AMENDMENT NO. 6 TO THE AGREEMENT
BETWEEN THE CITY OF SAN MATEO AND SCHAAF & WHEELER
FOR EAST SAN MATEO SANITARY SEWER LIFT STATION
REHABILITATION PROJECT
($314,121 [Original Amount] / $723,327 [Amendment No. 1] / $0 [Amendment No. 2] / $153,312 [Amendment No. 3] / $0 [Amendment No. 4] / $871,424 [Amendment No. 5] / $334,247 [Amendment No. 6]
WHEREAS, the City of San Mateo (“City ”), a municipal corporation of the State of California, and Schaaf & Wheeler (“CONSULTANT”), entered into an Agreement for professional services (“Agreement”) on February 15, 2017; and
WHEREAS, on July 24, 2017, the CITY and CONSULTANT executed Amendment No. 1, extending the scope of the Agreement, the term of the Agreement, and increasing Agreement amount by $723,327, for a total Agreement in the amount of $1,037,448; and
WHEREAS, on October 17, 2017, the CITY and CONSULTANT executed Amendment No. 2, extending the scope of the Agreement without additional funds, maintaining the Agreement amount at $1,037,448; and
WHEREAS, on October 7, 2019, the CITY and CONSULTANT executed Amendment No. 3, extending the scope of the Agreement, the term of the Agreement, and increasing the Agreement amount by $153,312, for a total Agreement in the amount of $1,190,760; and
WHEREAS, on May 10, 2021, the CITY and CONSULTANT executed Amendment No. 4, extending the scope of the Agreement without additional funds, maintaining the Agreement amount of $1,190,760; and
WHEREAS, on April 7, 2022, the CITY and CONSULTANT executed Amendment No. 5, extending the scope of the Agreement, the term of the Agreement, and increasing the Agreement amount by $871,424, for a total Agreement in the amount of $2,062,184; and
WHEREAS, City and Consultant, wish to amend the Agreement to include Services During Construction as described in the attached Scope of Work. Amendment 6 amends the Agreement to amend the Scope of Work, increase the Agreement amount by $334,237, for a new total of $2,396,421, and extend the term of the Agreement.
NOW, THEREFORE, the parties agree as follows:
1. Section 1—Scope of Project of the Agreement is amended to include reference “Exhibits A, A1, A2, A3, A4 and A5”. Exhibit A5 to the Agreement is attached and incorporated by reference. Where conflicting information between “Exhibit A”, “Exhibit A1”, “Exhibit A2”, “Exhibit A3”, “Exhibit A4” and “Exhibit A5”, “Exhibit A5” shall take precedence.
2. Section 7—Term, Progress and Comple tion of the Agreement is amended to reference “Exhibits B, B1, B2, B3, B4 and B5”. Exhibit B5 to the agreement is attached and incorporated by reference. Where conflicting information between “Exhibit B”, “Exhibit B1”, “Exhibit B2”, “Exhibit B3”, “Exhibit B4” and “Exhibit B5”, “Exhibit B5” shall take precedence.
3. Section 8—Payment of the Agreement is amended to change the fee from “$2,062,184” to “$2,396,431”. Exhibit C5 to the agreement is attached and incorporated by reference.
4. Exhibits A5, B5, and C5 are attached and herein incorporated by reference.
5. The remaining terms of the Agreement remain in full force and effect.
IN WITNESS WHEREOF, CITY OF SAN MATEO and Schaaf & Wheeler have executed this Agreement on ________________________________.
CITY OF SAN MATEO CONSULTANT
S c h a a f & W h e e l e r
____________________________ ___________________________________ Matt Fabry Date Charles D. Anderson Date
Public Works Director President
APPROVED AS TO FORM
___________________________
Linh Nguyen Date Exhibits:
Assistant City Attorney Att achment A5 – Scope of Services Attachment B5—Schedule
Attachment C5—Rate and Cost Schedule
ATTACHMENT “A5”
SCOPE OF SERVICES
For
Amendment 6
City of San Mateo
Clean Water Program
Sanitary Sewer Lift Station Rehabilitation Design Services Job No. CWP469988
Attachment A5, Scope of Services - Sanitary Sewer Pump Station Rehabilitation Design Services Amendment 6
SCOPE OF SERVICES
As part of the East San Mateo Lift Station Rehabilitation Project, the Consultant will provide additional engineering consulting services for the following items which have been identified by the City’s Clean Water Program (CWP):
1. Provide additional General Services (Task 1) for the extended contract duration and additional construction contract.
2. Provide construction phase services for the Los Prados, Kehoe Kelly, and Arroyo Lift Station Rehabilitation Project, City Project No. 469988.
