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: 12 Section Name: {{section.name}} Account Number: 10-4662 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: May 19, 2025
SUBJECT:
On-Call Professional Consultant Services Agreement – Amendment Approval RECOMMENDATION:
Approve Amendment No. 3 to the agreement with Sanbell-Bay Area, formerly Bellecci & Associates, for on-call professional design services increasing the agreement amount by $200,000, for a new agreement total of $450,000; extending the term of the Agreement to June 30, 2027; and authorizing the Director of Public Works to execute amendments within the Agreement amount including no-cost extensions.
BACKGROUND:
In October 2018, Public Works staff issued a Request for Proposals (RFP) to select qualified firms to provide on-call professional consulting services. The City received proposals from thirteen (13) firms and evaluated them based on project understanding, relevant experience, project manager qualifications, and technical capabilities. Three firms were shortlisted, and in-person interviews were conducted with each project team. Sanbell-Bay Area (Sanbell), formerly Bellecci & Associates, Inc., was among the three firms selected to provide engineering support under an original agreement of $250,000.
In January 2024, Sanbell was engaged to provide engineering design services in support of San Mateo's implementation of a Train Quiet Zone. The scope of work included general project management and coordination, development of conceptual and final designs, and right-of-way mapping.
In Summer 2024, staff and Sanbell presented conceptual designs to City Council, which included a closure at Villa Terrace and median improvements at East Bellevue Avenue. Due to potential long-term impacts on surrounding residents, particularly related to loss of parking locations, the Council directed staff to further evaluate the project design at East Bellevue Avenue and to incorporate additional traffic operational analysis along previously unstudied intersections on Claremont Street.
Staff has been working with Sanbell to implement the necessary design changes and expand outreach efforts within the existing budget. However, additional funds are now required to meet Council expectations and to address newly expanded project scope elements.
Additional project elements requiring expanded scope and funding for Sanbell include:
1. Additional design services for storm drain improvements at Villa Terrace
2. Expanded right-of-way services and boundary research for Caltrain and Union Pacific rights-of-way
3. Revisions to design documents to potentially account for both complete and temporary closures
4. Additional coordination with agencies such as CPUC, Caltrain, Caltrans, and Union Pacific
5. Bid and construction support services
CITY OF SAN MATEO
The expected cost for these additional tasks is conservatively estimated at $200,000 but will be refined further with Sanbell prior to issuance of Task Orders.
The City Council previously authorized amendments to Sanbell’s contract on March 21, 2022, and June 5, 2023, extending the contract term through December 31, 2025, without increasing the project budget. Given Sanbell’s ongoing involvement and expertise in the Train Quiet Zone efforts, as well as their responsiveness to City requests, staff recommends amending their existing on-call contract to provide additional design and consulting services in the amount not-to-exceed of $200,000, for a total agreement amount of $450,000, and extend the term through June 30, 2027, beyond the anticipated implementation date of December 2026.
BUDGET IMPACT:
There are sufficient funds in the Train Quiet Zone Project (462205) to fund this Amendment No. 3.
ENVIRONMENTAL DETERMINATION:
This amendment 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).) In addition, the proposed work relating to the Villa Terrace closure and median improvements at East Bellevue Avenue will include separate CEQA review documentation prepared for the project.
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Amendment No. 3
STAFF CONTACT
Jimmy Vo, Engineering Manager
[email protected]
(650) 522-7319