any two-hour period, then Hillsborough’s share of Project Costs shall be determined pursuant to the provisions of Section 2. If during the five years from the Effective Date the Metered Flows at the El Cerrito Meter from Hillsborough never exceed the rolling average rate of 4.5 MGD for any two-hour period, then Hillsborough’s share of Project Costs shall be:
WWTP Project Costs 5.2%
5.6%
5.6%
3.9%
Dale Avenue Pump Station Projects
Underground Flow Equalization System Projects
Program Management Office
Hillsborough’s rolling average over a two-hour period shall be calculated by the City using the one-minute interval flow data of the preceding two hours recorded at the El Cerrito Meter, less the one-minute interval flows recorded at the District Meter (until the New Polhemus Meter has been installed and calibrated, and thereafter by the New Polhemus Meter) for the comparable period that accounts for the lag time between the two meters. The 326 of 891
DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580 calculations for these flows shall be verified by a third-party consultant acceptable to the parties.
Hillsborough agrees to pay the City its share of Project Costs as calculated pursuant to Section 2 beginning at the Effective Date of this Interim Agreement.
If Hillsborough’s share of the Project Costs is to be adjusted pursuant to the provisions of this section, Hillsborough shall make payments in the amounts as shown in Scenario II – Reduced at 5 Year of Exhibit B. Hillsborough will receive a credit for the amount by which the payments under Scenario I exceeded the amounts under Scenario II prior to adjustment, and this credit will be applied to payments due under Scenario II until exhausted.
The five-year period established under this Section 3 shall be carried forward in the fourth amendment or other modification of the 1989 Agreement.
Section 4. Metering
The parties acknowledge and agree that accurate measurement of flows is essential to the allocation of both Project Costs and treatment costs.
(a) The City is agreeable to a new permanent flow meter to be installed at a new, more level location near Polhemus Road as selected by Hillsborough, within Hillsborough’s municipal boundaries (the “New Polhemus Meter”). The New Polhemus Meter shall be owned by Hillsborough. The selection of the New Polhemus Meter will be recommended by a consultant acceptable to the parties. Hillsborough shall provide the plans and specifications for the New Polhemus Meter to the City for engineering review and approval. Approval shall not be unreasonably withheld by the City. Any comments or objections shall be provided to Hillsborough within 10 working days. If Hillsborough determines that installation of the New Polhemus Meter involves modifications to the District’s facilities, Hillsborough shall at its earliest opportunity inform the District and coordinate the modifications, including scheduling and design, with the District. The City shall not be responsible for any design, scheduling, or construction of modifications to the District’s facilities, if any are required. Hillsborough acknowledges it is solely responsible for satisfying all conditions for the installation of the New Polhemus Meter. Until the New Polhemus Meter is installed and calibrated, the current District Meter shall continue to be used as the meter of record for measuring Hillsborough’s flows and as a basis for billing treatment costs to Hillsborough under the 1989 Agreement. Once it is installed, the New Polhemus Meter will be calibrated to manufacturer’s standards and put into service and thereafter shall be the meter of record for Hillsborough’s flows and treatment costs for the duration of this Interim Agreement. Hillsborough will pay the cost of installing the New Polhemus Meter and the initial calibration. Thereafter, the City may utilize the District Meter for comparative purposes.
(b) Within 60 days of the Effective Date, the El Cerrito Meter will be calibrated to manufacturer’s standards by a consultant acceptable to the parties. Thereafter, the El Cerrito and New Polhemus Meter will be read and maintained by a third-party consultant acceptable to the parties. The City/District/County/Hillsborough shall have on-line access to the meter data from the El Cerrito and New Polhemus Meters on a real-time basis. Meter calibration records shall be 327 of 891
DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580 shared amongst the City/District/County/Hillsborough.
(c) Following the installation and calibration of the New Polhemus Meter and the calibration of the El Cerrito Meter, the meters shall be calibrated not less than annually and shall be replaced when recommended by the third-party consultant.
(d) Except as provided in Section 4(a)-(c) above, the cost of calibrating the El Cerrito and New Polhemus Meters shall be shared equally by the City and Hillsborough for the duration of this Interim Agreement. Maintenance and reading costs of said meters shall continue pursuant to the 1989 Agreement.
Section 5. Payment
Hillsborough agrees to pay its Percentage Share of Project Costs incurred by the City for Clean Water Program Projects. Hillsborough agrees to pay its Percentage Share of Project Costs to City in installments as set forth in Exhibit B for the duration of this Interim Agreement.
Installment payments will commence 30 days after the Effective Date and continue until the full amount of Project Costs and interest has been paid, not exceeding 30 years from the Effective Date, as provided in this Interim Agreement. The amount of the installments will be based on the cost estimates for the Clean Water Program Projects on the effective date of this Interim Agreement, plus interest based on the weighted average of any financing and refinancing obtained for the Clean Water Program Projects. Installment payment amounts will be reduced by the initial payment, as identified in Section 2, and by the amounts paid to the City by Hillsborough for the flow-based percentage of actual costs incurred in connection with Clean Water Program Projects during the period between October 2014 and the Effective Date. The installment schedules in Exhibit B shall be adjusted for differing interest rates when achieved.
Upon completion of construction of the Clean Water Program Projects, the City will recalculate the amount of the installments to reflect the final Project Costs, plus interest as provided in this section, and re-amortize these costs for the balance of time remaining in Exhibit B. Hillsborough acknowledges that the amount of the installments may increase or decrease based on actual Project Costs; however, in no case may the time for payment of the full amount of Project Costs and interest exceed 30 years from the Effective Date unless otherwise agreed for in any subsequent amendment or agreement.
The City and Hillsborough will meet and confer on any new projects in addition to those described in Exhibit A that will have a material effect on the Project Costs payable by them.
Section 6. Late Payment
For any amounts invoiced and not paid to the City within 60 days, Hillsborough agrees to pay to City a late charge equal to 1.5% of the overdue amount. This late charge is a reasonable sum that takes into consideration all the circumstances existing on the date of this Interim 328 of 891
DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580 Agreement and is a fair and reasonable estimate of the costs and expenses that will be incurred by City due to Hillsborough's failure to make timely payments. The parties agree that it would be impracticable or extremely difficult to fix the actual damages resulting to City from Hillsborough's failure to make timely payments.
Section 7. Payment Required During Dispute
The City and Hillsborough agree to comply with their respective obligations under this Interim Agreement, including full payment of Project Costs as invoiced, while resolution of any disputes under this Interim Amendment or the 1989 Agreement are pending.
Section 8. Survival
In the event that the 1989 Agreement is terminated or found to be unenforceable, the provisions of this Interim Agreement shall remain in effect as the funding mechanism for Hillsborough’s share of the Clean Water Program Projects as defined herein.
Section 9. Amendments and Amendment to Conform to New Agreement In the event that the City agrees to financial terms with the District and/or County in a subsequent modification of the 1989 Agreement or another agreement that are more favorable than those set forth in this Interim Agreement, Hillsborough shall be entitled to the benefit of the same terms, which shall be applied retroactively and prospectively.
