City Council
Report
City Council Meeting: September 22, 2026
Agenda Item: 4.A
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To: Mayor and City Council
From: Christopher Dishlip, Director of Public Works, Engineering Services Division Subject: Contract Award and Modifications for On-Call Civil Design, Surveying, Transportation Planning, and Engineering Services Contracts for the Public Works Department
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Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemptions pursuant to Sections 15262 (Feasibility and Planning Studies) and 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines;
2. Authorize the City Manager to execute a first modification to agreement #11702 in the amount of $1,500,000 with Tetra Tech for on-call civil engineering design services for the Public Works Department. This will result in an amended agreement with new a total amount not to exceed $3,000,000, with future year funding contingent on Council budget approval;
3. Authorize the City Manager to execute a first modification to Agreement #11703 in the amount of $1,500,000 with Stantec Consulting for on-call civil engineering design services for the Public Works Department. This will result in an amended agreement with a new total amount not to exceed $3,000,000, with future year funding contingent on Council budget approval;
4. Authorize the City Manager to execute a first modification to agreement #11704 in the amount of $1,500,000 with Willdan Engineering for on-call civil engineering design services for the Public Works Department. This will result in an amended agreement with a new total amount not to exceed $3,000,000, with future year funding contingent on Council budget approval;
5. Award RFP #SP2721 to Egis USA, Inc. (formerly A. Lochner Company) and Kimley-Horn and Associates, Inc. as additional qualified firms for on-call civil engineering design services for the Public Works Department;
6. Authorize the City Manager to execute an agreement with Egis USA, Inc. (formerly A. Lochner Company) in an amount not to exceed $3,000,000 for fiveyears, with one additional five-year renewal option on the same terms and conditions, for a total amount not to exceed $3,000,000, with future funding contingent on Council budget approval;
7. Authorize the City Manager to execute an agreement with Kimley-Horn and Associates, Inc. in an amount not to exceed $3,000,000 for five-years, with one additional five-year renewal option on the same terms and conditions, for a total amount not to exceed $3,000,000, with future funding contingent on Council budget approval;
8. Authorize the City Manager to execute a first modification to agreement #11721 in the amount of $250,000 with PSOMAS, for on-call surveying services the Public Works Department. This will result in an amended agreement with a new total amount not to exceed $500,000, with future year funding contingent on Council budget approval;
9. Authorize the City Manager to execute a first modification to agreement #11722 in the amount of $250,000 with KDM Meridian, for on-call surveying services the Public Works Department. This will result in an amended agreement with a new total amount not to exceed $500,000, with future year funding contingent on Council budget approval;
10. Award RFP #SP2539 to Cannon Corporation as an additional qualified firm for on-call surveying services for the Public Works Department;
11. Authorize the City Manager to execute an agreement with Canon Corporation, in an amount not to exceed $500,000 for five-years, with one additional five-year 3 of 12
renewal option on the same terms and conditions for a total amount not to exceed $500,000, with future year funding contingent on Council budget approval;
12. Authorize the City Manager to execute a first modification to agreement #11622 in the amount of $1,000,000 with Fehr & Peers, for on-call transportation planning and engineering services the Department of Public Works. This will result in an amended agreement with a new total amount not to exceed $2,000,000, with future funding contingent on Council budget approval;
13. Authorize the City Manager to execute a first modification to agreement #11624 in the amount of $1,000,000 with Kimley-Horn, for on-call transportation planning and engineering design services for the Public Works Department. This will result in an amended agreement with a new total amount not to exceed $2,000,000, with future year funding contingent on Council budget approval;
14. Authorize the City Manager to execute a first modification to agreement #11625 in the amount of $1,000,000 with Egis USA, Inc., for on-call transportation planning and engineering design services for the Public Works Department. This will result in an amended agreement with a new total amount not to exceed $2,000,000, with future year funding contingent on Council budget approval;
15. Authorize the City Manager to execute a first modification to agreement #11626 in the amount of $1,000,000 with Michael Baker International, for on-call transportation planning and engineering design services for the Public Works Department. This will result in an amended agreement with a new total amount not to exceed $2,000,000, with future year funding contingent on Council budget approval;
16. Authorize the City Manager to execute a first modification to Agreement #11628 in the amount of $1,000,000 with Toole Design Group, for on-call transportation planning and engineering design services for the Public Works Department. This will result in an amended agreement with a new total amount not to exceed $2,000,000, with future year funding contingent on Council budget approval; and
17. Authorize the City Manager to execute an agreement with Iteris, Inc., in an amount not to exceed $2,000,000 for one year, with two additional one-year renewal options, on the same terms and conditions with future year funding contingent on Council budget approval.
