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Page 1 of 2 <br />Item #14 <br /> CITY COUNCIL AGENDA REPORT <br /> <br />May 6, 2025 <br />Public Works - Engineering Division <br /> <br />TITLE: APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH CARLSON <br />MANAGEMENT, INC. FOR STAFF AUGMENTATION AND CONSTRUCTION <br />MANAGEMENT SERVICES FOR THE NOT-TO-EXCEED AMOUNT OF $282,500 <br /> <br />SUMMARY <br />Staff recommends awarding a professional services agreement to Carlson Management, Inc. <br />to provide construction management services to continue to advance critical City infrastructure <br />projects. The request is necessary to support existing projects under construction and continue <br />projects under design until vacant positions within the Public Works’ Engineering Division are <br />filled. The recommended agreement will use salary savings from the vacant positions and, <br />upon filling the positions, these services will be terminated. <br /> <br />RECOMMENDATION <br />Approve a professional services agreement with Carlson Management, Inc. for on-call <br />construction management, resident engineering and inspection services for the not-to-exceed <br />amount of $282,500. <br /> <br />BACKGROUND <br />On July 20, 2021, the City Council approved on-call construction management, resident <br />engineering and inspection professional services agreements with three firms for the <br />aggregate not-to-exceed total of $1 million for services provided between July 1, 2021, and <br />June 30, 2024, with the option of two one-year extensions. The City Council also authorized <br />the Director of Engineering to approve individual task authorizations up to $100,000 each and <br />directed that if an individual task authorization was greater than $100,000, it would be <br />presented to the City Council for consideration. In addition, the City Council resolution enabled <br />staff to recommend work to be considered for a separate agreement and not count toward the <br />established not-to-exceed aggregate amount of $1 million. <br /> <br />DISCUSSION <br />The Public Works’ Engineering Division currently has two critical vacant positions: a <br />construction inspector and an associate civil engineer. The 2025 construction season is <br />starting with many projects already underway, including construction at the intersection of <br />Hopyard Road and Owens Road and construction for Puri Court, in addition to the design of <br />various projects necessitated by the 2023 winter storms, working with FEMA. An associate civil <br />engineer managed these projects, and it is essential to backfill that position and provide <br />additional construction inspection capacity for these projects to continue moving forward. Due <br />to the work already being in construction and the time-sensitive nature of the FEMA <br />applications for storm-related improvements, work cannot be paused. There is insufficient <br />availability of remaining staff as other critical projects are also starting construction or under <br />design. <br /> <br />Page 157 of 249