In the event Hillsborough prepays its share of Project Costs as described in Section 2 of this Interim Agreement, the City Managers of the City and Hillsborough are hereby authorized to amend Hillsborough’s payment schedule(s) as reflected in Exhibit B. Any other amendment to this Interim Agreement unrelated to the payment schedule shall continue to require approval from the parties’ respective legislative bodies.
Section 10. Limitations
The terms of the 1989 Agreement, as amended, shall continue in full force and effect, including its procedures for quarterly billing and annual reconciliation for operation and maintenance costs, except that the City and Hillsborough agree to modify their rights and obligations with respect to each other as provided in this Interim Agreement and do not intend to affect the rights or obligations of the County or District. This Interim Agreement shall not affect the allocation of costs for non-CWP capital improvement costs, or other services under the 1989 Agreement except as provided in Section 4.
This Amendment affects the cost allocation for the Clean Water Program as designed as of the Effective Date. Any future capital projects, including modifications to the WWTP or sewage transmission lines, shall be the subject of an amendment to the 1989 Agreement.
In the event of a conflict between the terms of this Interim Agreement and the terms of the 1989 Agreement, as amended, the terms in this Interim Agreement shall control. 329 of 891
DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580 ATTEST: City of San Mateo
6/28/2022
Patrice M. Olds
City Clerk
Drew Corbett
City Manager
Date
APPROVED AS TO FORM:
Prasanna W. Rasiah
City Attorney
ATTEST: Town of Hillsborough
6/29/2022
Lisa Natusch
City Clerk
Ann Ritzma
City Manager
Date
APPROVED AS TO FORM:
Christopher Diaz
City Attorney
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Exhibit A – Full Flow based Town/District/County Clean Water Program Project Costs with Percentage Share San Mateo Shared SM Costs
Project Estimate at Town
EAC
District
EAC
County
EAC
Project Name Project Description Share (vs with Regional Customers
Number Completion*
Foster City)
% % %
Implementation of the CWP including establishment of the Program Management Program Management Office (PMO), management of staff and resources, Program Controls, 469981 Clean Water Program construction management oversight, permitting, environmental documentation (CWP) document controls, change and risk management, and development and implementation of design guidelines and standards. $ 72,672,093 18,621,628
87.94%
75.88%
$
$
63,907,839
14,130,091
5.7% $ 3,642,746.80
7.6% $ 1,073,886.94
3.9% $ 2,492,405.70 0.3% $
$
191,723.52
56,520.37
Replacement, repair, and modification to provide redundancy of various existing WWTP Immediate ActionWastewater Treatment Plant (WWTP) components including rehabilitation and 46T002 projects(IAP) Package 1 improvements to the secondary clarifiers and solids handling system, replacement of motor control centers (MCC), and SCADA system improvements $ 5.2% $ 734,764.75 0.4% Construction of a new preliminary and primary treatment facility and the replacement of an existing secondary treatment process at the WWTP to elimina SSOs as directed by a Cease and Desist Order issued by the Regional Water Qual ty Control Board. State of the art technologies, including membrane bioreactor and biological nutrient removal will be used to operate in peak flows, as well as produce a high‐quality effluent, addressing requirements of the NPDES permit. The project includes a new administration building that will house the SCADA system, a new warehouse for equipment and parts storage, and the conversion of the existing aeration basin to an equalization basin.
Nutrient Removal and
Wet Weather Flow
46T003
Management Upgrade
and Expansion Project
$ 540,176,708 75.88% $ 409,886,086 7.6% $31,151,342.54 5.2% $21,314,076.47 0.4%
0.4%
0.4%
$
$
$
1,639,544.34
42,232.16
Replacement, repair, and modification to provide redundancy of various existing 46T009 WWTP IAP Package 2 WWTP components including installation of bar screens and rehabilitation and improvements to the effluent pump station and solids handling system. $ $
13,914,127
14,950,765
75.88%
75.88%
$
$
10,558,040
11,344,640
7.6%
7.6%
$
$
802,411.01
862,192.68
5.2%
5.2%
$
$
549,018.06
589,921.31
Replacement, repair, and modification to provide redundancy of various existing 46T010 WWTP IAP Package 3 WWTP components at the effluent pump station including replacement of MCCs, variable frequency drives(VFD), valves, and HVAC equipment. 45,378.56
An annual recurring budget, during the CWP, used to address priority projects Annual Major including replacement, repair, and modification to provide redundancy to influent 46T090 Components (Recurring flow meters, the effluent pump station, dichlorination system, solids handling Project) – WWTP system, HVAC and odor control, site drainage, aeration basin blowers, primary sludge pumps, dewatering equipment, and electrical equipment. $ 8,826,138 1,744,140
29,629,424
75.88% $
$
6,697,274
1,744,140
7.6%
8.2%
$
$
508,992.79
143,019.48
5.2%
5.6%
$
$
348,258.22
97,671.84
0.4%
0.4%
$
$
$
26,789.09
6,976.56
Repair and rehabilitation to allow for improved operation and reliability of DAPS including repair to concrete, relining of wet wells, replacement of existing gates, conduits, and piping, improvements for maintenance access, and improvements for operational flexibility.
DAPS Wet Well
Rehabilitation
469942
$ 100.00%
Replacement of existing pumps and installation of VFDs to improve DAPS capaci y Basin 2 & 3 ‐ DAPS and reliability, replacement of existing control panels and generator, modifications 46S003
46S003
Notes
Improvements and enhancements to the SCADA system, and modifications and enhancements wetwell. Rehabilitation of the existing forcemains.
o
$ 100.00%
100.00%
$
$
29,629,424
84,679,710
8.2% $ 2,429,612.79
8.2% $ 6,943,736.23
5.6% $ 1,659,247.76
5.6% $ 4,742,063.77
0.4%
0.4%
118,517.70
Basin 2 & 3 – Construction of a 5.3 million gallon below grade tank for in‐system equalization Underground Flow storage at the San Mateo County Event Center, associated diversion sewers, force $ 84,679,710 $ 338,718.84 Equalization System mains, and pump station TOTAL $ 785,214,733 $ 632,577,244 $ 47,557,941 $ 32,527,428 $ 2,466,401 *Values are based on the Clean Water Program estimates as of April 2022 331 of 891
Exhibit A – Reduced Flow based Town/District/County Clean Water Program Project Costs with Percentage Share Estimate at San Mateo Shared SM Costs Town
EAC
District
EAC
Project Number Project Name Project Description
Completion* Share (vs with Regional % %
Implementation of the CWP including establishment of the Program Management Office (PMO), management of staff and resources, Program Controls, construction management oversight, permitting, environmental documentation, document controls change and risk management, and development and implementation of design Program Management Clean Water
Program (CWP) 469981
guidelines and standards. $ 72,672,093
18,621,628
87.94%
75.88%
$
$
63,907,839
14,130,091
3.9% $ 2,492,405.70 2.6% $ 1,661,603.80
Replacement, repair, and modification to provide redundancy of various existing WWTP Immediate Action projects Wastewater Treatment Plant (WWTP) components including rehabilitation and 46T002 46T003
(IAP) Package 1 improvements to the secondary clarifiers and solids handling system, replacement of motor control centers (MCC), and SCADA system improvements $ 5.2% $ 734,764.75 3.4% $ 480,423.11 Construction of a new preliminary and primary treatment facility and the replacement of an existing secondary treatment process at the WWTP to eliminate SSOs as directed by a Cease and Desist Order issued by the Regional Water Quality Control Board. State of the art technologies, including membrane bioreactor and biological nutrient removal will be used to operate in peak flows, as well as produce a high‐quality effluent, addressing requirements of the NPDES permit. The project includes a new administration building that will house the SCADA system, a new warehouse for equipment and parts storage, the conversion of the existing aeration basin to an equalization basin.
