Title
Department of Transportation recommending the Board consider the following for the La Canada Drive and Gateway Drive Pedestrian/ Bicycle Improvements project number 36109016:
1) Make findings in accordance with Section 3.13.030 (B) of the County Ordinance that the work requires specialty skills and qualifications not expressly identified in County classifications and there is a need to engage an independent contractor for environmental planning services for the project;
2) Award Request for Proposal 24-0071 to Acorn Environmental; and
3) Approve and authorize the Chair to sign Agreement for Services 9449 with Acorn Environmental to provide environmental planning services in the amount of $149,241 for a term beginning upon execution and expiring three (3) years thereafter.
(District 2)
FUNDING: Congestion Mitigation and Air Quality (23%) and To Be Determined (77% - see “Financial Impact” section of the staff report). (Federal Funds)
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DISCUSSION / BACKGROUND
On July 24, 2024, at the request of the Department of Transportation (Transportation), the Procurement and Contracts Division of the Chief Administrative Office issued a Request for Proposals (RFP) #24-0071 for environmental planning services for La Canada Drive and Gateway Drive Pedestrian/ Bicycle Improvements Project (Project). The Project is located from La Canada and Gateway Drive in the community of Cameron Park. The Project intends to provide improvements to the pedestrian and bicycle facilities including the construction of approximately 0.57 miles of Class II bike lanes, Class III bike routes, approximately 2,310 linear feet of new sidewalks, two (2) new crosswalks, and new and/or upgraded curbs, ramps, and gutters. Transportation received four (4) proposals. A panel evaluated and ranked the proposals based on the thoroughness, clarity, and quality of the material presented, past performance and related experience, expertise, project approach, and familiarity of federal processes, including compliance with the Disadvantaged Business Enterprise (DBE) goal. The top-ranked proposer was determined to be Acorn Environmental (Acorn).
Transportation recommends the Board make findings in accordance with Section 3.13.030 (B) of the County Ordinance that the work requires specialty skills and qualifications not expressly identified in County classifications and there is a need to engage an independent contractor for the environmental planning support services for this Project. Within the scope of Agreement for Services 9449 (Agreement), Acorn will assist Transportation with complex study reviews, creation of technical reports, and specialty studies necessary to comply with state and federal environmental requirements, including the California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) for the Project.
The RFP process was conducted in accordance with County Procurement Policy C-17.
ALTERNATIVES
1) Direct Transportation to make changes to the proposed Agreement and return to the Board at a later date. Transportation's ability to move forward on the Project would be delayed.
2) Direct Transportation to complete the requested services through an alternate agreement. This option would also result in delayed completion of the Project and potential additional costs.
3) Transportation could attempt to hire additional staff for a short period of time (part time, limited term). However, it is not likely that someone with the necessary environmental planning expertise for CEQA and NEPA approval would be willing to work part time in a limited term capacity.
PRIOR BOARD ACTION
On November 8, 2022, Legistar file 22-1882, the Board accepted Congestion Mitigation and Air Quality (CMAQ) Program grant funds and adopted the Project into Transportation’s Capital Improvement Program.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The current CMAQ grant funds will fund this contract for the preliminary environmental, design, and right of way phases of the Project. The “Funding” section of the staff report indicates that 77% of the overall Project funding is “To Be Determined.” This is because the Project is currently seeking construction grant funds. There is no change to net County cost resulting from approval of the proposed Agreement. Funding for the Project is included in Transportation’s 2024 Capital Improvement Program, which was approved by the Board on June 18, 2024, Legistar file 24-0838.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on one (1) original of the Agreement.
2) The Clerk of the Board will forward one (1) fully executed copy of the Agreement to the County’s Chief Administrative Office, Procurement and Contracts, for further processing.
STRATEGIC PLAN COMPONENT
Priority: N/A
Action Item: N/A
CONTACT
Rafael Martinez, Director
Department of Transportation