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TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: January 14, 2026
SUBJECT: AWARD OF PROFESSIONAL DESIGN SERVICES
AGREEMENT TO NICHOLS CONSULTING ENGINEERS
(NCE) IN THE AMOUNT OF $209,745 FOR DEVELOPMENT
OF PLANS, SPECIFICATIONS, AND COST ESTIMATES
(PS&E) FOR THE STREET REHABILITATION PROGRAM
PROJECT NO. 25-9271
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Well-Maintained Infrastructure
BACKGROUND
Since 2018, the City has included the Street Rehabilitation Program as a core component of its Capital Improvement Program (CIP). This program is guided by the City Council-adopted Pavement Management Plan and is intended to systematically improve the overall condition of the City’s street network. In recent program cycles, street rehabilitation projects have also incorporated additional right-of-way improvements, including replacement of curb and gutter and installation of Americans with Disabilities Act (ADA)-compliant curb ramps along the impacted streets.
The first phase of the Street Rehabilitation Project consists of professional engineering design services. During this phase, the selected consultant evaluates existing conditions data and pavement core samples to determine appropriate treatment strategies for each proposed street segment. This analysis informs the preparation of construction plans, technical Tony Chou, Mayor
Calvin Lo, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Gretchen Shepherd Romey, Council Member
specifications, and detailed cost estimates necessary for bidding and construction.
To procure these professional services through a competitive and transparent process, the City issued a Request for Proposals (RFP) via its electronic procurement platform on October 30, 2025. Four (4) proposals were received by the submittal deadline on November 19, 2025. Following a comprehensive evaluation process, staff recommend award of contract to Nichols Consulting Engineers (NCE).
DISCUSSION
The City received four (4) proposals in response to the RFP for professional engineering services for the Street Rehabilitation Project from the following firms:
• AYCE Consulting Engineers, Inc.
• Nichols Consulting Engineers
• NV5, Inc.
• Proactive Engineering Consultants
Staff evaluated each proposal based on the firm’s qualifications, relevant experience, project approach, and understanding of the project scope.
Interviews were also conducted as part of the selection process. In accordance with California Government Code 4526, selection of architectural and engineering services must be based on demonstrated competence and professional qualifications necessary for the satisfactory performance of required services required and may not be based solely on cost.
Based on this evaluation, staff recommend awarding a Professional Design Services Agreement (PDSA) to Nichols Consulting Engineers (NCE). NCE has extensive experience delivering capital improvement projects for municipal agencies, including numerous street rehabilitation and pavement preservation projects. In addition, NCE has significant familiarity with the City, having provided design and construction support services for the City’s three most recent street rehabilitation projects. Staff have found NCE to be responsive, technically proficient, and effective in coordinating with City staff throughout prior projects.
Given NCE’s demonstrated qualifications, proven performance, and familiarity with the City’s street network, staff believe NCE is the firm best suited to successfully deliver the design services for the FY 2025-26 Street Rehabilitation Project.
FISCAL IMPACT & PROCUREMENT REVIEW
The adopted FY 2025-26 budget includes a total of $4,001,800 in available funds for the Street Rehabilitation Project, allocated across multiple funding sources as shown below:
Fund Amount
Fund 394 (CIP Fund) $2,276,710
Fund 202 (Gas Tax) $625,090
Fund 215 (Proposition C) $500,000
Fund 243 (Measure R) $250,000
Fund 247 (Measure M) $350,000
Total $4,001,800
NCE’s proposed fee for professional design services is $209,745. Construction costs for the project are currently estimated at approximately $3,500,000, with construction management estimated at approximately $150,000.
Sufficient funding is available within the adopted budget to support the proposed design services contract.
The Finance Director has reviewed this staff report for compliance with San Marino City Code §02.06.05.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommend that the City Council approve an award of a professional design services agreement for the FY 25-26 Street Rehabilitation Program Project to Nichols Consulting Engineers in the amount of $209,745 and authorize the City Manager to execute the agreement on behalf of the City. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve an award of a professional design services agreement for the FY 25-26 Street Rehabilitation Program Project No. 25-9271 to Nichols Consulting Engineers in the amount of $209,745 and authorize the City Manager to execute the agreement on behalf of the City.”
ATTACHMENTS
1. Draft Professional Design Services Agreement
2. Proposal for Street Rehab PS&E
3. Preliminary Street Map