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: 11 Section Name: {{section.name}} Account Number: 72-4674 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: May 19, 2025
SUBJECT:
East San Mateo Sanitary Sewer Lift Station Rehabilitation Project – Amendment RECOMMENDATION:
Approve Amendment No. 6 with Schaaf & Wheeler for professional design services for the East San Mateo Sanitary Sewer Lift Station Rehabilitation Project to provide engineering services during construction in an amount not to exceed $334,247, for a total agreement amount of $2,396,431; amend the Scope of Project; extend the term; and authorize the Public Works Director to execute the amendment in substantially the form presented and issue amendments within the balance of the previously approved contingency.
BACKGROUND:
The Clean Water Program is improving the City's sanitary sewer system to prevent sanitary sewer overflows and unauthorized discharge of sewage. In 2016, a Sewer Pump Station and Force Main Condition Assessment (Assessment) was completed by AECOM, building on a previous pump station capacity study to improve the City’s lift stations’ reliability.
The East San Mateo Lift Station Rehabilitation Project (Project) addresses multiple lift stations, including the five highest priority lift stations from the Assessment: Kelly/Kehoe, Laurie Meadows, and Los Prados Nos. 1, 2, and 3.
On February 24, 2017, City Council awarded a professional design services agreement to Schaaf & Wheeler for this Project.
The Project was split into two packages for efficient delivery. Staff coordinated with Schaaf & Wheeler to complete each package with a three-phase approach: 1) alternatives analysis, 2) detailed design, and 3) engineering services during construction.
Package 1 included the abandonment of the Laurie Meadows lift station, the upgrade of the Woodbridge lift station, and the modifications to the surrounding sewers to redirect sewer flows. The scope of the original agreement included an alternatives analysis for these improvements. Three amendments were sequentially approved to allow Schaaf & Wheeler to progress through the Package 1 design and construction phases: Amendment No. 1 included scope for detailed design, Amendment No. 2 included additional investigations required to progress the design, and Amendment No. 3 included engineering services during construction. The construction contract was awarded to JMB Construction in 2019 and the project was completed in 2020.
Package 2 originally included the rehabilitation of the Los Prados area lift stations and Kelly/Kehoe lift station. In 2021, staff determined that the Arroyo lift station also required improvements. Utilizing Schaaf & Wheeler’s existing contract balance, Amendment No. 4 increased their scope to perform an alternatives analysis of these lift stations. The alternatives analysis recommendations for the Package 2 improvements include the Los Prados No. 1 lift station replacement and force main extension, the elimination of Los Prados No. 2 lift station, sewer main improvements between Los Prados No. 1 and No. 2 lift stations, Kelly/Kehoe lift station replacement and force main extension, and the Arroyo lift station rehabilitation.
Amendment No. 5 increased budget and scope for Schaaf & Wheeler to provide detailed design phase services for the
CITY OF SAN MATEO
recommended Package 2 improvements.
As part of the Package 2 scope, this Amendment No. 6 will maintain Schaaf & Wheeler’s engineering services during construction from construction award through construction completion. Staff reviewed and negotiated a proposal with Schaaf & Wheeler for Amendment No. 6 for a not-to-exceed amount of $334,247. Staff determined the proposal is reasonable for the scope of work and expertise required and recommend approving Amendment No. 6 to the agreement.
City Council previously approved a contingency reserve, which has a remaining balance of $87,200. An additional contingency request is not requested with the proposed amendment as this balance is anticipated to be sufficient to address unknowns and risks that may impact Schaaf & Wheeler’s scope and fee through the duration of the construction contract.
BUDGET IMPACT:
Sufficient funding for Amendment No. 6 is available in the East San Mateo Lift Station (469988) project budget. A summary of the approved agreement and amendments is shown in the table below:
Agreement/Amendments Contingency
Amount Cumulative Total Expended/Added Balance
Original Agreement $314,121 $314,121 +$30,000 $30,000
Amendment No. 1 - Detailed Design $723,327 $1,037,448 0 $30,000 Amendment No. 2 - Added Investigations $0 $1,037,448 -$21,426 $8,574 Amendment No. 3 - Services during
Construction
$153,312 $1,190,760 +$15,000 $23,574
Amendment No. 4 - Alternatives Analysis $0 $1,190,760 $0 $23,574 Amendment No. 5 - Detailed Design $871,424 $2,062,184 +$63,626 $87,200 Amendment No. 6 - Services during
Construction (proposed)
$334,247 $2,396,431 $0 $87,200
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. 6
STAFF CONTACT
Laura Webb, Senior Engineer
[email protected]
(650) 522-7322
Thomas W. Williams, Engineering Manager
[email protected]
(650) 522-7307