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: 13 Section Name: CONSENT CALENDAR Account Number: 72-4671 File ID: 25-10231 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: August 18, 2025
SUBJECT:
Construction Special Inspection Services for the Clean Water Program — Amendment RECOMMENDATION:
Approve Amendment No. 5 to the professional services agreement with Smith Emery San Francisco to provide as-needed construction special inspection services for various Clean Water Program projects; increase the compensation for the agreement by $150,000, for a revised total agreement amount of $3,500,000; and authorize the Public Works Director to execute the amendment in substantially the form presented and issue project-specific task orders under the agreement.
BACKGROUND:
The Clean Water Program (CWP) includes improvements to wastewater system capacity, flow management, and inflow and infiltration reduction to comply with regulatory requirements. Construction special inspection services provide as- needed support for CWP projects, which include the Wastewater Treatment Plant (WWTP) Upgrade & Expansion; various new capacity relief sewers; sewer rehabilitations/repairs; and lift station improvements.
On February 22, 2022, the City Council approved a two-year professional services agreement with Smith Emery San Francisco (Smith Emery) to provide as-needed construction special inspection services for various projects under the CWP in an amount not to exceed $1,500,000, with three one-year options to extend the agreement at $250,000 per year at the City’s discretion. On August 21, 2023, the City Council approved Amendment No. 1 to increase the compensation by $850,000 to $2,350,000. On February 27, 2024, the Public Works Director approved Amendment No. 2, exercising the first option to extend the term to February 28, 2025, increasing the compensation amount by $250,000 for a total amount of $2,600,000. On July 14, 2024, the City Council approved Amendment No. 3 to increase the compensation by $500,000 to $3,100,000. On February 13, 2025, the Public Works Director approved Amendment No. 4, exercising the second option to extend the Agreement to February 28, 2026, and increasing the compensation amount by $250,000 for a new total of $3,350,000.
During the past year, construction special inspection services for the Wastewater Treatment Plant Upgrade and Expansion project exceeded staff’s projections for the services required for inspecting the installation of chemical pipes and aeration air pipes. In addition, the construction work is taking longer than originally projected due to changes in the field as well as the installation of pipes taking longer than anticipated. Smith Emery’s services are also required for other CWP projects entering construction. Smith Emery has been performing these construction special inspection services satisfactorily for the City.
In order to complete the remaining inspections for the CWP projects, additional special inspection services from Smith Emery are required. The proposed Amendment No. 5 to the agreement with Smith Emery will add $150,000 to the agreement and bring the total agreement to $3,500,000. Staff believes this to be a reasonable budget increase for the scope of work and expertise required and recommends the approval of Amendment No. 5 to the agreement with Smith
CITY OF SAN MATEO
Emery.
BUDGET IMPACT:
There are sufficient funds budgeted in the various CWP Capital Improvement Program (CIP) projects requiring these services to fund this amendment.
ENVIRONMENTAL DETERMINATION:
The City prepared a Final Programmatic Environmental Impact Report (Final PEIR) in accordance with the California Environmental Quality Act (CEQA) (SCH No. 2015032006). The PEIR was certified by Council on June 6, 2016. In accordance with CEQA, the Final PEIR serves as the primary environmental compliance document for implementation of the Clean Water Program. The City prepared Addenda to the Final PEIR that were 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 Addenda.
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Amendment
STAFF CONTACT
Thomas Ruark, Senior Project Manager
[email protected]
650-522-7280
Tom Williams, Engineering Manager
[email protected]
650-522-7307