Nutrient Removal and Wet Weather
Flow Management Upgrade and
Expansion Project
$ 540,176,708
Replacement, repair, and modification to provide redundancy of various existing WWTP components including installation of bar screens and rehabilitation and improvements to
75.88%
75.88%
75.88%
$
$
$
409,886,086
10,558,040
11,344,640
5.2% $21,314,076.47 3.4% $13,936,126.93
46T009
46T010
WWTP IAP Package 2
WWTP IAP Package 3
the effluent pump station and solids handling system. $ 13,914,127 5.2%
5.2%
$
$
549,018.06
589,921.31
3.4%
3.4%
$
$
358,973.35
385,717.78
Replacement, repair, and modification to provide redundancy of various existing WWTP components at the effluent pump station including replacement of MCCs, variable frequency drives (VFD), valves, and HVAC equipment. $ 14,950,765 An annual recurring budget, during the CWP, used to address priority projects including replacement, repair, and modification to provide redundancy to influent flow meters, Annual Major Components (Recurring Project) – WWTP
46T090 the effluent pump station, dichlorination system, solids handling system, HVAC and odor control, site drainage, aeration basin blowers, primary sludge pumps, dewatering equipment, and electrical equipment. $ 8,826,138
1,744,140
29,629,424
75.88% $
$
$
6,697,274
1,744,140
29,629,424
5.2%
5.6%
$
$
348,258.22
97,671.84
3.4%
3.7%
$
$
227,707.30
64,533.18
Repair and rehabilitation to allow for improved operation and reliability of DAPS including repair to concrete, relining of wet wells, replacement of existing gates, conduits, and piping, improvements for maintenance access, and improvements for operational 469942
46S003
DAPS Wet Well Rehabilitation
flexibility. $ 100.00%
Replacement of existing pumps and installation of VFDs to improve DAPS capacity and reliability, replacement of existing control panels and generator, modifications and enhancements to the SCADA system, and modifications and enhancements to wetwell.
Rehabilitation of the existing forcemains.
Basin 2 & 3 ‐ DAPS Improvements
$ 100.00%
100.00%
5.6% $ 1,659,247.76
5.6% $ 4,742,063.77
3.7% $ 1,096,288.70
3.7% $ 3,133,149.28
Construction of a 5.3 million gallon below grade tank for in‐system equalization storage at Basin 2 & 3 – Underground Flow Equalization System 46S003 the San Mateo County Event Center, associated diversion sewers, force mains, and pum $ 84,679,710 $ 84,679,710 station
TOTAL $ 785,214,733 $ 632,577,244 $ 32,527,428 $ 21,344,523 Notes
*Values are based on the Clean Water Program estimates as of April 2022 332 of 891
Exhibit A-1 – Town of Hillsborough
Cost share for DAPS & UFES: Proportion of Flow from DAPS:
Flowcontributions through El Cerrito
Meter:
6.8 ꢄꢅꢆ + 0.3 ꢄꢅꢆ
ꢀꢁꢂꢃ = = 8.2% ꢀꢁꢂꢃ = 8.2%∗ 61 ꢄꢅꢆ = 5.0 ꢄꢅꢆ
12.9 ꢄꢅꢆ + 0.3 ꢄꢅꢆ +73 ꢄꢅꢆ
• Town = 6.8 mgd
• District = 4.8 mgd
• County = 0.4 mgd
• City = 0.9 mgd
Cost share for WWTP:
Total Flow to DAPS & UFES = 86.2 mgd
12.9 mgd + 73 mgd + 0.3 mgd
5.0 ꢄꢅꢆ
ꢀꢁꢂꢃ = = 7.6%
78 ꢄꢅꢆ −12.2 ꢄꢅꢆ
TOTAL = 12.9 mgd
Minor
Parties
& City
DAPS
61 mgd
WWTP
78 mgd
Other City
Flows
4.8 mgd1
Foster City
12.2 mgd UFES
DAPS – Dale Avenue Pump Station
City flows = 73 mgd
(Based on 2014 Master Plan)
UFES – Underground FlowEqualization System
WWTP – Wastewater Treatment Plant
Town Mgd – million gallons per day
Town Flow from Yew / Borel= 0.3 mgd
1. Flow includes Bay Meadows PS, Flint PS, and Mariners Island. 333 of 891
Exhibit B
Town of Hillsborough Clean Water Program Costs
Scenario I - Full Flow Scenario II - Reduced at 5yr
Years 1‐5 Years 6‐30
Max El Cerrito Flow (mgd)
Clean Water Program Costs1
Clean Water Program Payments2
Clean Water Program Contribution3
Interest Rate4
6.8 4.5 4.5
$
$
$
47,557,941
3,362,249
44,195,692
3.50%
$
$
$
47,557,941
3,362,249
44,195,692
3.50%
$
$
$
32,527,428
10,478,018
22,049,410
3.50%
Installment Years 30 5 25
Annual Installment Payment $ (2,402,979) $ (2,402,979) $ (1,337,827) Payment Year Annual Payment Amount Annual Payment Amount Annual Payment Amount 2022 $
2023 $
2024 $
2025 $
2026 $
2027 $
2028 $
2029 $
2030 $
2031 $
2032 $
2033 $
2034 $
2035 $
2036 $
2037 $
2038 $
2039 $
2040 $
2041 $
2042 $
2043 $
2044 $
2045 $
2046 $
2047 $
2048 $
2049 $
2050 $
2051 $
Total $
(2,402,979) $
(2,402,979) $
(2,402,979) $
(2,402,979) $
(2,402,979) $
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(72,089,359) $
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
(2,402,979)
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(1,337,827)
(33,445,667)
(45,460,560)
(12,014,893) $
Total $
1Estimated share of CWP project costs as of 4/2022 estimates; subject to change based on final actual costs. 2Payments made toward the CWP project costs as of 2/18/22 + payment of $2,415,000 pending receipt. For the reduced flow scenario, the payments made account for extra principal paid in the first 1‐5 years. 3Share of CWP project costs less project payments.
4The final interest rate will be based on the weighted average of the financings and refinancings obtained for the CWP Projects. Debt service payments will be revised accordingly.