Summary
The Public Works Department continues to prioritize timely infrastructure improvements, enhancements, and efficient project delivery consistent with the City Council’s goals of a Clean and Safe Santa Monica and a Sustainable and Connected Community. To maintain these service levels, Public Works utilizes On-Call Civil Engineering Design Services, On-Call Surveying Services, and On-Call Transportation Planning and Engineering Design Services to address smaller-scale, time sensitive, and grant driven projects efficiently.
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Since the award of the current on-call agreements, demand for rapid turnaround design services has significantly increased due to 311 inquiries, streetlighting and traffic-signal infrastructure improvement needs, grant-funded improvements, Vision Zero safety projects, and major pavement rehabilitation work, special event network planning for large-scale events such as the 2028 Olympic and Paralympic Games, and additional projects arising from the realignment plan. To ensure continued responsiveness to these growing needs and to strengthen the competitive pool of qualified consultants, and continue delivering requested work amid rising workloads staff recommends the following:
On-Call Civil Engineering Design Services
Staff recommends modification of the existing agreements with three of the City’s qualified on-call civil engineering design services consulting firms, Tetra Tech, Inc., Stantec Consulting Services, Inc., and Willdan Engineering, to update the previously awarded not-to-exceed amount of $1,500,000 per agreement over the original five-year period, with one five-year renewal option under the same terms and conditions, to a new not-to-exceed amount of $3,000,000 per agreement.
Furthermore, staff recommends entering into on-call civil engineering design services agreements with Egis, USA, Inc. (formerly A. Lochner Company) and Kimley-Horn and Associates, Inc in an amount not to exceed $3,000,000 over a five-year period, with one five-year renewal option. Both firms were evaluated and determined to be the next two highest‑ranking consultants following the top three firms, Tetra Tech, Inc., Stantec Consulting Services, Inc., and Willdan Engineering, which were awarded agreements under RFP #SP2721, issued in October 2024.
On-Call Surveying Services
Staff recommends modification of the existing agreements with two of the City’s qualified on-call surveying services consulting firms, PSOMAS and KDM Meridian, to update the previously awarded not-to-exceed amount of $250,000 per agreement over 5 of 12
the original five-year term, with one five-year renewal option under the same terms and conditions, to a new not-to-exceed amount of $500,000 per agreement.
Furthermore, staff recommends executing an on-call surveying services agreement with Cannon Corporation, in an amount not to exceed $500,000 over a five-year term, with one five-year renewal option. The firm was evaluated and determined to be the next highest‑ranking consultant following the top three firms, which were awarded agreements under RFP #SP2539 issued in 2024.
On-Call Transportation Planning and Engineering Design Services Staff recommends modification of the existing agreements with five of the City’s on-call transportation planning and engineering design consulting firms, Fehr & Peers, KimleyHorn, Egis USA, Inc. (formerly A. Lochner Company), Michael Baker International, and Toole Design Group, to update the previously awarded not-to-exceed amount of $1,000,000 per agreement under the same terms and conditions, to a new not-toexceed amount of $2,000,000 per agreement over the same original three-year term, with two one-year renewal options.
