TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, City Manager
FROM:
Joseph DeFrancesco, Interim Public Works Director
Gilbert Gamboa, City Engineer
Flora Flowers, Administrative Analyst
SUBJECT:Title
Consideration of Resolutions Approving Amendment No. 5 to the Professional Services Agreements with Z&K Consultants, Inc. for $299,972 and Amendment No. 3 to the Professional Services Agreement with SA Associates for $99,850 for Project Management Consulting Services to Support the Delivery of Capital Improvement Projects (Budgeted) (Interim Public Works Director DeFrancesco)
ADOPT RESOLUTION NOS. 26-0046 AND 26-0047
Body
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RECOMMENDATION:
Staff recommends that the City Council:
1. Adopt Resolution No. 26-0046:
a. Approving Amendment No. 5 to the Professional Services Agreements with Z&K Consultants, Inc., for $299,972 for additional on-call project management support services for a total not-to-exceed amount of $1,265,365; and
b. Authorizing the City Manager and/or her designee to execute Amendment No. 5.
2. Adopt Resolution No. 26-0047:
a. Approving Amendment No. 3 to the Professional Services Agreements with SA Associates for $99,850 for additional on-call project management support services for a total not-to-exceed amount of $174,716; and
b. Authorizing the City Manager and/or her designee to execute Amendment No. 3.
FISCAL IMPLICATIONS:
Amendment No. 5 authorizes an additional $299,972 for continued on-call project management services, bringing the total not-to-exceed agreement amount to $1,265,365. City Council’s approval of Amendment No. 5 is required, as the total amount of the amended agreement will exceed the City Manager's awarding authority.
Amendment No. 3 authorizes an additional $99,850 for continued on-call project management services, bringing the total not-to-exceed agreement amount to $174,716. City Council’s approval of Amendment No. 3 is required, as the total amount of the amended agreement will exceed the City Manager's awarding authority.
The amendments will be funded by existing appropriations, including available salary savings, contract services, and/or project funding where authorized. Additionally, portions of these expenditures are eligible for reimbursement through State and local grants for the various Capital Improvement Program (CIP) projects. There are no additional fiscal impacts at this time.
BACKGROUND:
The Engineering Division of the Public Works Department is responsible for advancing and delivering the CIP projects. Many of these projects have both regulatory and grant-funding deadlines. Consequently, the City needs to continue advancing these projects to prevent regulatory measures and/or the forfeiture of grant funding. Moreover, in the event of unexpected staff vacancies within the Engineering Division, the department strives to engage temporary consultant project managers to support the team in executing priority projects. The Division has relied on consultant support to maintain progress on active capital projects and related design work.
In late 2021, the Public Works Department issued a Request for Proposals (RFP) for project management on-call services for various CIP projects. The solicitation led to the awarding of five on-call project management contracts. Z&K and SA Associates were among these five firms, and their contracts were awarded in June 2022.
Z&K was originally retained on June 1, 2022, for $49,926. Amendment No. 1, executed on October 30, 2023, extended the term of the agreement to December 31, 2025. Amendment No. 2, executed on September 3, 2024, increased compensation by $132,194. Amendment No. 3, executed on January 29, 2025, increased compensation by $74,889. Amendment No. 4, executed on March 6, 2025, increased compensation by $708,384, for a current total not-to-exceed amount of $965,393.
SA Associates was originally retained on June 1, 2022, for $49,926. Amendment No. 1, executed on October 30, 2023, extended the term of the agreement to December 31, 2025. Amendment No. 2, executed on March 17, 2025, increased compensation by $24,940, for a current total not-to-exceed amount of $74,866.
The Engineering Division is currently recruiting to fill six vacancies: one Principal Civil Engineer, two Senior Civil Engineers, two Associate Engineers, and one Management Analyst. Once these positions are filled, the division's workload will be assessed, and projects will be reviewed for reassignment from consultants to staff as appropriate.