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SSMP
ELEMENT 3 – LEGAL
AUTHORITY APPENDIX 3.5
City of Belmont Agreement
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SSMP
ELEMENT 4 – OPERATIONS AND
MAINTENANCE PROGRAM
Appendix 4.1 – CCTV Standards
Appendix 4.2 – Sewer Pipe Cleaning
SOPs
Appendix 4.3 – PS Maintenance & Equipment
Appendix 4.4 – Sewer Maintenance Crew
Training
Appendix 4.5 – Manhole Inspection Program
Appendix 4.6 – Hot Spots and Leak
Detection Program
Appendix 4.7 – Dedicated Equipment and
Personnel
Appendix 4.8 – Collection System Maps and
Information
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SSMP
ELEMENT 4 – O&M PROGRAM
APPENDIX 4.1
CCTV Standards
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CITY OF SAN MATEO
Department of Public Works
Closed-Circuit
Television
Inspection
Manual
January 2014
348 of 891
SECTION 1 – INTRODUCTION Page
1.1 Manual Contents.......................................................................................................2
1.2 Importance of Television Inspection.........................................................................2
1.3 Standardized Procedures and Codes ........................................................................2
1.4 CCTV Requirements Specific to San Mateo ...........................................................3 SECTION 2 – PRE-INSPECTION ACTIVITIES
2.1 Site Assessment .......................................................................................................3
2.2 Counter Calibration ..................................................................................................4
2.3 Public Notification / Access to Private Property .....................................................4
2.4 Safety .......................................................................................................................4 SECTION 3 – DATA COLLECTION/PERFORMANCE STANDARDS
3.1 CCTV Performance .................................................................................................5
3.2 CCTV Quality Standards .........................................................................................5
3.3 Record Keeping .......................................................................................................6
3.4 Digital Data Format & File Naming ........................................................................7
3.5 Screen Text ..............................................................................................................8
3.6 Narration ..................................................................................................................9
3.7 Special CCTV Procedures (Buried Manholes) ........................................................9 SECTION 4 – STANDARDIZED CCTV CODES
4.1 General Guidelines ...................................................................................................10
4.2 Required Header Information ..................................................................................10 Table 4.2-1 CITY Required CCTV Header Information ..............................................10 Table 4.2-2 CITY Reasons for CCTV/Purpose of Survey Descriptions ......................12 Table 4.2-3 CITY Location Code Descriptions ............................................................13 Table 4.2-3.a San Mateo Truck Routes .........................................................................14
4.3 Camera Start and End Codes ...................................................................................14
4.4 Continuous Defects ..................................................................................................15
4.5 CCTV Observation Codes .......................................................................................15 349 of 891
SECTION 1 – INTRODUCTION
The City of San Mateo Department of Public Works (CITY) owns, operates and maintains the public sanitary sewer collection system and storm drainage facilities within the City of San Mateo. The CITY performs a thorough condition assessment of the public sewer mainlines and manholes on a five year schedule to adequately track the condition of these assets and plan for replacement prior to failure.
The information provided in this manual is intended to supplement any contractual requirements that bind a contractor performing this work for the CITY.
1.1 MANUAL CONTENTS
This manual includes the general procedures required to mobilize for, perform, and document conditions found while inspecting manhole and underground pipe utilities in the City of San Mateo utilizing closed circuit television inspection (CCTV). This manual is intended for use in conjunction with NASSCO Standards for sewer mainline, sewer lateral and sewer manhole condition assessment. Use of NASSCO instructions, methods of data capture and codes is required for CITY projects. Current NASSCO PACP and MACP certification of all CCTV operators is required for all contracted CCTV work. Nothing in this manual alters NASSCO standards or codes. This manual provides data collection and submittal procedural information specific to San Mateo.
1.2 IMPORTANCE OF TELEVISION INSPECTION
CITY has a primary responsibility to protect and maintain its facilities and to prevent sewage spills that could create public health hazards or damage to the environment. CCTV provides information about the condition of the pipes so they can be properly maintained, repaired, and/or replaced. CCTV information is used to schedule routine maintenance, identify critical repair/rehabilitation needs and prioritize these repairs, and establish budgets for rehabilitation, system improvements, spot repairs and large-scale projects. CCTV is also used to verify the quality of preventative maintenance cleanings, new pipe construction and pipeline rehabilitation.
Captured CCTV data will be used primarily for the following purposes:
Develop a condition rating for each line.
Provide follow-up maintenance and/or structural recommendations.
Display results on a map.
Establish benchmarks to compare with future inspections of the same pipe.
1.3 STANDARDIZED PROCEDURES AND CODES
It is important for all CCTV inspections to be completed to a uniform standard. The use of uniform codes to describe conditions and defects allows the reviewer to gain a good understanding of the condition of a pipe and be able to assess deterioration of a pipe from one inspection to the next. All CCTV performed by CCTV contractors must be performed by NASSCO certified operators using current NASSCO standards and coding system that can be found in current NASSCO documents. Video, still images and data shall be delivered to the City on a portable hard-drive for large scale projects or on digital video discs (DVDs) for small projects. The City shall specify the media storage type at the start of the contract.
Database shall be an unmodified NASSCO-PACP Certified Database. 350 of 891
For large sewer basin CCTV contracts, upon completion of the first 1000 LF, contractor shall submit data and video logs for review and acceptance prior to continuing work. For smaller contracts, project manager may request a submittal of a portion of the initial data capture. Requests made by CITY staff to alter the data and video collection process shall be adhered to for the remainder of the contract.
1.4 CCTV REQUIREMENTS SPECIFIC TO SAN MATEO
All CCTV contractors performing work for the City of San Mateo shall use NASSCO PACP Standards Version 6 or higher.
In addition to televising pipes, all manholes shall be panned with the video camera and visually inspected.
All contractors shall first upload the City of San Mateo sewer GIS layer information for use within CCTV software inside the CCTV vehicle prior to commencing work. Utilizing the GIS layer during CCTV operations will minimize data entry errors. If contractor confirms that information in the GIS data provided by CITY is inaccurate, such as pipe size, length, material or the flow direction inside the pipe (if PipeID has the upstream manhole and downstream manhole reversed), contractor shall make notations in the Additional Information Header field.
Contractor shall refer to table 4.2-1 for data matching of GIS fields with CCTV Header fields.
Contractor shall follow NASSCO Header guidelines. Tables 4.2-1, 4.2-2 and 4.2-3 give additional information specific to the City of San Mateo for completing the header section.
CITY requires CCTV data submittal on a portable external hard drive for large projects. DVD’s can be used for smaller projects as directed by the CITY.
For CCTV contracts that cover a large sewer basin, pre-cleaning activities shall include use of hydro-cleaning as well as mechanical cleaning equipment where necessary to clear the pipe and allow video capture of the entire length of pipe.
Contractors providing CCTV following a completed pipe rehabilitation project must submit CCTV information for the entire length of pipe and follow all requirements of this Manual and NASSCO PACP standards.
Contractor shall follow CITY guidelines for buried manholes described in section 3.7.
Contractor shall follow CITY guidelines for video Start and End points described in section 4.3.
If contractor utilizes continuous defect coding, contractor shall ensure that the defect end code is entered at the appropriate footage and not at the end of the video run.
SECTION 2 – PRE-INSPECTION ACTIVITIES
This section includes basic information on pre-inspection activities including all activities required to assess the requirements for working at the job site, mobilize for the field and set up equipment before actually performing the CCTV.
2.1 SITE ASSESSMENT
It is important to be familiar with the CCTV project area; the location of sewer assets, direction of flow and access issues to sewers in public right-of-ways and in utility easements. Further, knowledge of historical sewer problems encountered in different areas of the City will help the contractor prepare for and mobilize appropriate hydraulic and/or mechanical equipment necessary to effectively clean sewer pipes for successful CCTV.