Furthermore, staff recommends executing an on-call transportation planning and engineering design services contract to Iteris, Inc. in an amount not to exceed $2,000,000 over a one-year period, with two one-year renewal options. The firm was evaluated and determined to be the next highest‑ranking consultant following the top five firms, which were awarded agreements under RFP #406, issued in 2024.
Discussion
On-Call Civil Engineering Design Services
Since the initiation of the current civil on-call design agreements, the City has relied heavily on this delivery model to expedite priority work across multiple public infrastructure programs. The on-call model has proven essential in allowing staff to avoid lengthy procurement cycles and to deliver conceptual designs, construction documents, and technical analyses for critical, time-sensitive projects. This approach supports the City’s realignment plan by promoting safe neighborhoods and clean 6 of 12
streets. Consultant utilization has steadily increased due to recurring operational needs and overlapping capital project schedules. Stantec, one of the City’s three on-call consultants, has reached approximately $1,300,000 in authorized task orders in just one year, leaving little capacity under its current $1,500,000 contract limit. This fiscal constraint restricts project scheduling flexibility and places greater pressure on the remaining two consultants. Additionally, recent task order solicitations have produced only one or two proposals, reducing internal competition, and limited staff’s ability to match specialized expertise to the needs of each project.
Due to the ongoing constraints the current bench is experiencing, and the anticipation of a growing volume of capital improvement projects driven both by routine City needs and major upcoming events, staff recommends modifying the existing agreement structure with Tetra Tech, Inc, Stantec Consulting Services, and Willdan Engineering to a new not-to-exceed amount of $3,000,000 per agreement over the same term and conditions.
This would allow the City to address these challenges and preserve the efficiencies outlined in the March 2025 staff report. (Attachment A).
Staff also recommends modifying the existing on-call structure by expanding the consultant bench from three to five qualified firms. Increasing the available pool would strengthen competitiveness, improve consultant availability, and reduce schedule risk for high-priority and grant-funded efforts. Staff evaluated these consultants as part of RFP #SP2721 that was issued on October 2024. Tetra Tech, Inc., Stantec Consulting Services, Inc., and Willdan Engineering were evaluated to be the top three qualified consultants. Staff recommends executing agreements with the next two highest ranking qualified consultants for On-Call Civil Engineering Design Services, Egis USA, Inc., (formerly A. Lochner Company) and Kimley-Horn and Associates, Inc. Each agreement would be executed in an amount not to exceed $3,000,000 over a five-year period, with one five-year renewal option.
On-Call Surveying Services
The on-call surveying model has been a critical component of the Public Works Department’s project delivery strategy since the existing agreements were established 7 of 12
in 2025. By maintaining pre-qualified firms on standby, staff have been able to respond quickly to field-driven needs, advance capital improvement projects without initiating new procurement cycles, and deliver a broad range of professional land surveying services, including, but not limited to, topographic and boundary surveys, construction staking, legal descriptions, and parcel map preparation, in support of both routine operations and time-sensitive priorities.
Demand for surveying services has grown steadily, driven by overlapping capital project schedules, grant-funded work, and increasing field requests across multiple programs.
As a result, PSOMAS has fully exhausted its authorized not-to-exceed amount of $250,000, leaving KDM Meridian as the only firm currently available to receive new task orders. Operating with a single active consultant undermines the competitive framework that the on-call model was designed to maintain, narrows the range of specialized expertise available to staff, and introduces meaningful schedule risk should KDM Meridian experience capacity constraints on concurrent assignments.
To restore bench depth and preserve the responsiveness and efficiency that on-call surveying services provide, staff recommend modifying the existing agreements with PSOMAS and KDM Meridian to a new total not-to-exceed amount of $500,000 per agreement over a five-year period, with one five-year renewal option. Increasing the contract authority is essential to maintain uninterrupted service delivery as surveying demands continue to intensify alongside expanding CIP pipelines, accelerated grant-funded project schedules, and growing citywide operational needs.