TASK 1 – General Services
Additional general services will be performed by the Consultant throughout the project as necessary for the extended contract duration and additional construction contract. These services include:
Task 1.1 – Project Management
Task 1.1.1 – General Management
The Consultant will be responsible for detailed management of the project, including subconsultants and subcontractors, and will keep the City appraised of the status of the project.
The Consultant will provide the key management personnel as described in their proposal on this project. The Consultant will not reassign the key project personnel without prior approval of the City per the Standard Agreement for Professional Consultant Services.
Task 1.1.4 – Progress Report
The Consultant will prepare and submit monthly progress reports that include a narrative of the work completed by task, project decision log, project action item log, upcoming work, project issues, budget and schedule status, percent complete, cost to complete, earned value versus actual spent analysis, potential scope or budget changes, and other important project information.
Task 1.1.5 – Project Invoices
The Consultant will prepare and submit monthly invoices in accordance with Program standards.
The invoices will document the man-hours and billing rates for staff for each task in the WBS, as well as overhead, profit and any direct costs. The current and previous billing period invoicing, as well as a summary of the budget spent, budget remaining, cost to complete, and all backup documentation for expenses will be included. The monthly progress report and project schedule will be submitted with the project invoice as part of the monthly request for payment.
Task 1.1.7 – Progress Schedule
The Consultant will prepare a cost loaded project schedule in significant detail to calculate a monthly earned value of work performed. The selection of tasks and task durations will be approved by the City. The Consultant will prepare a planned value curve for the Project. Prior to invoice submittal, the Consultant will evaluate the percent complete for each activity worked on during the billing period. The Consultant will calculate the earned value for the month. The earned value will be compared to the planned value and the actual invoice value for the month. The Attachment A5, Scope of Services - Sanitary Sewer Pump Station Rehabilitation Design Services Amendment 6
Consultant will need to justify any requests for monies over the planned value and explain how the overall budget will be met over the life of the project.
Task 1.5 – Management of Subconsultants
If the Consultant requires the services of any subconsultants, then the Consultant will include a list of them in the proposal, explain why they are needed, and provide a general description of their effort.
The Consultant will manage the activities of subconsultants during performance of the project. All requirements of the contract shall also apply to subconsultants.
Task 7 –Construction Phase Services
It is assumed that all work designed as part of the Los Prados, Kehoe Kelly, and Arroyo Lift Station Rehabilitation Project will be constructed under one construction contract.
The Consultant shall provide services during construction, which may include the following:
Attendance at pre-construction conference. Agenda and minutes for meetings will be prepared by others.
Attendance at construction progress meetings via teleconference meeting (assume 1 hour each and 80 meetings in total) by one Consultant representative, additional meeting attendance can be provided for an additional fee upon request). Agenda and minutes for meetings will be prepared by others.
o Electrical engineer will attend up to 4 meetings
Project correspondence and general technical support including email and telephone correspondence throughout the duration of construction. Periodic field visits (assumed 12 field visits by Schaaf & Wheeler staff) o Scope includes up to 4 field visits by the project geotechnical engineer to review existing conditions and provide recommendations to engineering staff. This does not include material testing or inspection services.
General technical support
Submittal review
Request for information review
Change order and contract document modifications preparation and review Startup and commissioning support (assumed 3 field visits) o Assume up to three site visits for final walk through (one per lift station) and preparation of punch list
Construction closeout support
Preparation of record drawings
Preparation of O&M manuals
Review of warranty documents
Attendance at a post-construction team meeting
Task 8 – Environmental Permit Compliance
Schaaf & Wheeler’s subconsultant, WRA, Inc., will provide environmental permit compliance support services as described below:
Preconstruction Surveys and Reporting
Attachment A5, Scope of Services - Sanitary Sewer Pump Station Rehabilitation Design Services Amendment 6
o Coordinate with CDFW to approve qualified Biologists and Biological Monitors o Two early detection surveys to identify active bird nests, bat roosts, or woodrat nests. Results will be transmitted via email, no formal reporting is required. o Woodrat nest survey (as required by the SAA) - If woodrat nests are found in the work area, additional consultation services may be necessary which are not covered under this scope.
o 48-Hours pre-construction survey (as required by the SAA) - If nesting birds or roosting bats are found in the work area, additional consultation services may be necessary which are not covered under this scope.
Daily Inspections (as required by the SAA) – A qualified Biologist or Biological Monitor will conduct daily inspections, consisting of a maximum of 1 inspection per day. This scope of work covers up to 40 daily inspections. This task assumes that no special- status species will be present and therefore no formal reporting will be necessary. If the construction schedule requires additional daily inspections, additional budget will be necessary.