Blockage Removal - CITY contracts for cleaning and CCTV work anticipate shifting the burden of removing blockages within sewer pipes (aside from structural issues) to the CCTV contractor. CITY crews are not to be dispatched except under extenuating circumstances and as directed by the CITY 351 of 891
project manager. CCTV contractor shall utilize their own hydraulic and mechanical cleaning equipment to adequately clear and remove blockages if the traditional four passes with a hydraulic jet nozzle has failed to adequately clear and remove blockages.
Plugging or bypassing - Plugging or bypassing needs shall be determined by CITY project manager during project development unless otherwise specified in the contract Where projects call for flow control, contractor shall provide plans describing methods that will be used for plugging and bypassing.
During project work, Contractor shall obtain approval from the CITY project manager prior to initiating plugging or bypassing.
Large diameter pipes: Large diameter pipes often require special procedures for flow control, lighting, and camera travel or use of sonar equipment. Only CCTV crews with the appropriate equipment and training to perform large diameter pipe inspection should do so.
2.2 COUNTER CALIBRATION
The footage counter for the camera must be calibrated at least every two weeks during CCTV operations.
The footage counter must be accurate to 0.5 feet per 100 feet. The calibration is performed by checking the cable counter against a measured length of 400 feet. The date of last calibration should be recorded for every CCTV report.
2.3 PUBLIC NOTIFICATION – ACCESS TO PRIVATE PROPERTY
Property owners must be notified if access to property is required. CCTV contractors must follow the CITY prescribed easement access procedures for the project being performed and provide no less than 72 hour notification to residents prior to entering onto private property. Sample notifications will be provided by the CITY project manager. Notifications must include on-site contractor and CITY direct emergency phone numbers should residents experience sewer problems during the project.
2.4 SAFETY
CCTV operators and field crew shall all be thoroughly knowledgeable about the following documents describing procedures for activities related to CCTV:
Current GREENBOOK STANDARD SPECIFICATIONS FOR PUBLIC WORKS CONSTRUCTION sections including but not limited to the following sections:
o
o
o
Section 7-10 – Public Convenience and Safety
Section 500-1.1.4– Cleaning and Preliminary Inspection
Section 500-1.1.5– Television Inspection
Current CALTRANS STANDARDS for traffic control procedures when required by the City or CALTRANS.
Equipment owner’s manuals (for CCTV vehicle, Cleaning vehicle and cleaning tools and equipment operation, maintenance, and troubleshooting) .
Software user’s manuals (for software operation, maintenance, and troubleshooting). 352 of 891
For contracted work: Special Procedures (SP-) outlined in contract documents which refer to modifications or additions to sections in the Standard Specifications which have the same first numbers (e.g., 200-2).
Traffic Control and Safety - Traffic control is normally required to perform CCTV. GREENBOOK or CALTRANS STANDARD must be followed at all times. The City will determine whether the traffic control is adequate. Flashing lights must be used for all night work.
Atmospheric Testing - Atmospheric Testing must be performed even if entry into the manhole is not planned. This prevents personnel leaning over the manhole from being overcome by noxious gasses and allows emergency confined space entry if necessary. If the gas detector alarm sounds, contact a supervisor immediately.
NOTE: If the safety of field personnel or the public, or safe use of field equipment, is threatened at any time during the CCTV process, the field activities should be stopped and the site secured. If CITY field personnel are performing the CCTV, the supervisor should be notified immediately. If a CCTV contractor is performing the CCTV, the prime contractor and CITY’S project manager should be notified immediately.
SECTION 3 – DATA COLLECTION/PERFORMANCE STANDARDS
This section describes CCTV performance standards, including general information and definitions, quality standards, record keeping requirements, digital data formatting, appropriate screen text information and narration, and special CCTV procedures.
3.1 CCTV PERFORMANCE
CCTV performance includes the following:
Consistent use of NASSCO standard forms and codes
Uniform compliance with setup and inspection procedures Quality picture and audible records
Suitable camera speed, lighting, and panning
Accuracy when recording file names and electronic data
3.2 CCTV QUALITY STANDARDS
Camera Travel Speed: The speed of travel shall be slow enough to inspect each pipe joint, tee connection, structural deterioration, infiltration and inflow sources, and deposits. Camera speed should not, at any time, travel at a rate of more than 30 feet per minute. The camera speed should be steady or slower when recording features and defects.
Clarity: All video and still picture images must be clear and sharp. The camera operator should adjust focus, zoom, and lighting as needed to obtain a satisfactory image. The recorded image from the CCTV camera must be free of fog or haze in the pipe. If the camera lens becomes obscured with condensation, grease, scum, or debris, the camera should be removed from the pipe and cleaned.
Lighting: Lighting in the pipe should be such that the pipe is illuminated and there is a minimum amount of glare. Lighting should be adjusted as needed according to the size of the pipe to provide a clear picture of the entire periphery of the pipe for all conditions encountered. 353 of 891
Visibility: Where practical, CCTV inspections will be conducted in a manner that provides an unobstructed view of the entire pipe. Identifying structural defects is important as they influence the long-term integrity of the pipe. If debris or obstructions impede visibility, the pipe needs to be cleaned and camera inspection rescheduled. 85% to 100% of the inside of the pipe must be visible at all times for successful condition assessment. In some cases, nighttime work may be required in order to obtain appropriately low flow levels for CCTV. If maximum pipe wall visibility and sufficiently low flow levels cannot be obtained even at night, flow plugging and/or bypass pumping may be required. Plugging should only be performed under the direction and approval of the CITY. For new pipe construction acceptance inspection, nearly 100 percent of the circumference of the pipe wall circumference must be visible. A small amount of water will be introduced for purposes of sag identification.
Verification of Map Length: If a pipe’s map length (as indicated by the written distance shown on sewer or storm drain maps, plan sheets, or contained in GIS Field=LENGTH) and the CCTV video counter length differ by more than 5 feet, the field length should be verified by measuring between the centerlines of the manholes using a measuring tape or wheel.
3.3 RECORD KEEPING
Sewer Pipe Segment Reference Number (Pipe ID): The CITY has developed a standardized system for assigning unique identification numbers for each sewer pipe segment. This convention joins the upstream MH# with the downstream MH# separated with an underscore and omitting the dashes used within each manhole ID.
For example, a pipe with an upstream manhole ID of 431-08X and a downstream manhole ID of 410-22X would be:
43108X_41022X.
Should two pipes travel from one manhole to the same downstream manhole, the overflow pipe would be distinguished from the original pipe by replacing both “X” with “O” for overflow.
In NO instance should the PipeID be altered so that downstream manhole ID is listed first and upstream manhole ID listed after the underscore.
Utilization of this pipe identifier is extremely important as it assists staff link external data to GIS sewer mainline layers to analyze and display information.
CCTV Field Log: A field log is to be used by the CCTV crew (and cleaning crew if contracted for both clean and CCTV) to track daily work. This log should be returned with the completed fieldwork at the end of the day (by CITY employees) or when data are delivered (by contractors). Logs shall specify the date, number of persons working, and shall list the specific pipe segments cleaned or CCTV’d (PipeID’s), time spent per pipe segment and equipment used.
