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A resolution approving a professional services agreement with Minerva Construction, Inc. (“Minerva”) for operation and maintenance of the Orange Memorial Park Flood Prevention Project (Orange Memorial Park Stormwater Capture Project) (“Project”) for an initial three-year term in an amount not to exceed $599,058; authorizing a 10 percent contingency of $59,906, for a total authorized budget of $658,964 for the initial three-year term; authorizing the City Manager or designee to exercise up to two additional one-year extensions, subject to satisfactory performance, continued operational need, and available budget, in an amount not to exceed $205,000 per extension year, plus a 10 percent contingency of $20,500 per extension year, for a total authorized amount of $225,500 per extension year; and authorizing the City Manager or designee to execute the agreement, the extensions, and any related documents, subject to approval as to form by the City Attorney.
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WHEREAS, the Orange Memorial Park Stormwater Capture Project (“Project”) is an underground regional stormwater capture, treatment, and reuse system that captures and treats stormwater and dry weather flows before they reach Colma Creek and San Francisco Bay and supplies treated water for park irrigation and cleaning; and
WHEREAS, in addition to its water quality and water reuse functions, the Project provides flood mitigation as a co-benefit, as the system includes 1.8 million gallons of underground storage, which can be emptied in advance of forecasted major storms.
WHEREAS, the Project requires ongoing maintenance to remove sediment, trash, debris, and algal growth, maintain flow and treatment performance, and support the City’s stormwater and trash-reduction efforts; and
WHEREAS, Minerva Construction, Inc. (“Minerva”) constructed and commissioned the Project and has maintained the system for four years, developing specialized knowledge of its underground components, HTEC water treatment system, controls, treatment processes, and operational needs; and
WHEREAS, Minerva’s knowledge has enabled it to diagnose and correct operational challenges that would otherwise have resulted in prolonged outages and disrupted the treated-water supply used by the Parks and Recreation Department; and
WHEREAS, staff has determined that the required services depend on Minerva’s specialized knowledge and unique experience with the integrated system and that Minerva is the sole qualified source for these services pursuant to Administrative Instruction Section IV, Section 4.11, subsection 4, “Sole Source Procurements”; and
WHEREAS, the proposed scope includes monthly cleaning of the diversion channel and trash rack during 11 months each year, annual cleaning of the entire system following the rainy season, monitoring, sampling, laboratory testing, chemical treatment, and system-repair support; and
WHEREAS, staff negotiated a three-year proposal totaling $599,058, averaging $199,686 annually, approximately 35 percent below the prior-year maintenance cost of $306,502; and
WHEREAS, staff recommends an initial three-year agreement authorization not to exceed $599,058, plus a 10 percent contingency of $59,906, for a total initial-term authorization of $658,964; and
WHEREAS, staff recommends options for up to two additional one-year extensions, each subject to satisfactory performance, continued operational need, and available budget, with compensation not to exceed $205,000 and a 10 percent contingency of $20,500 per extension year; and
WHEREAS, the City received $15.5 million in Caltrans grants for project installation, in-kind replacement of the ballfield, and the initial three-year commissioning period; and
WHEREAS, operations and maintenance during the subsequent two years have been supported through an agreement with OneShoreline providing reimbursement of direct maintenance costs in an amount not to exceed $500,000; and
WHEREAS, the City anticipates further discussions with OneShoreline regarding continued funding for operations and maintenance. The Project serves several jurisdictions in the Colma Creek watershed, and its benefits are consistent with the purposes in OneShoreline’s enabling legislation: it controls stormwater and floodwater, stores water underground, recharges the Westside Basin aquifer, and supplies captured water for irrigation. In the interim, budget appropriations will support the proposed agreement.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of South San Francisco hereby approves the sole-source procurement of operation and maintenance services for the Orange Memorial Park Stormwater Capture Project from Minerva Construction, Inc., pursuant to Administrative Instruction Section IV, Section 4.11, subsection 4, “Sole Source Procurements.”
BE IT FURTHER RESOLVED, that the City Council of the City of South San Francisco hereby approves a professional services agreement with Minerva for an initial three-year service term from October 1, 2026, through September 30, 2029, substantially in the form presented to the City Council attached hereto as Exhibit A and incorporated herein by this reference, in an amount not to exceed $599,058 and authorizes a 10 percent contingency of $59,906 for the initial three-year term, for a total initial-term authorization not to exceed $658,964. Contingency expenditures shall require prior written City authorization for additional services or costs consistent with the purposes of the agreement.
BE IT FURTHER RESOLVED that the City Council authorizes the City Manager or designee to execute the agreement and any related documents, subject to approval as to form by the City Attorney, and to exercise up to two additional one-year extensions, subject to satisfactory performance, continued operational need, and available budget. Each extension shall provide for compensation not to exceed $205,000, plus a 10 percent contingency of $20,500, for a total authorization not to exceed $225,500 per extension year.
BE IT FURTHER RESOLVED that the City Manager or designee is authorized to make any revisions, amendments, or modifications necessary to carry out the intent of this Resolution that do not materially alter or increase the City's obligations, subject to approval as to form by the City Attorney.
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