City Council Agenda Report
September 16, 2025
TO: Honorable City Council
FROM: Jesus M. Gomez, City Manager
BY: Glen W.C. Kau, P.E., Director of Public Services/City Engineer Mario Mera, Engineering Division Manager (Contract Staff) Run Chen, P.E., Principal Civil Engineer
Furkan Cetinkale, Associate Engineer (Contract Staff)
SUBJECT: AGREEMENT FOR ENGINEERING DIVISION STAFF AUGMENTATION FOR GRANT MANAGEMENT SERVICES – AMENDMENT NO. 1, ENGINEERS
REPORT NO. 25-22
Background:
On June 10, 2025, the City executed a Professional Services Agreement (PSA) with Southstar Engineering & Consulting, Inc. for as-needed staff augmentation services related to grant management in an amount not to exceed $30,000. The agreement was authorized by the City Manager, as it fell within his contracting authority. A Notice to Proceed was subsequently issued authorizing Southstar to commence services.
Southstar’s services have focused on ensuring compliance with existing funding agreements, preparing required reimbursement requests, and maintaining reporting obligations with Metro and other agencies to prevent lapses in funding. These efforts have directly benefited the City by securing $5 million in Metro funding for the Firestone Boulevard improvements and recovering several million dollars in reimbursements that were previously at risk due to lapsed deadlines.
The consultant has also prepared and submitted compliance reports and reimbursement requests to keep funding active, while coordinating with funding agencies to safeguard and maximize awarded resources.
Approval of this Amendment No.1 will ensure continuity of these essential services through the remainder of Fiscal Year 2025/26, preventing potential lapses in awarded funds and strengthening the City’s position for future grant opportunities.
City Council September 16, 2025
Amendment No.1 Engineering Division Staff
Augmentation for Grant Management Services
Page No. 2
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Fiscal Impact:
The proposed fee to continue these services will be billed pursuant to an hourly rate basis and shall not exceed $66,000. General fund monies will be used to cover the cost of the agreement.
Citizens Advised:
N/A
Strategic Plan 2023 Implementation:
N/A
Recommended Action:
Staff recommend City Council approve Amendment No. 1 to the agreement with Southstar Engineering and Consulting Inc. to continue providing grant management staff augmentation services, increasing the agreement not exceed $66,000 through June 30, 2025; and authorize the City Manager to execute Amendment No. 1, on behalf of the City, in a form approved by the City Attorney.
Attachments:
Proposal by Southstar Engineering and Consulting Inc.