Portable External Hard Drive or DVD Submittal: Upon submittal, DVD’s and external hard drives shall become the property of the CITY.
Portable External Hard Drive or DVD Labels: All DVDs/External Hard Drives must be properly identified with the project number and/or name (provided by project manager). DVD’s must be labeled with the Pipe IDs of the inspections on the DVD.
3.4 DIGITAL DATA FORMAT & FILE NAMING
CCTV Software: Inspection software used by the contractor may be Wincam, POSM, or Granite XP.
Any other proposed software format must be approved by CITY project manager prior to any work being 354 of 891
performed. CCTV contractors must provide the data in a format (unaltered PACP Version 6 or higher database) that will permit uploading to the CITY’s computerized maintenance management system.
CCTV Video: The full CCTV video must be captured in MPEG format. Other formats may be accepted but contractor must obtain approval from CITY project manager prior to any work being performed. In addition to televising pipes, all manholes shall be panned with the video camera and visually inspected.
Video File Naming: Video files should be named in accordance with the following convention:
UpstreamNodeID-DownstreamNodeID-mmddyy-F/R.mpg
For Sanitary Sewer Pipe Segments:
UpstreamNodeID = Upstream MH# (no dashes)
DownstreamNodeID = Downstream MH# (no dashes)
mmddyy is the date of the inspection
F or R indicates whether the CCTV direction is upstream-to-downstream (F) or downstream-toupstream (R) For example, the file name of a sewer pipe inspection conducted on August 13, 2011, starting at upstream manhole 431-08X and extending to downstream manhole 410-22X would be:
43108X-41022X -081311-F.mpg
For Storm Sewer Pipe Segments:
UpstreamNodeID = Upstream MH# or Catchbasin (CB)# (no dashes) DownstreamNodeID = Downstream MH# or CB# (no dashes)
mmddyy is the date of the inspection
F or R indicates whether the CCTV direction is upstream-to-downstream (F) or downstream-toupstream (R) For example, the file name of a storm pipe inspection conducted on August 13, 2011, starting at upstream storm catchabsin 12M-05 and extending to downstream storm manhole 12L-32 would be:
12M05-12L32-081311-F.mpg
If digital video files and data are to be copied onto a DVD, information shall be grouped in a logical manner (e.g., by area of inspection).
Still Picture Captures: Still images shall be captured similarly for all observed defects with a severe rating and/or as directed by CITY. In addition, additional still images should be captured every 100 feet to illustrate the typical condition of the pipe. Still images should be in jpeg format at least 640 x 480 resolution and should utilize the file naming convention as described below.
Picture File Naming: Still picture files should be named in accordance with the following convention where xxx is the footage location of the defect or observation (to the nearest foot).
UpstreamNodeID-DownstreamMH#-mmddyy-F/R-xxx.jpg
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For example, the file name for a still image at footage 123.4 for the example inspection described above would be:
43108X-41022X-081311-F-123.jpg
If two or more images are captured at the same footage, add .a, b, etc. after the footage, e.g.:
43108X-41022X-081311-F-123a.jpg
43108X-41022X-081311-F-123b.jpg
Still image files are to be copied onto the same portable external hard drive or DVD as the corresponding video and data files for the pipe segment.
3.5 SCREEN TEXT
Start-up Screen Text: The following information shall be provided as text on the video recording at the start manhole prior to camera moving up the pipe. This text should be displayed for approximately 10 seconds or for the duration of the Start-up Narration, whichever is longer.
Upstream and downstream node numbers – or PipeID (GIS Field=FACILITYID) Direction of camera travel
Location (GIS Field=UPMHLOC)
Date and time of day
Weather conditions
Pipe Diameter (GIS Field=DIAMETER)
Total length of pipe (as stated on plan sheets; or GIS Field=LENGTH) Pipe material (at start of pipe)
Depth of upstream and downstream manholes
CCTV company (or City of San Mateo if taken by San Mateo crews) Operator’s name (or CITY staff name if internal)
Running Screen Text: During CCTV, the running screen must include the following information. The display of this information must in no way obscure the central focus of the pipe being inspected.
Running footage (distance traveled)
Upstream and downstream node numbers – or PipeID
End Screen Text. The end point of the inspected pipe segment should be indicated with screen text for approximately 10 seconds. The ending screen text should indicate:
Ending footage – footage from video counter
Date and time of day
Upstream and downstream node numbers – or PipeID
3.6 NARRATION
Language and Background Noise: The CCTV video recordings are part of CITY permanent records and should not contain inappropriate language, idle chatter, background noise, and discussions between the operator and other crew members.
Start-up Narration: A voice narration must be included in the video recording. This narration must include the following information at the beginning of each pipe segment:
Upstream and downstream MH#’s
Direction of camera travel
Depth of flow
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Date and time of day
Weather conditions
Pipe size
Pipe material (at start of pipe)
Running Narration: All observations, including lateral taps (service connections) along the length of the pipe shall be narrated. Narration shall include a description of the observation and clock position, if applicable.
End Narration: At the conclusion of the inspection of a pipe segment, the operator should state the final CCTV footage and indicate that the CCTV of the pipe segment is complete. . If the survey is abandoned before completion of the pipe segment, narration shall state the reason the survey was abandoned.
3.7 SPECIAL CCTV PROCEDURES: MANHOLE MARKING/UNCOVERING Buried Manholes
If the CCTV crew encounters a buried manhole, they should notify CITY project manager immediately.
Every effort should be made by contractor to locate and uncover, or locate and mark the location of the buried manhole. If unsuccessful in uncovering the manhole, CCTV may proceed through the buried manhole, however, a new file should be started, treating the CCTV inspection as a separate pipe segment from the initial pipe segment.
If it is not possible to CCTV through the manhole, and CCTV contractor has made every effort to uncover the manhole, contractor shall notify CITY that the manhole needs to be exposed in order to complete the inspection. After contractor has marked the location of the manhole, CITY project manager will identify whether contractor or CITY crews shall uncover the manhole.
SECTION 4 – STANDARDIZED CCTV CODES
This section covers the information and standard formats and codes required for completion of the CCTV.
This manual is intended for use as a complement to NASSCO Standards for sewer mainline, sewer lateral and sewer manhole condition assessment. When in doubt, refer to most recent NASSCO PACP binder.
4.1 GENERAL GUIDELINES
The following guidelines must be followed when completing the header section of the CCTV form:
If the CCTV extends through a manhole and spans more than one pipe segment, a new header form must be completed at the start of each subsequent pipe segment. If a reverse set-up is required because the CCTV in the downstream direction could not be completed, a new header form must be completed at the start of the reverse set-up CCTV. (In NO instance should the PipeID be altered so that downstream manhole ID is listed first and upstream manhole ID listed after the underscore).
4.2 REQUIRED HEADER INFORMATION
The header information contains pertinent data about the individual pipe being inspected. The header data entry is completed in the field to provide as much information as possible about the inspection work.
Table 4.2-1 lists required header information for each CCTV inspection and provides an explanation of appropriate responses to each item expected by the CITY.