Staff also recommend expanding the on-call surveying services consultant pool by adding Cannon Corporation. Cannon Corporation was evaluated under RFP #SP2539 and ranked as third highest qualified firm. Adding this firm to the on-call list enables staff to restore competitive task order solicitation awards and strengthens the City's capacity to deliver surveying services efficiently across its capital improvement program.
On-Call Transportation Planning and Engineering Design Services The Transportation Planning and Engineering on-call services were established on September 24, 2024 (Attachment C) to support traffic engineering, multimodal planning, 8 of 12
Vision Zero safety improvements, curb management, transit integration, operational analyses, and special event network planning and coordination for large-scale events such as the 2028 Olympic and Paralympic Games. The volume and pace of mobility work have grown substantially due to new grant awards, community requests, and evolving safety priorities.
The initial Request for Qualifications (RFQual #406) resulted in five on-call contracts executed with the highest-ranked vendors, along with a shortlist of three additional vendors from which contracts could be awarded at the City's discretion. The five existing contracts with Fehr & Peers, Kimley-Horn Associates, Egis USA, Inc. (formerly A.
Lochner Company), Michael Baker International, and Toole Design Group each have a purchasing authority of $1,000,000, for a total authorized value not to exceed $5,000,000. Approximately half of that authority has been exhausted after 18 months of contract activity.
Staff anticipates that the growing workload across transportation planning, traffic engineering, and CIP project delivery, along with network analysis and transportation planning and management for large events, including the 2028 Olympic and Paralympic Games, in the coming years will exhaust remaining contract authority before the contracts expire and at a critical moment for the City’s economic recovery efforts, constraining the City's ability to manage large scale events while also advancing project work on schedule. To address this risk, staff recommends modifying the five existing oncall contracts to increase the previously awarded not-to-exceed amount of $1,000,000 per agreement under the same terms and conditions, to a new not-to-exceed amount of $2,000,000 per agreement over the same original three (3) year term, with two one-year renewal options.
Staff also recommend executing one additional on-call contract with Iteris, Inc., the sixth-ranked vendor from RFQual #406. This action would exercise the discretionary short-listing authority established during the RFQual process and ensure the City retains adequate consultant capacity to deliver timely technical support in anticipation of 9 of 12
large-scale events in the City, while still advancing priority mobility projects without delay.
Environmental Review
The award of as-needed professional services agreements for On-Call Civil Engineering Design Services, On-Call Surveying Services, and On-Call Transportation Planning and Engineering Design Services is exempt from CEQA pursuant to Section 15262 (Feasibility and Planning Studies), that exempts feasibility and planning studies for possible future actions which the agency, board, or commission has not approved, adopted, or funded. Additionally, the agreements are categorically exempt from CEQA pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines which states that CEQA does not apply “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” These agreements will provide an on-call list for design services. It can be seen with certainty that the agreements would not result in adverse physical impacts on the environment, and as such, is exempt from CEQA.
Past Council Actions
Meeting Date Description
March 11, 2025
(Attachment A)
Award RFP SP2721 and Agreements for On-Call Civil
Engineering Design Services
May 27th, 2025
(Attachment B)
Award RFP SP2539 and Agreements for On-Call Surveying
Services
September 24, 2024
(Attachment C)
Award and Establish Shortlist of Pre-Qualified Consultants and Contracts for On-Call Transportation Planning and
Engineering Design Services
Financial Impacts and Budget Actions
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Staff seeks authority to approve available funding from various City funds to award an as-needed professional services agreement with Egis USA, Inc., (formerly A. Lochner Company) and Kimley-Horn and Associates, Inc. for on-call civil engineering design services; with Cannon Corporation for on-call surveying services; and with Iteris, Inc. for On-Call Transportation Planning and Engineering Design Services.
