Title
Department of Transportation recommending the Board approve and authorize the Chair to sign the First Amendment to competitively bid Agreement for Services 9449 with Acorn Environmental to provide continued environmental planning services for La Canada Drive and Gateway Drive Pedestrian/ Bicycle Improvements Project, Capital Improvement Program number 36109016, with the following:
1) Increase the maximum compensation amount by $3,546.70 for a new agreement amount of $152,787.70 with no change to the term, through May 13, 2028;
2) Amend the scope of work; and
3) Update contract language per federal funding requirements.
(District 2)
FUNDING: Congestion Mitigation and Air Quality (23%) and To Be Determined (77% - see “Financial Impact” section of the staff report). (Federal Funds)
Body
DISCUSSION / BACKGROUND
The La Canada Drive and Gateway Drive Pedestrian/ Bicycle Improvements Project (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.
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 the Project. 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 with federal processes, including compliance with the Disadvantaged Business Enterprise (DBE) goal. The top-ranked proposer was determined to be Acorn Environmental (Acorn), and on May 13, 2025 (Legistar file 25-0258), the Board awarded the RFP and approved Agreement for Services 9449 (Agreement) with Acorn Environmental.
The First Amendment (Amendment) to the Agreement will increase the compensation amount by $3,546.70 for a new amount not to exceed $152,787.70, amend the scope of work, and acknowledge that subconsultant Bargas Environmental Consulting, LLC has been acquired by Helix Environmental Planning, Inc.
The proposed revision to Exhibit B, Cost Proposal, rearranges existing funds within the original agreement and provides additional funds for the amended scope of work. An Area of Potential Effects (APE) Map was completed in accordance with Task 3 of Exhibit A in August 2025 and was used to complete biological and cultural surveys. After completing the surveys, Transportation revised the APE to include an area that was not previously surveyed. Extending the APE will allow Transportation to include an additional area for improvements in the Project. A revision to the APE that has already been completed is being requested, with no new scope being added.
Acorn informed Transportation that their subconsultant, Bargas Environmental Consulting, LLC, has been acquired by Helix Environmental Planning, Inc. The Amendment provides for this update as well.
The Amendment includes updating contract language with the California Department of Transportation (Caltrans) federal funding requirements. Caltrans Exhibit 10-R, A&E Boilerplate Agreement Language, was updated in January 2026, and Caltrans requires that agreements be updated to the most current boilerplate when possible. This is due to current CFR financial reporting requirements, and these minor modifications did not significantly change the intent of the Agreement or County administrative processes.
The following articles have been updated:
ARTICLE V, Allowable Costs and Payments.
ALTERNATIVES
The Board could direct Transportation not to approved the amendment or to make changes and return to the Board at a later date. However, Transportation's ability to continue the Project could be jeopardized.
PRIOR BOARD ACTION
See Discussion / Background section.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved the Amendment.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to net County cost resulting from approval of the Amendment. The current Congestion Mitigation and Air Quality 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. Funding for the Amendment is included in Transportation’s 2025 Capital Improvement Program, which was approved by the Board on July 15, 2025 (Legistar file 25-0504).
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 Amendment.
2) The Clerk of the Board will forward one (1) fully executed copy of the Amendment to the Chief Administrative Office, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Priority: N/A
Action Item: N/A
CONTACT
Rafael Martinez, Director
Department of Transportation