Much of this information is stored in the CITY’s GIS sewer layers. Upload of San Mateo’s GIS layers 357 of 891
will pre-populate much of this information. Adjustments to fields may be requested by the CITY at the start of the project once the initial data has been reviewed.
Table 4.2-1
CCTV HEADER INFORMATION
FIELD # TITLE ENTRY/COMMENTS
1 Surveyor’s Name (CCTV
Operator’s Name)
First and Last Name
1a
2 Certificate Number
System Owner
Surveyor’s NASSCO Certificate #
“CITY OF SAN MATEO”
GIS Field = OWNER
3 4
Survey Customer
Drainage Area
“Engineering” or “Sewer Maintenance” – based on which
Division is requesting the CCTV
The “Cleaning Area” as identified for each pipe
Example: ”A1a”
GIS Field = CLEANA
5 Sheet Number If using hardcopy sheets for hand-recording – OR – Plan Sheet number on which the pipe is located.
6 7
P.O. Number Purchase Order # provided by project manager.
Pipe Segment Reference PipeID Example: 43108X_41022X
GIS Field = FACILITYID
8 9
Date of Survey YYYYMMDD
Military Time – Beginning of i.e. 13:30
Survey
10 Street Name and Number of
Upstream Manhole
GIS Field = UPMHLOC
10a
11 City Name Most often “SAN MATEO”
Further Location Details
Upstream Manhole Number
Landmarks near MH. Example: near fence
12 Example 132-12X
GIS Field = UPSMH
13 14
15 16
Upstream Rim to Invert Measure in field. Feet + tenths of foot.
Measure in field. Feet + tenths of foot.
Measure in field. Feet + tenths of foot.
Upstream Grade to Invert
Upstream Rim to Grade
Downstream Manhole Number Example 132-13X
GIS Field = DWNMH
7 Downstream Rim to Invert
Downstream Grade to invert
Downstream Rim to Grade
Use of Sewer
Measure in field. Feet + tenths of foot.
Measure in field. Feet + tenths of foot.
Measure in field. Feet + tenths of foot.
18 19
20 Sewer=SS Forcemain=FM Storm=SW
GIS Field = USE_
21 22
Direction of Survey
Flow Control
Upstream=U Downstream=D
Not Controlled=N Plugged=P Bypassed=B
De-watered using Jet=D Lift Station=L
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23 Size 1 (Diameter) Diameter of pipe
GIS Field = DIAMETER
24 25
Size 2 (Width)
Shape
Mandatory use if pipe is not circular
Most Often Circular=C
GIS Field = SSML_SHAPE
28 29
Pipe Joint Length Most common length of pipe segments in run Total Length of Pipe Length Stated on Plan Sheets or:
GIS Field = LENGTH
30 31
32 33
34 Total Length Surveyed
Year Constructed
Year Renewed
Actual length of pipe from footage counter
GIS Field = INSTALLDT YYYY
If known
Tape/Media Number
Purpose of Survey
If using multiple DVD’s
For CCTV contracts the cover an entire sewer basin, use “G” Capital Improvement Program Assessment. Otherwise, refer to Table 4.2-2 and ask project manager which code to use. 35 36
Sewer Category
Pre-Cleaning
This will become mandatory after CITY defines the criticality for each pipe and provides this in the GIS.
J=Jetting, H=Heavy/Mechanical Cleaning
N=No Pre-cleaning, Z=Unknown
For CCTV contracts the cover an entire sewer basin, this shall be J or H.
36a
37 Date Pre-Cleaned
Weather
Mandatory for CCTV Contracts that require pre-cleaning.
Mandatory to enter a PACP weather code for weather at
time of inspection
38 39
Location Code Please refer to Table 4.2-3 for description of CITY utilization of NASSCO codes.
Additional Information Use as necessary. Mandatory to use if CCTV confirms inaccurate data in CITY GIS.
40 41
Work Order Number
Project
Provided by project manager if applicable.
Name of CCTV project – will be provided by project
manager.
42 Pressure Value Minimum testing pressure specified/used during joint or lateral testing.
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Tables 4.2-2 describes the CITY utilization of the NASSCO “Purpose of Survey” code. Contractor shall ensure the proper Purpose of Survey code is utilized. Project manager shall identify this code at preconstruction meetings or prior to start work.
Table 4.2-2
PURPOSE OF SURVEY
CODE DESCRIPTION CITY CODE DESCRIPTION
A Maintenance Related Use “A” when CCTV is performed to identify maintenance needs or evaluate effectiveness of
maintenance.
B
C
Infiltration & Inflow (I&I)
Investigation
Use “B” when CCTV is performed specifically to see
where and how much I&I may be entering or affecting a
pipe.
Use “C” after a repair has been performed. Most repair
contracts require post-repair survey. Follow all
requirements for CCTV of entire length of pipe.
Post-Rehabilitation Survey
D
E
F
Pre-Rehabilitation Survey
Pre-Acceptance of New Sewers
Routine Assessment
Use “D” when CCTV is performed prior to repair while
confirming repair location and extent.
Use “E” when CCTV is performed on brand new sewers
as part of CITY acceptance procedures.
Use “F” for CCTV is requested by CITY for storm assets
or CCTV not involving a large sewer basin or any other
more appropriate codes.
G
H
V
Z
Capital Improvement Program
(CIP) Assessment
Use “G” for large sewer basin CCTV projects. This
CCTV is used specifically for developing the next years’ sewer CIP rehabilitation project.
Resurvey for Any Reason
Reversal
Use “H” if directed by CITY to re-survey a line. Enter the original project name and reason for re-survey in the
Additional Information Header field.
This code should not be used unless directed to by
project manager. Upstream and Downstream directional
identifiers suffice.
Not Known This code should not be used unless directed to by project manager.
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Tables 4.2-3 describes the CITY utilization of the NASSCO “Location” code. Contractor shall ensure the proper Location Code is utilized for each pipe.
Table 4.2-3
LOCATION CODE – Of sewer pipe being surveyed. (Not necessarily the same location as the start node)
CODE DESCRIPTION CITY CODE DESCRIPTION
A Main Highway - Urban The main highways in San Mateo are Hwy 101 and Hwy92. If a pipe repair would impact use of either of these highways, then use “A”.
B
C
Main Highway - Suburban For NASSCO, main suburban highways are those roads that heavy good vehicles. Refer to Table 4.2-3a, San Mateo’s Truck Routes. Use “B” for pipes underneath these roadways.
Light Highway For NASSCO, light highway streets are residential streets. Use “C” for pipes underneath any San Mateo roadways outside of those listed above.
D
E
Easement / Right-of-Way
Woods
For CCTV projects, use “D” for pipes that have the majority of their length within a private property easement.
In San Mateo, the only pipes that would be assigned code “E” would be the sewer mainlines running through Laurelwood Park.
F Sidewalk Some sewer pipes run along and underneath a sidewalk. “F” can be used in those situations.
G
H
I
Parking Lot
Alley
If the majority of the sewer pipe resides underneath a parking lot, use “G”.
Use “H” for any pipes located in public or private alleyways in San Mateo.
This code would be used in very rare situations. Confirm with project manager prior to use.