Revegetation Plan Monitoring and Reporting (5 Years)
o Complete monitoring and reporting requirements defined in Section 5 of the Revegetation Plan.
o Prepare annual report with photo documentation points and a map figure per the NOA requirements.
o This scope includes 5 surveys and 5 annual reports. If the final success criteria are not achieved, additional budget may be necessary for reporting in subsequent years.
RWQCB Notice of Termination – Prepare and submit RWQCB Notice of Termination Report.
Project Management and Coordination – Coordination with City, CDFW, and RWQCB.
This scope includes up to 30 hours of coordination by WRA staff.
Task 9 – Prepare Standard Operating Procedures
Schaaf & Wheeler will prepare standard operating procures for each of the three lift stations.
The procedures will include the following:
Standard heath and safety warnings
General description of the pump station and surrounding sewer system Operating procedure
Pump station setpoints
Station controls and control strategy
Power failure and standby generator description
It is assumed that the standard operating procedure will be similar to the Standard Operating Procedure for DAPS Interim Operation – December 2021.
ATTACHMENT “B5”
SCHEDULE
For
Amendment 6
City of San Mateo
Clean Water Program
Sanitary Sewer Lift Station Rehabilitation Design Services Job No. CWP469988
ID Task Name Duration Start Finish
1 City Review of 100% Draft Submittal 50 days Fri 11/1/24 Thu 1/9/25 2 Prepare Bid Documents 36 days Fri 1/10/25 Fri 2/28/25 3 Submit Bid Documents 0 days Fri 2/28/25 Fri 2/28/25
4 Bid and Construction Support 148 days Mon 3/3/25 Wed 9/24/25 5 Prepare Documents For Advertising 40 days Mon 3/3/25 Fri 4/25/25 6 Bid Period 23 days Mon 4/28/25 Wed 5/28/25
7 AR to Council for Approval (1.5 months) 25 days Thu 5/29/25 Wed 7/2/25 8 Award Construction Contract 0 days Wed 7/2/25 Wed 7/2/25 9 Submittals and Mobilization 25 days Thu 7/3/25 Wed 8/6/25 10 Service Pedestal & Control Panel Shop Drawing Prep
and Review (3 Months)
3 mons Thu 7/3/25 Wed 9/24/25
11 Los Prados Construction 405 days Thu 9/25/25 Wed 4/14/27 12 2025/26 Lagoon Lower During Winter 117 days Mon 11/3/25 Tue 4/14/26 13 2026/27 Lagoon Lower During Winter 118 days Mon 11/2/26 Wed 4/14/27 14 LP1 Force Main 45 days Thu 12/4/25 Wed 2/4/26
15 Site Restoration, Paving, Etc. (Force Main) 20 days Thu 2/5/26 Wed 3/4/26 16 Service Pedestal Lead Time (4 Months) 4 mons Thu 9/25/25 Wed 1/14/26 17 Service Pedestal Installation 20 days Wed 4/29/26 Tue 5/26/26 18 Schedule PG&E Installation 0 days Tue 5/26/26 Tue 5/26/26 19 Control Panel Lead Time (12 Months) 12 mons Thu 9/25/25 Wed 8/26/26 20 Construct Wetwell 20 days Wed 3/18/26 Tue 4/14/26
21 Pump Station Construction 4 mons Thu 7/30/26 Wed 11/18/26 22 Intersection Reconfiguration 25 days Thu 10/22/26 Wed 11/25/26 23 Los Prados Gravity Sewer 55 days Thu 11/19/26 Wed 2/3/27 24 LP2 Demolition 15 days Thu 1/14/27 Wed 2/3/27
25 Startup, Punchlist, Closeout 15 days Thu 2/4/27 Wed 2/24/27 26 Kehoe Kelly Construction 435 days Thu 8/7/25 Wed 4/7/27 27 Kehoe Force Mains 30 days Thu 8/7/25 Wed 9/17/25
28 Site Restoration, Paving, Etc. (Force Main) 20 days Thu 9/18/25 Wed 10/15/25 29 Control Panel Lead Time (12 Months) 12 mons Thu 9/25/25 Wed 8/26/26 30 Pump Station Construction 3 mons Thu 12/17/26 Wed 3/10/27 31 Schedule PG&E Installation 0 days Wed 1/13/27 Wed 1/13/27 32 Startup, Punchlist, Closeout 20 days Thu 3/11/27 Wed 4/7/27 33 Arroyo Construction 423 days Mon 6/16/25 Wed 1/27/27 34 2025 Permit Construction Window for Work Outside of
Road
88 days Mon 6/16/25 Wed
10/15/25
35 2026 Permit Construction Window for Work Outside of
Road
89 days Mon 6/15/26 Thu 10/15/26
