Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Amendment No. 2 for $220,000 to the Consulting Services Agreement with Associated Right of Way Services for Various Right of Way Acquisition Assignments related to the implementation of the City’s Capital Improvement Program
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
This contract amendment provides for additional consulting services to support various right-of-way acquisitions associated with implementing the City’s Capital Improvement Program.
RECOMMENDATIONS
Staff recommend the following:
• Approval of Amendment No. 2 to the Consulting Services Agreement with Associated Right of Way Services to increase the Not-to-Exceed amount by $220,000 to a revised Not-to-Exceed amount of $320,000, and extend the term of the agreement an additional year to June 30, 2028.
BACKGROUND
The City periodically engages on-call consultants to support delivery of Capital Improvement Program projects. This approach allows the City to respond quickly to time-sensitive project needs that would otherwise require several months to advance through the standard procurement process, helping with the timely delivery of projects.
Right-of-way acquisition is a critical component of capital project delivery and often determines if a project can move forward to construction. These efforts are subject to complex regulatory requirements, particularly when state or federal funding is involved. The proposed services will equip the City with specialized expertise to navigate property rights and acquisition processes, ensure full regulatory compliance, and reduce the risks of cost escalation and project delivery impacts.
On August 27, 2025, the City executed an On-Call Consulting Services Agreement with Associated Right of Way Services, Inc (ARWS) with a Not-to-Exceed amount of $100,000. This initial Not-to-Exceed amount was based on the estimated level of support required to assist staff with right-of-way acquisition needs for the Cary-Haas Pedestrian Bridge Project. In April 2026, pursuant to the terms of the Agreement, the City extended the term of the Agreement with ARWS for an additional one-year term through July 1, 2027 to allow them to continue working on the Cary-Haas Bridge project.
Analysis
There continues to be an urgent need for an on-call right-of-way consultant to provide the City with highly specialized technical expertise. In particular, additional support is required for easement acquisitions associated with the Storm Drain Trash Capture Improvements for Inland Sites, the Neptune Drive Shoreline Flood Protection project, and Lake Chabot Road Erosion Repair (Phase 1) project. Because these projects are federally funded, they are highly time-sensitive and involve right-of-way activities that demand complex coordination and strict adherence to state and federal requirements.
To meet the grant program deadlines, Staff recommend amending the Consulting Services Agreement with ARWS to increase the Not-to-Exceed amount by $220,000 to $320,000 and extend the term of the agreement by one year to June 30, 2028. This amendment will enable ARWS to continue supporting staff in the acquisition of real estate rights necessary for the delivery of critical infrastructure improvement projects.
Current Agency Policies
Maintain and enhance San Leandro’s infrastructure
Previous Actions
• On August 27, 2025, the City Manager executed a Consulting Services Agreement with ARWS for On-Call Right of Way and Real Estate Consulting Services
• On April 26, 2026, the City Manager executed CSA Amendment No.1 to extend the CSA Agreement with ARWS to July 1, 2027
Applicable General Plan Policies
• Policy T-7.1: Capital Improvements Planning - Supports the timely implementation of transportation improvements identified in the Capital Improvement Program
• Policy T-7.4: Project Delivery - Encourages efficient delivery of transportation projects to address safety and mobility needs
• Policy ED-4.3: Efficient Project Implementation - Encourages timely completion of public improvements to minimize costs and disruptions
Financial Impacts
This Council action will not impact General Fund balance, as tasks assigned to the consultant pursuant to this agreement will be charged to projects that have been previously funded.
Attachment to Staff Report
A: Draft Resolution
B: Draft CSA Amendment No. 2
C: CSA Amendment No. 1
D: Original Consultant Service Agreement - Associated Right of Way Services, Inc.
PREPARED BY: Anna Vickroy, Associate Engineer, Public Works Department