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: 27 Section Name: {{section.name}} Account Number: 72-4671 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 16, 2025
SUBJECT:
Wastewater Treatment Plant On-Call Consulting Services — Amendment RECOMMENDATION:
Approve Amendment No. 2 to the On-Call Professional Consultant Services Agreement with Carollo Engineers, Inc. for Wastewater Treatment Plant-related services in the amount of $475,000, for a new total agreement of $1,325,000; and authorize the Public Works Director to execute the amendment in substantially the form presented and to amend the agreement within the agreement amount.
BACKGROUND:
The City is currently under a Regional Water Quality Control Board Cease and Desist Order requiring improvements to its sewer collection system and Wastewater Treatment Plant (WWTP) to eliminate sanitary sewer overflows and unauthorized discharges of untreated or partially treated wastewater to San Francisco Bay. The Clean Water Program (CWP) includes several capital improvements that are currently under construction and intended to comply with the Cease-and-Desist Order.
As part of the CWP, the City has identified capital improvements needed to maintain and/or improve WWTP reliability, performance, and safety (Projects). Staff solicited on-call professional services to support these needs, to include alternatives analyses and engineering studies; design services; bid period services; engineering services during construction; and operational support.
On August 15, 2022, City Council awarded two agreements to Carollo Engineers, Inc. (Carollo) and Brown and Caldwell for on-call professional consulting services in a total of $400,000. The agreement terms were for three years with up to two optional one-year extensions with an additional budget of up to $100,000 per year.
On October 21, 2024, City Council approved Amendment No. 1 for an additional $450,000 to Carollo’s agreement to fund engineering services for additional scope to provide services for the 3-Water Pumping and Ferric Chloride Project and the Waste Activated Sludge Thickening Alternatives Analysis Project. Amendment No. 1 increased the total agreement amount to $850,000.
On March 6, 2025, the City issued a Request for Proposals (RFP) for the Dewatering System Centrifuges 1 and 2 Project to the two on-call consultants, Brown and Caldwell and Carollo. Proposals were received on April 3, 2025. Staff evaluated both proposals and determined Carollo as the best qualified consultant to provide the scope of work and expertise required for this project. The fee is $614,532 to complete the base scope of services, which includes general project management services; basis of design and preliminary design; detailed design and bid services.
The balance of the Carollo on-call agreement is not sufficient to fund the fee associated with this project and an increase
CITY OF SAN MATEO
of $423,429 is needed. Staff also recommends $51,571 to be added to address any unknown or unforeseeable tasks if required.
For Carollo to provide engineering services for these tasks, staff recommends approving Amendment No. 2 to increase the on-call agreement by $475,000 for a new total agreement of $1,325,000.
BUDGET IMPACT:
There are sufficient funds available in the Clean Water Program WWTP Annual Major Components (46t090) project budget to fund this amendment.
ENVIRONMENTAL DETERMINATION:
The proposed action is exempt from environmental review under the California Environmental Quality Act (CEQA), since entering on-call professional services agreements is an organizational or administrative activity that will not result in direct or indirect significant physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).) In addition, on June 6, 2016, the City Council certified a Final Programmatic Environmental Impact Report (Final PEIR) (SCH No. 2015032006), which serves as the primary environmental compliance document for implementation of the Clean Water Program. On July 16, 2018, the City approved Addendum 1 to the Final PEIR, and on April 15, 2019, approved Addendum 2. Any resultant capital improvement or operations and maintenance-related projects resulting from the on-call professional consulting services shall be reviewed on an individual basis or evaluated for consistency with the PEIR and Addenda.
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Amendment No. 2
STAFF CONTACT
Thomas Ruark, Senior Project Manager
[email protected]
650-522-7280
Tom Williams, Engineering Manager
[email protected]
650-522-7307
Matthew Fabry, Director of Public Works
[email protected]
(650)522-7303