City Council
Agenda Report

Julian Lee, Director of Public Works

Michael Vartanians, City Engineer

Joseph Cisneros, Deputy Director of Public Works

Staff recommends approval of an amendment to the existing Agreement with Avant-Garde, Inc. (AGI) to increase the budget for on-call administrative support and sustainability assistance. The departures of two (2) Management Analysts created vacancies and immediate service gaps within the Public Works Department's administrative and environmental/sustainability functions. AGI has provided continuity while the City recruited for the vacant positions, supporting essential departmental operations, regulatory obligations, Council items, budget and contract administration, and environmental programs. The original $29,000 contract amount was established for limited as-needed assistance and is insufficient to sustain the expanded level of support now required through June 30, 2027.

On July 1, 2026, the City entered into a Professional Services Agreement with AGI for on-call administrative support and sustainability assistance in an amount not to exceed $29,000 through June 30, 2027 (Attachment 2). The agreement authorizes both on-site and off-site support, funding-agency reporting, preparation of City Council staff reports, technical and project-management assistance, monitoring of project implementation and expenditures, and coordination with the Finance Department and other City teams.

Due to the vacancies, the Department requires additional support to maintain administrative operations and environmental and sustainability programs beyond the as-needed level anticipated in the FY 2026–27 agreement. Administrative support includes Council agenda coordination, budget and contract tracking, purchasing and invoicing, grant reporting, records management, and other priority assignments. Environmental and sustainability support includes solid waste and recycling programs, regulatory compliance and reporting, consultant coordination, public inquiries, and continuity of ongoing sustainability initiatives.

AGI has supported the Public Works Department and has developed familiarity with the Department's active projects, grants, budgets, workflows, and reporting responsibilities. This institutional knowledge allows AGI to provide immediate assistance without the delay that would accompany onboarding a new consultant while the City addresses the current vacancies.

Using AGI during the vacancies will preserve continuity, reduce the risk of missed deadlines or compliance obligations, and allow permanent City staff to focus on core operational and project-delivery responsibilities. Services will continue to be authorized on an as-needed, time-and-materials basis under the existing hourly rate schedule, and the Public Works Director will manage assignments and expenditures.

Staff therefore recommends increasing the compensation by $65,000, for a new total not-to-exceed amount of $94,000 as set forth in the attached Amendment (Attachment 1).  

Based on the expanded level of support needed during the administrative and environmental/sustainability vacancies, the remaining balance is not expected to be sufficient through June 30, 2027.

Approval of Amendment No. 1 would increase the agreement by $65,000, from $29,000 to $94,000. Funding from salary savings, due to vacancies,  would be used to offset the increase in the professional service agreement.   

No additional appropriation is required.