Contract Request
Service Vendor
FY 2026-27
Request
Amount
Future Years Account #
Total
Contract
Amount
On-Call Civil
Engineering
Design
Egis, USA Inc. (formerly
A. Lochner Company) $300,000 $2,700,000 Various $3,000,000 Kimley-Horn and
Associates, Inc $300,000 $2,700,000 Various $3,000,000
On-Call
Surveying
Services
Cannon Corporation
$50,000 $450,000 Various $500,000
On-Call
Transportation
Planning
Iteris, Inc
$666,667 $1,333,333 Various $2,000,000
Staff also seeks authority to approve funding from various City funds to increase the agreement with Tetra Tech, Inc., Stantec Consulting Inc, Willdan Engineering from $1,500,000 to $3,000,000 over a five-year period, with one five-year renewal option; to increase the amount on of the agreement with PSOMAS and KDM Meridian from $250,000 to $500,000 over a five-year period, with one five-year renewal option; and to increase the agreements with Fehr & Peers, Kimley Horn, Egis USA, Inc. (formerly A.
Lochner Company), Michael Baker International, and Toole Design Group from $1,000,000 to $2,000,000 over the initial three-year term, with two one year renewal options, as summarized below.
Task Orders will be issued, as needed, for future budgeted City projects and related surveying services. Anticipated projects include Vision Zero transportation improvements, annual improvement projects involving paving, utilities, and drainage, stormwater infrastructure projects, bluff stabilization projects, and other related capital 11 of 12
improvement projects. The use of Task Orders will provide the City with flexibility to obtain surveying services on an as-needed basis to support the timely delivery of these projects.
Agreement Modification Request
Service Agreement
Current
Authorized
Amount
FY 2026-27
Request
Amount
Future
Years Account #
Total Revised
Contract
Amount
On-Call Civil
Engineering
Design
11702 $1,500,000 $500,000 $1,000,000 Various $3,000,000 11703
1,500,000
500,000
1,000,000 Various 3,000,000
11704
1,500,000
500,000
1,000,000 Various 3,000,000
On-Call
Surveying
Services
11721
250,000
50,000
200,000 Various
500,000
11722
250,000
50,000
200,000 Various
500,000
On-Call
Transportation
Planning
11622
1,000,000
500,000
500,000 Various
2,000,000
11624
1,000,000
500,000
500,000 Various
2,000,000
11625
1,000,000
500,000
500,000 Various
2,000,000
11626
1,000,000
500,000
500,000 Various
2,000,000
11628
1,000,000
500,000
500,000 Various
2,000,000
Modifying the existing agreements and awarding the recommended agreements do not negatively impact any previously unfunded or future projects, as the agreements would only be utilized for funded City projects, as reflected in the adopted operating and capital improvement program budgets. Expenditures would be incurred upon the issuance of a task order by the Public Works Director, City Engineer or Capital Improvements Manager, the cost of which would be charged to each department or applicable CIP account as needed and only if funding is available.
Future year funding is contingent on Council budget approval. 12 of 12
Prepared By: Jonathan Maldonado, Civil Engineering Associate Approved Forwarded to Council
Attachments:
A. March 11, 2025 Staff Report (Web Link)
B. May 27th, 2025 , Staff Report (Web Link)
C. September 24, 2024 Staff Report (Web Link)
D. Kimley Horn - Levine Act
E. Kimley Horn - Oaks Initiative
F. Cannon -Levine Act
G. Cannon -Oaks Initiative
H. Iteris, Inc - Oaks Initiative
I. Iteris, Inc - Levine Act
J. Toole_Design_Group_11628_PSA_Fully Executed
K. Michael_Baker_11626_PSA_Fully Executed
L. Fehr_&_Peers_11622_PSA_Fully Executed
M. KOA_11625_PSA_Fully Executed
N. Kimley-Horn_11624_PSA_Fully Executed
O. Psomas_11721_ASA_Executed
P. KDM_11722_ASA_Executed
Q. Willdan_11704_ASA_Executed
R. TetraTech_11702_ASA_FULLYEXECUTED
S. Stantec _11703_ASA_EXECUTED