January 6, 2026
Department
DATE: January 20, 2026
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Ana Crespin, Senior Administrative Analyst
Subject:
Contract with J. Majors & Associates for Public Outreach Services for Capital Improvement Projects
FINANCIAL IMPACT: The proposed $108,160 expenditure is included within the approved fiscal year 2025-2026 Watewater
Enterprise Operations Fund/Water Resource Recovery
budget (Account String: 40322631 – 400201).
PREVIOUS COUNCIL
ACTION:
September 22, 2020
STATEMENT OF THE
ISSUE:
The Public Works Department requests City Council
approval of an After-the-Fact (ATF) contract with J.
Majors & Associates to allow payment of outstanding
invoices for work performed between March 1, 2022, and
June 30, 2024, for various Capital Improvement
Plan(CIP) project public outreach and public information services. The previous contract number 5522 expired
October 31, 2023, and due to unavoidable staffing
shortages and administrative delays, the option to extend the contract was not exercised on time. Two (2) invoices totaling $108,160 were submitted after the contract
expired and require City Council approval for payment.
RECOMMENDED ACTION:
ADOPT a resolution to APPROVE an After-the-Fact
(ATF) contract with J. Majors & Associates to allow
payment of outstanding invoices for public outreach and public information officer services in an amount not to exceed $108,160 – Public Works (Daniel Chavarria 620-
5478/Ana Crespin 307-8095).
AGENDA
REPORT
January 6, 2026
DISCUSSION:
On September 22, 2020, the City Council authorized the Public Works Department to enter into standing as-needed Public Information Outreach (PIO) service contracts to support Capital Improvement Projects, including those related to Water Resources Recovery. J. Majors & Associates was selected following a competitive process under Resolution No. 102-20.
Contract No. 5522 with J. Majors & Associates was fully executed for a term beginning November 1, 2020, through October 31, 2023 (Attachment 1). Due to administrative delays and staffing shortages, the option to extend the contract was not processed prior to expiration. However, the firm continued providing essential PIO services including public outreach, easement coordination, door-to-door notifications, community updates, and support for multiple sewer and pipeline projects. These services are documented in detailed work logs and invoices totaling $108,160.
An After-the-Fact (ATF) Purchase Authorization Form was completed and signed on October 27, 2025, documenting circumstances and corrective actions (Attachment 2).
Approval of this ATF contract is required to process payment in compliance with City procurement policy. Subsequently, City staff is requesting the City Council adopt a resolution to approve and after-the-fact contract with J. Majors & Associates to allow payment of outstanding invoices (Attachments 3 and 4).
DOCUMENTS ATTACHED:
Attachment 1 – Contract No. 5522
Attachment 2 – After-the-Fact Form
Attachment 3 – Resolution
Attachment 4 – New Contract