Ditch
J Building
Creek
Use “J” only in the rare instance that the majority of a pipe runs underneath a building.
K If a pipe repair would affect a waterway, use location code “K.” for example, the sewer pipes that run alongside the 19th Ave Channel east of Hwy 101 highways would have location code “K”.
L Railway Use “L” for the handful of sewer pipes in San Mateo that cross underneath the railway. Also use “L” for sewer pipes adjacent to the railway that are also on railway property (parcels between S El Camino and Pacific Blvd just north and south of the 42nd Ave underpass).
M
Y
Airport
Yard
There are no airports in San Mateo.
San Mateo prefers the use of location code “D” for sewers in backyard easements. If no easement exists, “Y” may be used.
Z Other If “Z” is used, provide details in the Additional Comments field.
NOTE: For proper use of the Location Code “B”, please refer to this list of truck routes (next page) and/or obtain a Truck Routes Map from a project manager. Identifying sewers underneath heavily used roads will assist in determining the criticality for sewer repairs. 361 of 891
Table 4.2-3.a
CITY OF SAN MATEO TRUCK ROUTES
US 101 (Bayshore Freeway)
State Route 82 (El Camino Real)
State Route 92 (J. Arthur Younger Freeway)
2nd Avenue between South Humboldt Street and North Amphlett Boulevard East 3rd Avenue (J. Hart Clinton) from the easterly city limits to US 101 (between the hours of eight-thirty a.m. to four-thirty p.m. eastbound)
East 3rd Avenue between US 101 and South Claremont Street East 4th Avenue between US 101 and South Claremont Street 9th Avenue between El Camino Real and South Claremont Street 19th Avenue between South Delaware Street and Fashion Island Boulevard East 25th Avenue between El Camino Real and South Delaware Street 28th Avenue between Edison Street and El Camino Real
37th Avenue between El Camino Real and Edison Street
Bridgepointe Parkway between Baker Way and Bridgepointe Circle South Claremont Street between 3rd Avenue and 9th Avenue Concar Drive between Westbound SR 92 Ramps and Grant Street South Delaware Street between Garvey Way and 25th Avenue Edison Street between 28th Avenue and the Hillsdale Shopping Center Fashion Island Boulevard between 19th Avenue and Baker Way Franklin Parkway between US 101 and Saratoga Drive
East Hillsdale Boulevard between El Camino Real and US 101 East Hillsdale Boulevard between US 101 and easterly city limit South Humboldt Street between 2nd Avenue and 4th Avenue Kehoe Avenue between Northbound US 101 Ramps and South Norfolk Street (between the hours of six a.m. to six p.m. Monday through Friday)
Mariner’s Island Boulevard between Eastbound SR 92 Ramps and Fashion Island Boulevard South Norfolk Street between East 3rd Avenue and Fashion Island Boulevard (between the hours of six a.m. to six p.m. Monday through Friday)
The southerly side of Peninsula Avenue, between Bayshore Freeway and El Camino Real East Poplar Avenue between Southbound US 101 Ramps and Amphlett Boulevard Street Saratoga Drive between Franklin Parkway and East Hillsdale Boulevard
4.3 CAMERA START AND END CODES
The location at which the camera footage counter is set to 0.00 should be at the start of the pipe at the manhole or access point wall. Two codes shall always be entered at the start point:
1) the access point code along with the M ID# entered into the Remarks field, and 2) the water level code with the appropriate percentage for height of water in Value 1 field (to nearest 5%).
The point where the camera footage counter is stopped is at the end of the pipe at the (typically downstream) manhole or access point wall. Two codes shall always be entered at the end point:
1) the access point code along with the MH ID# entered into the Remarks field, and 362 of 891
2) the water level code with the appropriate percentage for height of water in Value 1 field (to nearest 5%).
4.4 CONTINUOUS DEFECTS
Contractor will follow NASSCO guidelines for continuous defects. If the camera goes under water, it cannot be assumed that the defect continues. The defect must be closed out where the camera first goes into the water.
4.5 – CCTV OBSERVATION CODES
The City uses NASSCO Version 6 or higher standard pipe observation codes. 363 of 891
SSMP
ELEMENT 4 – O & M
Program APPENDIX 4.2
Sewer Pipe Cleaning
Standard Operating Procedures
(SOPs)
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City of San Mateo
CODE OF SAFE PRACTICES
Table of Contents
A Air Compressor and Pressure Vessel Safety
Air Gun Nozzle Safety
Air Rake and Vacuum Super Blower
Arrow Board, Trailer Mounted
Automatic External Defibrillators
B
C
Backhoe
Barbeque
Blower, Backpack Operator
Boom Truck
Cart and Hand Truck Safety
Chain and Sling Safety
Chip Hammering and Jack Hammering
Compressed Air, Shop Safety
Crack Sealing, Roadways
D Drill Press
Drill, Cord Drill
Drill, Cordless
Dump Truck
E
F
Engine Hoist – Lift
Facilities and Operations Staff
Fire Extinguishers – Portable
Floor Jack, 3 Ton
Forklift
Front End Loader, Tractor Loader
G Gas Powered String Trimmer and Brush Cutter Safety
Generator – Portable Electrical (Trailer Mounted)
Generator – Portable Gasoline
Grinders – Bench, Floor, and Hand
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H
P
Hedge Clipper (Gasoline Powered)
Painting and Striping Units
Pavement Grinder
Pipe Threading Machine
Portable Welding, Arc
Pressure Washer Safety
Propane Tank Handling and Use
R
S
Roller Compactor
Saw – Chain Saw
Saw – Chop Saw Cut-off Safety
Saw – Concrete Saw
Saw – Reciprocating Saw
Spill Response Materials SPCC
Street Sweeper
Stump Grinder
V Vacuum Truck (Vac-Con)
Vibrating Soil Tamper Compactor
W Welding - Portable Oxygen and Acetylene
Welding – Portable Electric
Wheel Barrows
Wood Chippers
Working Near Vehicular Traffic
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City of San Mateo
Code of Safe Practice
FOR IMMEDIATE RELEASE
Initial date:
Revised date:
Questions or comments regarding
this Code of Safe Practice should
be directed to the Safety Director.
Vacuum Truck (Vac-Con)
SAFE PRATICE RULES
1. Pre-operational equipment (including rental equipment). Be familiar with operator’s manual.
2. Examine for worn or frayed hoses and lines. Check valves and hose connections for signs of leakage.
3. When swinging boom, change direction slowly.
4. Only one person operates the boom and one-person signals and assists the operator.
5. When positioning truck to work, be extra cautious of personnel and other equipment.
6. Properly secure all equipment and miscellaneous items before leaving yard or job site.
7. Do not load dump body beyond rated capacity.
8. Be aware of possible load surge when turning or braking.
9. Check to see that tailgate is properly secured after dumping.
10.Use safety stand when working under raised dump body.
11.Keep cab clean.
12.Use hearing protection.
PERSONAL PROTECTIVE EQUIPMENT
Protection Area PPE Required
Eye Wear safety glasses with side shields or goggles.
Face
Hand
Head
Foot
Body
Work gloves.
Hardhat.
Safety steel or composite toe safety shoes or boots.
Proper protective clothing.