DISCUSSION:
The approval of the requested amendments would provide continued project management support for active capital projects and related work. Continued consultant support remains necessary to maintain project schedules, preserve continuity, and advance the City Council-approved Public Works Department Work Plan.
Z&K Consultants, Inc. Project Assignments
The approval of Amendment No. 5 to the Z&K agreement would continue project management support through June 30, 2027. With the proposed amendment, Z&K would continue supporting the following stormwater projects:
• 28th Street Stormwater Infiltration Project (in construction)
• Storm Drain Total Maximum Daily Load (TMDL) Trash Treatment Control Devices Projects (various locations in design and construction)
• Peck and Marine Avenue Stormwater Improvement Project (in feasibility and design phase)
Together, these stormwater projects include more than $32,000,000 in grant-funded project delivery work and require consistent oversight to maintain delivery schedules and funding compliance.
Z&K is also providing dedicated transportation project management support for the Engineering Division. That support is currently advancing the following project workload:
• Manhattan Beach Boulevard Eastbound Left-Turn Lane Extension at Aviation Boulevard Project (construction substantially completed)
• Manhattan Beach Advanced Traffic Signal (MBATS) System Project (in two-year construction phase)
• Highway Safety Improvement Program (HSIP) Cycle 11 Crosswalk Improvements Project (in design phase)
• Manhattan Beach Boulevard at Pacific Avenue Intersection Improvements Project (in design phase)
• Manhattan Beach at Sepulveda Boulevard Intersection Improvements Project (in right-of-way acquisition and entitlement planning phase)
• Rosecrans Avenue (at Sepulveda Blvd) Bike Lane Improvement Project (in right-of-way acquisition and entitlement planning phase)
These transportation projects include more than $21,000,000 in time-sensitive local grant-funded project delivery work. Continued project management support will help the City protect those funding commitments and keep the projects moving through design and construction.
Lastly, Z&K is also providing project management support for the Underground Utility Assessment District (UUAD) Program. Z&K would continue its project management support of utility undergrounding efforts in Districts 12 and 14 (the El Porto area of north Manhattan Beach) and any future districts.
SA Associates Project Assignments
The approval of Amendment No. 3 to the SA Associates agreement would continue project management support through June 30, 2027. With the proposed amendment, Z&K would continue supporting the following Parks and Recreation facilities and public arts projects:
• Sand Dune Park Improvements Project (in design phase)
• Manhattan Village Field Lighting Replacement Project (in planning phase)
• Marine Ave Park Soccer Field Fending Replacement Project (in bidding phase)
• Pour-in-Place Playground Resurfacing at Three Parks (in planning)
• Misc. Public Arts Projects
Together, these Parks and Recreation projects include more than $5,000,000 in CIP-funded projects.
PUBLIC OUTREACH:
The public has been informed of this agenda item as part of the City’s standard meeting notice practices via public bulletin boards, website calendar, and social media. Public outreach for these projects will consist of meeting with project stakeholders, each impacted department, and designated staff. Before these projects go to bid or begin construction, public notice of the projects will be provided.
ENVIRONMENTAL REVIEW:
The City Council’s consideration of amendments to the Professional Services Agreements with Z&K Consultants Inc., and SA Associates has been determined to be exempt from CEQA pursuant to State CEQA Guidelines Section 15061(b)(3), the common sense exemption (formerly the “general rule”) that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question can have a significant effect on the environment, the activity is not subject to CEQA, as is the case with this item. Note that future projects managed via the amended contract would be independently subject to CEQA review.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form. The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 26-0046
2. Amendment No. 5 - Z&K Consultants, Inc.
3. Agreement and Amendment Nos. 1 through 4 - Z&K Consultants, Inc.
4. Resolution No. 26-0047
5. Amendment No. 3 - SA Associates
6. Agreement and Amendment Nos. 1 and 2 - SA Associates