PREPARED BY: MATTHEW BROWN DATE OF MEETING: 04/20/2026
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE ON-CALL PROFESSIONAL SERVICES AGREEMENT WITH TOWNSEND MANAGEMENT, INC (1) RECOGNIZING THAT A TOTAL OF $186,864 HAS BEEN INVOICED TO DATE FOR CONSTRUCTION MANAGEMENT SERVICES; AND (2) REMOVING THE NOT-TO-EXCEED AMOUNTS PER FISCAL YEAR, WITH NO CHANGE TO THE TOTAL NOT-TO-EXCEED AMOUNT OF $375,000 OVER THE FIVE FISCAL YEAR TERM
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
COMPLIANCE statementS
The award of On-Call Professional Service agreements is not contained in the City Council’s Priority Workplan but is recommended for optimizing the efficiency of ongoing operations for the City of San Pablo.
CEQA Compliance Statement
This proposed action is not a project as defined by CEQA.
BACKGROUND
The Public Works Department utilizes on-call contracts with a variety of firms to support both ongoing operations and capital project delivery. These contracts improve efficiency by allowing the City to quickly access qualified service providers for specialized tasks when short-term staffing needs arise. All on-call consultants have completed a competitive procurement process and entered into a Master Agreement for services over a five-year term.
On June 23, 2023, pursuant to Resolution 2023-101, the City Council awarded an on-call Professional Services to Townsend Management, Inc. (TMI) to provide construction management services. The Agreement authorized compensation not to exceed $75,000 per fiscal year, for a total not to exceed amount of $375,00 over five years.
On June 27, 2024, the City and TMI executed Task Order #1 in the amount of $74,968 for construction management services during the construction phase of the Full Trash Capture Device Project, anticipated to span FY 2024/25 and FY 2025/26. On December 2, 2025, Task Order #2 was executed in the amount of $74,550 to continue construction management services through the duration of the construction phase, for a combined task order total of $149,518.
During the project, delays related to utility coordination extended the construction schedule and required additional construction management support beyond the authorized task order amounts. As a result, the total invoices by TMI for these services is $184,864.
Staff recommends that the City Council authorize the City Manager to execute a First Amendment to the Agreement to: 1) recognize the total invoiced amount of $186,864 for necessary on-call construction management services; 2) acknowledge and memorialize the overage of $37,346 incurred in FY 2025/26; and 3) remove the annual not to exceed limit of $75,000 per fiscal year, while maintaining the overall not to exceed amount of $375,000 for the five-year term.
FISCAL IMPACT
Sufficient funding is available within the CIP Fund 320 budget for the Full Trash Capture Device Project budget to cover the on-call construction services provided by Townsend Management, Inc.
Approval of this amendment does not increase the total authorized compensation of $375,000 over the five-year term in CIP Fund 320. It formalizes and accounts for the overage of $37,346 incurred in FY 2025/26.
The fiscal impacts are outlined in the table below:
Townsend Management, Inc. On-Call Construction Management Services to Date
|
Task Order |
Funding Source |
Account Number |
Amount |
|
Task Order #1 |
ARPA Fund 120 |
320-0304-43605-ARA-123 |
$74,968 |
|
Task Order #2 |
General Fund 100 |
320-0304-43605-GEN-424 |
$74,550 |
|
Overage Incurred (FY26) |
General Fund 100 |
320-0304-43605-GEN-424 |
$37,346 |
|
TOTAL |
$186,864 |
ATTACHMENTS
Att A - Resolution
Att B - Townsend Management, Inc. Draft Amendment #1