36 Arroyo Force Main 20 days Thu 10/16/25 Wed 11/12/25
37 Site Restoration, Paving, Etc. (Force Main) 15 days Thu 11/13/25 Wed 12/3/25 38 Control Panel Lead Time (12 Months) 12 mons Thu 9/25/25 Wed 8/26/26 39 Pump Station Construction 3 mons Thu 10/8/26 Wed 12/30/26 40 Schedule PG&E Installation 0 days Wed 10/21/26 Wed 10/21/26 41 Startup, Punchlist, Closeout 20 days Thu 12/31/26 Wed 1/27/27 42 Construction Complete 0 days Wed 4/7/27 Wed 4/7/27
City Review of 100% Draft Submittal
2/28 Submit Bid Documents
7/2
5/26
1/13
10/21
4/7
January 202February 2March 2025April 2025 May 2025 June 2025 July 2025 August 202 September October 20 November December 2January 202February 2March 2026April 2026 May 2026 June 2026 July 2026 August 202 September October 20 November December 2January 202February 2March 2027April 2027 May City of San Mateo
Clean Water Program
Los Prados, Kehoe Kelly, and Arroyo Lift Station Rehabilitation Project Estimated Construction Schedule
City Project No. 469988
Updated April 21, 2025
Durations are in Working Days
ATTACHMENT “C5”
RATE AND COST SCHEDULE
For
Amendment 6
City of San Mateo
Clean Water Program
Sanitary Sewer Lift Station Rehabilitation Design Services Job No. CWP469988
Benjamin Shick
Project Manager
Glen Anderson
Design Manager
Curran Price
Project Engineer
Jonathan Ondracek
Project Engineer
Total
Schaaf & Wheeler Fee
Electrical Subconsultant -
TJC and Associates
Structural Subconsultant -
Biggs Cardosa & Assoc.
Geotechnical Subconsultant -
Cornerstone Earth Group
WRA, Inc. -
Environmental
Subconsultant Markup (5%)
Mileage
Total Cost
Charge Rate $332.73 $223.17 $182.60 $146.08
Task 1 - General Services 60 $19,964 $19,964
1.1 - Project Management
1.1.1 - General Management 12 $3,993 $3,993
1.1.4 - Progress Report 24 $7,986 $7,986
1.1.5 - Project Invoices 6 $1,996 $1,996
1.1.7 - Progress Schedule 2 $665 $665
1.5 - Management of Subconsultants 16 $5,324 $5,324
186 16 274 72 $126,009 $48,700 $7,930 $6,320 $3,148 $1,500 $193,606 Attendance at pre-construction conference 4 4 $2,061 $1,000 $50 $3,111 Attendance at progress meetings (80 meetings) 50 40 $23,941 $3,000 $150 $27,091 General technical support 40 8 24 16 $21,814 $6,000 $300 $28,114 Periodic field visits (12) 18 18 $9,276 $3,000 $3,440 $322 $1,200 $17,2 38 Submittal review 24 4 60 40 $25,677 $24,000 $4,500 $2,880 $1,569 $58,626 Request for information review 16 4 24 8 $11,767 $5,700 $3,430 $457 $21, 354 Change order and contract document modifications 4 8 $2,792 $2,792 Startup and commissioning support 16 32 8 $12,336 $6,000 $300 $18,636 Construction closeout support 2 8 $2,126 $300 $2,426
Preparation of record drawings 6 40 $9,300 $9,300
Review of warranty documents 2 12 $2,857 $2,857
Attendance at a post-construction team meeting 4 4 $2,061 $2,061 28 $9,316 $84,500 $4,225 $98,041
CDFW Approvals and Pre-Construction Surveys 2 $665 $9,000 $450 $10,115 Daily Inspections 4 $1,331 $32,500 $1,625 $35,456
Revegetation Monitoring and Reporting (5 Years) 10 $3,327 $32,400 $ 1,620 $37,347 RWQCB Notice of Termination 2 $665 $2,400 $120 $3,185
Project Management and Coordination (5 Years) 10 $3,327 $8,200 $41 0 $11,937 26 6 52 $19,485 $3,000 $150 $22,635
Draft Standard Operating Procedures 18 4 36 $13,455 $2,000 $100 $15,555 Final Standard Operating Procedures 8 2 16 $6,030 $1,000 $50 $7,080 300 22 326 72 $174,774 $51,700 $7,930 $6,320 $84,500 $7,523 $1,500 $334,247Phase 3 Total
Task 8 - Environmental Permit Compliance
Task 9 - Prepare Standard Operating Procedures
City of San Mateo
Sanitary Sewer Lift Station
Rehabilitation Design
Construction Phase Services
Schaaf & Wheeler
March 4, 2025
Phase 3: Construction Phase
Task 7 - Construction Phase Services