STAFF REPORT
Meeting Date:
September 23, 2025
CONSENT
13 SUBJECT: AWARD OF CONTRACT FOR DESIGN SERVICES FOR THE COAST HIGHWAY
SIDEWALK GAP CLOSURES TO ACHIEVE COMPLETE STREETS (CARDINAL TO 7TH)
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to execute a professional services agreement with Stantec Consulting Services Inc. in the amount of $587,611, to provide design engineering services for the Coast Highway Sidewalk Gap Closures to Achieve Complete Streets (Cardinal to 7th) Project;
2. Authorize the City Manager to approve future project-related expenses and change orders for unforeseen circumstances for an amount not to exceed $70,000.00; and
3. Find that said actions are not projects pursuant to California Environmental Quality Act Guidelines section 15378(b)(4). Further, these actions are statutorily exempt from the California Environmental Quality Act, pursuant to CEQA Guidelines sections 15060(c)(2) and 15262.
Appropriation: $0 Fund: N/A
Submitted By: Mark McAvoy Approved: David A Kiff
Mark McAvoy, Director of Public
Works & Utilities
Dave Kiff, City Manager
SUMMARY OF THE MATTER
This report recommends that the City Council award a contract to Stantec Consulting Services Inc. (Stantec) in the amount of $587,611 to provide design engineering services for the Coast Highway Sidewalk Gap Closures (Cardinal to 7th) Project and authorize a $70,000 contingency for unforeseen project expenses.
The project involves installing sidewalks along the east side of South Coast Highway at three key intersections to provide continuous pedestrian access and improved public safety. The proposed improvements will require coordination with property owners for permanent easements and temporary construction easements. The design services will include comprehensive engineering, environmental clearance, right-of-way services, utility coordination, public outreach, and preparation of plans, specifications, and estimates to create a bid-ready construction package.
The recommended contract award follows a competitive Request for Proposals (RFP) process. Stantec was the sole respondent and was selected based on qualifications, project approach, and value.
AWARD OF CONTRACT FOR DESIGN SERVICES OF COAST HIGHWAY SIDEWALK GAP
CLOSURES
September 23, 2025
DISCUSSION
Project Background:
The City of Laguna Beach is committed to creating complete streets that provide safe and accessible transportation options for all users, including pedestrians, cyclists, and motorists. South Coast Highway serves as a critical transportation corridor through the community, connecting residential areas with the downtown core and beach access points.
Safety and Accessibility Challenges:
Currently, there are gaps in pedestrian infrastructure along the east side of South Coast Highway at the intersections with Cardinal Drive, West Street, and 5th Avenue. These gaps force pedestrians to walk in the roadway or cross the highway multiple times, creating safety hazards and limiting accessibility for residents and visitors. The lack of continuous sidewalk infrastructure is particularly challenging for mobilityimpaired individuals, families with children, and elderly residents.
Federal Grant Funding:
The City applied for federal funding in 2023 and was notified in June 2024 of the award of $5,000,000 through the 2023 Orange County Complete Streets Program for construction of sidewalk gap closures along the east side of South Coast Highway at the intersections with West Street, 5th Avenue, and Cardinal Drive.
These federal construction funds require completion of design engineering services that conform to federal requirements. The proposed design phase will be funded through local funds.
Procurement and RFP Process:
On August 7, 2025, a request for proposals (RFP) for design engineering services was published on the City's public procurement system, PlanetBids, inviting qualified consulting firms to provide comprehensive design services for the Coast Highway Sidewalk Gap Closures project. The RFP had a proposal due date of August 27, 2025, and yielded one proposal from a qualified firm.
Consultant Selection and Qualifications:
Stantec’s team possesses the skills and experience necessary to execute the project successfully. They have prepared similar transportation design projects for public agencies and demonstrated an in-depth understanding of federal project requirements and complete streets design principles.
Stantec's proposal of $587, 611 represents fair and reasonable compensation for the comprehensive scope of work required. Their schedule is responsive to the City's needs and aligns with the federal funding timeline requiring completion of the design phase by February 2027.
Proposed Scope of Work:
Stantec's scope includes: project management and coordination; utility coordination; preliminary engineering including environmental clearance (CEQA/NEPA); right-of-way engineering services; topographic survey and field assessments; plans, specifications, and estimates at 60%, 90%, and 100% completion levels; Caltrans Local Assistance Procedures Manual (LAPM) forms for Plans, Specifications and Estimates (PS&E) certification and E-76 construction authorization; bidding and construction support; and preparation of record drawings.
AWARD OF CONTRACT FOR DESIGN SERVICES OF COAST HIGHWAY SIDEWALK GAP
CLOSURES
September 23, 2025
Staff is confident the scope of work represents a valuable investment for the preparation of comprehensive and reliable design documents that will enable successful construction of these critical pedestrian safety improvements.
Staff Recommendation
Therefore, staff recommends that a professional services agreement be awarded to Stantec Consulting Services Inc. in the amount of $587,611 (Attachment 1). It is also recommended that the City Council authorize the City Manager to approve project-related expenses for unforeseen circumstances or additional optional services in an amount not-to-exceed $70,000.
Summary if Project Milestones:
Date Milestone
2023 City applies for Orange County Complete Streets Program funding June 2024 Federal construction grant of $5,000,000 awarded August 7, 2025 Requests for Proposals (RFP) released via Plant Bids August 27, 2025 One proposal received from Stantec Consulting Services Inc.
September 23, 2035 Council consideration of contract award
FINANCIAL ANALYSIS
The total cost for the design phase of the Coast Highway Sidewalk Gap Closures Project is $657,611. This includes a proposed contract with Stantec Consulting Services Inc. in the amount of $587,611 and a contingency of $70,000 to cover unforeseen conditions or optional services.
Cost Component Amount
Professional Services Agreement $587,611
Contingency for Unforeseen Costs $70,000
Total Design Phase Cost $657,611
The design phase is fully budgeted within the FY 2025–26 Capital Improvement Program. No additional appropriation is required at this time.
ENVIRONMENTAL ANALYSIS
AWARD OF CONTRACT FOR DESIGN SERVICES OF COAST HIGHWAY SIDEWALK GAP
CLOSURES
September 23, 2025
The recommended action is exempt from environmental review pursuant to CEQA because they are not "projects" as defined in CEQA Guidelines section 15378(b)(4), which provides that a project for purposes of CEQA does not include "[t]he creation of government funding mechanisms or other government fiscal activities, which do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment." Here, the execution of a professional services agreement for design engineering services does not bind the City to any future construction project and any construction project will be subject to its own independent environmental review as part of the design consultant's scope of work. Moreover, if the recommended action is a "project" under CEQA, then it is exempt pursuant to CEQA Guidelines sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15262 (feasibility or planning studies for possible future actions which the agency, board, or commission has not approved, adopted, or funded). The design services will include preparation of environmental documentation (CEQA and NEPA) that will evaluate the construction project's environmental impacts at the appropriate time.
ATTACHMENTS
1. Professional Services Agreement with Attached Scope and Fee (Pgs. 4-61) Report Prepared By: Coordinated With:
Frank Lopez, Assistant City Engineer Thomas Perez, City Engineer