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: 10 Section Name: {{section.name}} Account Number: 10-6143 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Parks and Recreation Department
MEETING DATE: June 16, 2025
SUBJECT:
East Hillsdale Park Playground Improvements Project – Construction Management Services Contract Award RECOMMENDATION:
Award a contract to 4LEAF, Inc. (Consultant) for construction management services for the East Hillsdale Park Playground Improvements Project (Project); on a time and expense reimbursement basis for actual work performed, in an amount of $200,000; authorize a contingency amount of $30,000, for a total amount not to exceed $230,000; and authorize the Parks and Recreation Director to execute the contract, in substantially the form presented.
BACKGROUND:
The Parks and Recreation Department does not have sufficient staff resources to inspect and oversee all construction activities, therefore requiring third-party construction management and inspection to augment city resources. On February 25, 2025, a request for proposals was issued for construction management services for the playground improvements project at East Hillsdale Park.
The scope of work for construction management services includes managing all communication between the City and the contractor during the construction of the playground improvements, providing construction management and inspection services, ensuring that the contractor constructs the project in compliance with the contract documents, the conditions of the City’s construction permit, monitoring the construction schedule, ensuring tree protection and preservation compliance, negotiating change order requests, reviewing contractor’s application for payment, providing inspections reports, close-out services, and other construction support services.
Staff received a total of six (6) proposals from 4LEAF, Inc., Alpha CM, CM Consolidated, Consor PMCM, Inc., MNS Engineers, Inc., and Roebbelen Management, Inc. Consultants were evaluated on several key components as part of the proposal process including project understanding, experience with similar projects, the technical ability of key staff, proposed construction management services, and corresponding fee schedule. Four of the six proposals were found to be incomplete because of missing services, resumes or fee schedules. Two proposals were found to be complete with all requested services and information. Upon further evaluation, the proposal from 4LEAF, Inc. was found to be the most responsive. Past client references provided by 4LEAF were vetted by staff and received positive referrals. For the East Hillsdale Park Playground Improvements Project, staff recommend awarding a contract for construction management services to 4LEAF, Inc. on an hourly rate plus expense reimbursement basis for actual work performed, in an amount of $200,000 and establish a 15 percent contingency of $30,000, for a total amount not to exceed $230,000.
BUDGET IMPACT:
There are sufficient budget funds to cover the construction management services.
ENVIRONMENTAL DETERMINATION:
CITY OF SAN MATEO
This contract for construction management services 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).
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Contract
STAFF CONTACT
King Leong, Sr. Project Manager
[email protected]
(650)522-7542