____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting:
Disposition:
Agenda Item No: 2.d
Meeting Date: April 20, 2026
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Adeel Shaikh, Junior Engineer
April Miller, Public Works Director
City Manager Approval: ______________
TOPIC: LARGE TRASH CAPTURE DEVICE PROJECTS
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A FIRST
AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH SCHAAF &
WHEELER CONSULTING CIVIL ENGINEERS (S&W) FOR ADDITIONAL DESIGN
SERVICES ASSOCIATED WITH THE LARGE TRASH CAPTURE DEVICE PROJECTS, IN THE AMOUNT NOT-TO-EXCEED $438,671, INCREASING THE TOTAL NOT-TOEXCEED AMOUNT UNDER THE AGREEMENT TO $915,236 RECOMMENDATION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a first amendment to the professional services agreement with Schaaf & Wheeler Consulting Civil Engineers (S&W) for additional design services associated with the Large Trash Capture Device Projects, in the amount not-to-exceed $438,671, increasing the total not-to-exceed amount under the agreement to $915,236.
BACKGROUND:
The City of San Rafael is required by the State Water Resources Control Board (Water Board) to install, operate, and maintain State-certified Full Capture System devices that capture all trash 5 millimeters or greater in size from defined Priority Land Use (“PLU”) areas. PLU areas include all industrial, commercial, mixed-use, high-density residential, and public transportation station areas.
As a result of a Request for Proposals (RFP), on August 19, 2024, the City Council authorized the City Manager to enter into a Professional Services Agreement with S&W in an amount not-to-exceed $476,565 to provide design services for large trash capture devices at the following three locations:
• SR-002 (Canal Pump Station)
• SR-129 (Redwood Hwy)
• SR-143 (Rossi Pump Station)
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
During design, staff identified a new trash capture device that lowers the maintenance burden by bringing trash to the surface and dropping it into a dumpster. All devices need to be certified by the Water Board before installation. Therefore, S&W submitted an application to the Water Board for the use of this device at three locations: Canal Pump Station, Kerner Pump Station, and North Francisco Pump Station. The new trash capture device for use at the three pump stations was added to the list of certified devices on September 17, 2025.
ANALYSIS:
Following the certification of the new trash capture device for use at the Canal, Kerner, and North Francisco pump stations, staff recommends an amendment to the Professional Services Agreement with S&W to include the design of large trash capture devices at the following two locations:
• SR-004 (Kerner Pump Station)
• SR-108 (North Francisco Pump Station)
S&W was found to be well qualified for the design of large trash capture devices as a result of the qualifications-based selection process, resulting in the original agreement with S&W.
FISCAL IMPACT:
S&W has estimated that $438,671 is needed to provide the additional design services as previously described. This would increase the total agreement amount to $915,236. Existing appropriations within the project budget are sufficient to cover the proposed contract amendment. The Fiscal Year 2025-26 Budget (Stormwater Fund #205), approved by City Council on June 2, 2025, included appropriations totaling $1,491,710 for the Project’s design phase. EPA WQIF grant funding is being used to reimburse the City for work performed under the professional service agreement.
OPTIONS:
The City Council has the following options to consider in this matter:
1. Adopt the resolution as presented.
2. Do not adopt the resolution and provide further direction to staff.
RECOMMENDED ACTION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a first amendment to the professional services agreement with Schaaf & Wheeler Consulting Civil Engineers (S&W) for additional design services associated with the Large Trash Capture Device Projects, in the amount not-to-exceed $438,671, increasing the total not-to-exceed amount under the agreement to $915,236.
ATTACHMENT:
1. Resolution
2. First Amendment to Professional Service Agreement with S&W RESOLUTION NO.
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO THE
PROFESSIONAL SERVICES AGREEMENT WITH SCHAAF & WHEELER CONSULTING CIVIL
ENGINEERS (S&W) FOR ADDITIONAL DESIGN SERVICES ASSOCIATED WITH THE LARGE TRASH CAPTURE DEVICE PROJECTS, IN THE AMOUNT NOT-TO-EXCEED $438,671, INCREASING THE TOTAL NOT-TO-EXCEED AMOUNT UNDER THE AGREEMENT TO $915,236 WHEREAS, the City of San Rafael issued a Request for Proposals (RFP) on June 13, 2024, for design services associated with the Large Trash Capture Device Projects and selected Schaaf & Wheeler Consulting Civil Engineers (S&W) as a qualified consultant; and WHEREAS, the City of San Rafael entered into a Professional Services Agreement dated August 26, 2024, with S&W, for design services associated with the Large Trash Capture Device Projects, in the amount not to exceed $476,565; and
WHEREAS, the City of San Rafael requires additional design services from S&W to deliver the design phase of the Project; and
WHEREAS, staff received a proposal from S&W for said services in a total amount not to exceed $438,671; and
WHEREAS, staff has reviewed the proposal and found it to be complete and within industry standards; and
WHEREAS, the current FY 2025-26 budget approved by the City Council on June 2, 2025, includes appropriations totaling $1,491,710 within the Stormwater Fund (#205) for the Project.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
1. The City Manager is hereby authorized to execute a First Amendment to the Professional Services Agreement with Schaaf & Wheeler Consulting Civil Engineers (S&W) for design services in the amount of $438,671 for a total contract amount of $915,236 in a form approved by the City Attorney.
2. The Director of Public Works is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City on Monday, the 20th day of April 2026, by the following vote, to wit:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
_____________________
Lindsay Lara, City Clerk