TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: SEPTEMBER 9, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING PROFESSIONAL SERVICES AGREEMENT WITH CMPG PROJECT MANAGEMENT TO INCREASE COMPENSATION FOR PROJECT AND CONSTRUCTION MANAGEMENT SERVICES FOR THE POLICE DEPARTMENT FEMALE LOCKER ROOM ADDITION PROJECT (FUNDING SOURCE: AMERICAN RESCUE PLAN ACT FUND)
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SUMMARY
In February 2025, the City Council authorized an agreement with CMPG Project Management (CMPG) for project and construction management services for the Police Department female locker room addition project. During the bidding phase, a bid protest was submitted, which resulted in significantly more contract hours than originally anticipated for that phase. As a result, additional compensation is required to cover the overages. Staff recommends amending the current agreement with CMPG, so that project and construction management can continue for the duration of the project.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to amend the existing agreement with CMPG Project Management to increase compensation by $25,000, for a total agreement amount of $138,000.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
- Request additional information from staff.
FINANCIAL REVIEW
The cost to amend the agreement with CMPG is $25,000, which will bring the total agreement amount to $138,000. Previously, a contingency amount of $5,650 was approved, which will remain and only be used to address any unforeseen issues.
On November 26, 2024, the City Council appropriated $377,764 for the female locker room project through the obligation of available American Rescue Plan Act Funds. In November 2024, the City Council approved an Inter-Agency Agreement (IAA) with the City Manager’s Office to obligate these funds according to the Obligation Interim Final Rule requirements from the US Treasury. If this contract amendment is approved, $138,000 will be encumbered, leaving a balance of $239,764, which is proposed to be used toward construction costs.
This purchase complies with all City purchasing guidelines and contract documents are available for review in the City Clerk's office. The staff cost to prepare this report and administer this contract is estimated at $8,096 and is included in the operating budget of the Administrative Services Department.
ANALYSIS
On February 25, 2025, the City Council approved an agreement with CMPG Project Management to oversee project and construction management of the Police Department female locker room addition project. Services under the contract include general oversight, bid and construction management, and project close-out
After releasing a Request for Proposals (RFP) in May 2025, the City received seven bids. During the bid evaluation phase, a bidder submitted a bid protest, which required additional staff, consultants, and legal review. After responding to the protest, the same bidder also filed an appeal with the City. Originally, the bid evaluation phase was estimated to take eight hours per week. Due to the bid protest and appeal, which required substantial review, CMPG staff averaged eighteen hours per week in this phase.
To ensure project and construction management can continue for the duration of the project, staff recommends amending the current agreement with CMPG to increase compensation by $25,000, for a total contract amount of $138,000. The originally approved contingency of $5,650 to address any unforeseen issues will remain. This proposed amendment reflects additional compensation required to cover overages incurred during the complex bidding and protest phase, which demanded significantly more hours than originally anticipated.
LEGAL REVIEW
The first amendment was reviewed and approved as to form by the City Attorney.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by:
Jamie Earl
Assistant City Manager