Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Consulting Services Agreement with Schaaf and Wheeler in the amount of $360,000 for Professional Design Services in support of the CalTrans Cooperative Implementation Agreement for the Trash Capture Devices, Project No.2017.0540; to Negotiate and Approve Individual Contract Amendments up to 10% ($36,000) of the Original Contract Amount; and to Negotiate and Approve Contract Amendments up to a Cumulative Value of 25% ($90,000) of the Original Contract Amount
Staffreport
COUNCIL PRIORITY
• Public Safety
• Infrastructure
• Sustainability & Resiliency
SUMMARY
Award of this Consulting Services Agreement (CSA) would provide professional design services in support of a recently approved Cooperative Implementation Agreement with CalTrans for the construction of two trash capture devices in the City of San Leandro.
RECOMMENDATIONS
Staff recommend the following actions:
• Approve and authorize the City Manager to execute a Consulting Services Agreement with Schaaf and Wheeler in the amount of $360,000
• Authorize the City Manager or her designee to negotiate and approve individual contract amendments up to 10% ($36,000) of the original contract amount; and
• Authorize the City Manager or her designee to negotiate and approve cumulative contract amendments up to 25% ($90,000) of the original contract amount
BACKGROUND
The City of San Leandro executed a Cooperative Implementation Agreement (CIA) with the California Department of Transportation (CalTrans) for the construction of two stormwater trash capture devices (TCD) in February 2025. These trash capture devices are required for compliance with the San Francisco Municipal Regional Stormwater National Pollutant Discharge Elimination System (NPDES) Permit CAS612008, Order No. R2-2022-0018, commonly referred to as Municipal Regional Permit 3 (MRP3). Section ‘C10’ of the MRP3 requires full containment of trash materials larger than 5 millimeters in size from the City’s stormwater system prior to discharging to the receiving waters of the San Francisco Bay.
Trash in stormwater runoff from the Marina Boulevard/I-880 overpass within CalTrans right-of-way drains into the City’s storm drain system and is required to be contained per the NPDES permit. To comply with this requirement, CalTrans has agreed to fund the design and construction of two trash capture devices serving the City’s storm drain system.
The proposed trash capture devices (referenced as TCD Sites 14.1 and 14.2), will treat runoff from a drainage area comprised of 565.5 acres within the City of San Leandro and 28.5 acres from CalTrans, including 5.5 acres of area designated as a Significant Trash Generating Area (STGA). The first TCD (Site 14.1) is located at the outlet of a canal owned by the Alameda County Flood Control District (ACFCD), west of Interstate 880 and south of Fairway Drive. This TCD will be installed within the ACFCD canal. The second TCD (Site 14.2) is located approximately 50 feet north of an ACFCD canal at the corner of Wicks Boulevard and Merced Street. The proposed TCD at this location will be installed within the rights-of-way of both the City of San Leandro and Alameda County.
Analysis
A formal Request for Proposal (RFP) process was performed to select a consultant for the design of trash capture devices located throughout the City. Schaaf and Wheeler was selected as the most qualified consultant from this process and was awarded a design contract in February 2024. Following completion of the conceptual TCD designs by Schaaf and Wheeler, the City received an offer from CalTrans and subsequently secured funding under a Cooperative Implementation Agreement (CIA) for the installation of TCDs at two specific locations
Schaaf and Wheeler was selected to undertake this contract for the CalTrans funded trash capture device design because of their qualifications and involvement on other City TCD projects. They developed the original conceptual design of the trash capture devices for these sites and were involved in discussions with CalTrans during the inception and preparation of the CIA. The cost of the design has been budgeted into the CIA.
Current Agency Policies
• Maintain and enhance the City’s infrastructure
Previous Actions
• On January 6, 2025, by Resolution No. 2025-001, the City Council approved a Cooperative Implementation Agreement with the California Department of Transportation for Construction of Two Storm Water Trash Capture Devices; Appropriate $3,300,000 from general funds to be reimbursed; and Authorize the City Manager to Accept and Execute All Documents Related to the Grant Funds for the Trash Capture Devices, Project No. 2017.0540
Applicable General Plan Policies
• Policy EH-4.1 Urban Runoff Control: Continue to implement water pollution control measures aimed at reducing pollution from urban runoff. These measures should emphasize best management practices by residents, businesses, contractors, and public agencies to ensure that surface water quality is maintained at levels that meet state and federal standards.
• Action EH-4.1.A: Trash Capture Devices. Develop a funding plan for the installation and maintenance of trash capture devices on City storm drains, in order to comply with the unfunded State mandate for 100 percent trash capture in local storm drain systems.
• Policy EH-4.5: Public Works Maintenance. Continue, and if feasible expand, City Public Works maintenance activities, including scheduled street sweeping and cleaning of storm drains and culverts, to minimize pollution from surface runoff.
Permits and/or Variances Granted
Appropriate permits will be obtained for this work before construction of the project. The exact agencies will be determined based on the design details, but may include permits and approvals from the following agencies:
• California Department of Transportation (CalTrans)
• San Leandro Community Development Department, Building Division
• Alameda County Flood Control District (ACFCD)
• Alameda County Department of Environmental Health
• Army Corps of Engineers (including consultations with the U.S. Fish and Wildlife Service)
• Bay Conservation and Development Commission (BCDC)
• San Francisco Bay Regional Water Quality Control Board (RWQCB)
The City of San Leandro will be responsible for obtaining an environmental permit given the devices will be installed in an open channel, which is classified as a potentially sensitive habitat area. The project will include a Memorandum of Understanding (MOU) or maintenance agreement between the City and ACFCD for the long-term operation and maintenance of the constructed water capture facility.
Environmental Review
Environmental review for this project will be performed per the California Environmental Quality Act (CEQA).
Code Compliance Review
Code compliance will be reviewed as appropriate during the construction permit review process with the San Leandro Community Development Department.
Financial Impacts
The estimated cost of the CSA for this contract is detailed below. The budget authority section has details on funding types, accounts, and authorizations.
Consultant Design Fees (Schaaf and Wheeler) $360,000
Design Contingencies (Schaaf and Wheeler) $90,000
Project management (City staff /review / permits) $40,000
Subtotal Design Phase $490,000
Construction Cost $2,20,00
Construction Escalation and Contingency $610,000
Subtotal Design Phase $2,810,000
Subtotal Construction Phase $3,300,000
The CalTrans grant funds are anticipated to cover the full cost for the design and construction of the two sites that include treatment of CalTrans’ drainage facilities. No City matching funds are required, however any costs beyond the grant amount would be borne by the City.
Budget Authority
The above grant contract is fully funded under account:
Account No. Amount
150-38-424 $3,300,000
This Council action has been budgeted, and funding was approved with the approval of the CalTrans Cooperative Implementation Agreement.
ATTACHMENTS
• A - Draft Resolution
• B - Contract Scope of Work
• C - Contract Price Schedule
PREPARED BY: Mark Goralka, Associate Engineer, Public Works Department - Engineering Division