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: 12 Section Name: CONSENT CALENDAR Account Number: 10-4666-01 File ID: 26-10803 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: January 26, 2026
SUBJECT:
On-Call Consultant Services for Transportation Analysis Report Preparation — Amendment RECOMMENDATION:
Approve Amendment No. 2 to the agreements with Kittelson and Associates, Inc., AECOM Technical Services, Inc., Steer Davies and Gleave, and Fehr and Peers to extend each agreement term through June 30, 2028, including up to one optional one-year extension, and to update the payment rates; increase Kittelson and Associates agreement by $200,000 for a total not-to-exceed amount of $600,000; and authorize the Public Works Director to execute the amendments in substantially the form presented and execute any future term extensions or amendments that do not change the not-to- exceed amount of the agreements.
BACKGROUND:
The Public Works and Community Development Departments require consultant services to prepare transportation impact analyses (TIAs) and review transportation demand management (TDM) plans for private development projects. Given the high volume of private development projects, the potential for multiple analyses to occur simultaneously, and the need to maintain an efficient entitlement process, staff initiated a competitive Request for Qualifications (RFQ) process in August 2019 to establish on-call consultant teams.
In January 2020, the City Council approved 2.5-year agreements with four firms—AECOM, Fehr & Peers, Kittelson and Associates, and Steer Davies and Gleave—for a not-to-exceed amount of $250,000 per agreement to provide these services. Staff have been satisfied with the performance of these on-call consultants. In 2022 and 2023, new agreements were executed with each of the four firms to renew the services and extend the term through June 30, 2024.
On June 17, 2024, to ensure uninterrupted transportation analysis services for private development projects, Council approved Amendment No. 1, extending the existing agreements for an additional two years and increasing the not-to- exceed amount per agreement by $150,000 (to a maximum of $400,000).
With the adoption of the 2040 General Plan and the passing of Measure T, staff initially anticipated a revised TIA development and review process in which developers would submit TIAs for peer review by the City, thereby reducing reliance on on-call consultants for full TIA preparation. However, recent changes in state housing laws have streamlined approvals for certain housing projects, imposing tighter decision timelines on local agencies from the date a planning application is submitted. These constraints shift additional responsibility and risk to local agencies. Concurrently, the City has experienced a significant influx of planning applications, with approximately 5,000 housing units currently in the pipeline, including several large projects exceeding 1,000 units.
To ensure that transportation analysis services for private development planning applications continue without interruption, Public Works recommends executing Amendment No. 2 to extend the existing agreements with all four
CITY OF SAN MATEO
consultants for an additional two years (through June 30, 2028), updating the payment rates, and increasing the not-to- exceed amount for the Kittelson and Associates agreement by $200,000, as it is the only firm currently forecasted to exhaust its funding before the end of the extended term.
BUDGET IMPACT:
Each consultant will be issued a blanket purchase order in alignment with the total not-to-exceed amount. The task orders will be charged to the planning application trust accounts, which are funded by the project developer, or to specific project accounts. All consultant costs will be charged to the appropriate account and are fully recovered.
ENVIRONMENTAL DETERMINATION:
This item is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that extending agreements for professional transportation review services may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Amendment No. 2 – Kittelson and Associates
Att 2 – Amendment No. 2 – AECOM
Att 3 – Amendment No. 2 – Steer Davies
Att 4 – Amendment No. 2 – Fehr and Peers
STAFF CONTACT
Jay Yu, Engineering Manager
[email protected]
(650) 522-7323