Agenda Item: 17
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: May 13, 2025
SUBJECT: 2025 ON-CALL ENVIRONMENTAL PLANNING SERVICES
CONTRACTS
DEPARTMENT: Community Development
PRESENTER: Andy Olson
RECOMMENDED ACTION
City Council:
1. Award three-year contracts to Chambers Group, Inc.; Dudek; EcoTierra Consulting; HELIX Environmental Planning, Inc.; Kimley-Horn; Michael Baker International, Inc.; PlaceWorks, Inc.; and SWCA Environmental Consultants to provide on-call California Environmental Quality Act services, for a combined total contract amount not to exceed $1,500,000.
2. Authorize the City Manager or designee to execute up to two additional one-year renewal options, for a total contract amount not to exceed $500,000 between all contactors per year.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
EXISTING CONTRACTS
On May 26, 2020, the City Council awarded on-call contracts to five consulting firms to provide on-call California Environmental Quality Act (CEQA) services for the City of Santa Clarita (City). The Planning division regularly manages development projects, which require CEQA review, and these contracts were established to streamline the procurement process for these services. This allows staff to work with pre-approved consultants rather than going through a procurement process each time a project requires environmental services that do not necessitate an environmental impact report (EIR).
The City Council originally authorized $500,000 in expenditure authority over three years, with the option for two one-year extensions, to be utilized as necessary for as-needed environmental work. The City Council subsequently authorized two increases in expenditure authority, on June 8, 2021, and September 27, 2022, for a final total of $2,500,000 of expenditure authority over the life of the contracts.
The 2020-2025 on-call CEQA services program was highly successful, resulting in substantial time and process savings for City staff, City projects, and development projects. To date, the on- call program has been used in support of 25 entitlement applications and implementation projects managed by the Planning division, including projects such as the MetroWalk Specific Plan, Riverview Mixed-Use Project, Golden Triangle Multifamily Project, Pacific Industrial Project, Creekside Commons Affordable Housing Project, and Vista Canyon habitat mitigation.
In addition, several City projects have utilized the on-call program to expedite the procurement process and receive necessary environmental planning services and expert advice. These projects include the West Creek Park Playground, Central Park Expansion and Mitigation Monitoring, Via Princessa Park, Blue Cloud Bike Park, Valencia Glen Park Play Area, and Old Orchard Park.
2025 REQUEST FOR PROPOSALS
The existing on-call program has provided a streamlined contracting process and enhanced customer service. In order to continue to provide these benefits, the City conducted a Request for Proposal (RFP) to solicit proposals from qualified consulting firms. The RFP was published and circulated via the City's e-procurement system, BidNet, on February 13, 2025. The City transmitted the solicitation to 3,988 vendors on BidNet, of which 115 vendors downloaded the RFP. Twenty-one companies provided proposals for consideration.
These proposals were reviewed and evaluated based on each company's ability to meet the specific needs of the City. An evaluation panel comprised of staff from Public Works and Community Development scored the responses using the following categories of weighted criteria:
• Contractor qualifications to provide services described in scope of work • Experience on similar projects
• Thoroughness of proposal, approach to providing sound services, including Program Management and Quality Assurance/Quality Control, and ability to provide services to meet objectives and standards
• Project manager and team's ability to complete scope of services, including adequate technical expertise and workload capacity
The evaluation team scored the responses based on a 100-point system, with the results outlined below:
RANK FIRM LOCATION SCORE
1 Michael Baker International, Inc. Long Beach, CA 95
1 Dudek Pasadena, CA 95
3 SWCA Environmental Consultants Pasadena, CA 94
4 HELIX Environmental Planning, Inc. La Mesa, CA 93
5 Chambers Group, Inc. Costa Mesa, CA 87
6 PlaceWorks, Inc. Los Angeles, CA 86
7 EcoTierra Consulting Los Angeles, CA 83
8 Kimley-Horn Santa Clarita, CA 82
9 Impact Sciences Los Angeles, CA 79
10 LSA Associates, Inc. Irvine, CA 78
11 Psomas Pasadena, CA 77
11 EPD Solutions Irvine, CA 77
13 CSG Consultants, Inc. Orange, CA 76
14 Tetra Tech Pasadena, CA 74
15 ICF Jones & Stokes, Inc. San Francisco, CA 74
16 Stantec Pasadena, CA 72
16 UltraSystems Environmental, Inc. Irvine, CA 72
18 Interwest Consulting Group Irvine, CA 69
19 Precision Civil Engineering Fresno, CA 68
19 Willdan Engineering Anaheim, CA 68
21 SummitWest Environmental, Inc. Bend, OR 67
Based on the quality of the comprehensive proposals, prior CEQA experience, technical expertise, experience with similar projects, and references, staff recommends the following firms as the most qualified to provide on-call CEQA consulting services:
• Chambers Group, Inc. • Kimley-Horn
• Dudek • Michael Baker International, Inc.
• EcoTierra Consulting • PlaceWorks, Inc.
• HELIX Environmental Planning, Inc. • SWCA Environmental Consultants
All selected firms scored 80 or higher in City staff's review of proposals. The proposals from these eight firms are available in the City Clerk's Reading File.
Work will be assigned on a project-by-project basis under this on-call contract. The scope of services under the proposed contracts include:
• Preparation and peer review of technical reports and studies; • Preparation and peer review of environmental documents; • Mitigation monitoring and reporting services;
• Field monitoring services; and
• Expert consultation and agency coordination.
Projects requiring Environmental Impact Reports (EIRs) are not reviewed under this contract.
Any project requiring an EIR continues to go through a project-specific RFP process, and the EIR contract would require separate review and approval of the City Council.
The aggregate amount to be awarded to the new on-call program would be $1,500,000 over three years. In addition, the new on-call program would be eligible for two optional one-year, $500,000 renewals.
Staff is recommending awarding contracts to eight firms, an increase from five firms under the existing contracts. This provides staff with additional options for contracting CEQA services.
This larger program will ensure sufficient consulting firms are available to meet the City's needs on the City's timelines. This will also provide a greater selection of options for City projects, ensure a competitive selection process, and flexibility to avoid conflicts of interest.
The actual amount to be awarded to each firm is determined by the number and scope of contracted projects. All CEQA work performed under this contract for developer-submitted projects is paid for by the applicants as part of the standard development process. The on-call contracts may also be used to support City projects, including capital improvement projects that require environmental planning services.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Approval of the on-call contracts would have no fiscal impact. All costs associated with the preparation of environmental documents for development projects requiring CEQA review will be the responsibility of the project applicant. The cost associated with environmental planning services for any City projects will be separately funded through the budget process.
ATTACHMENTS
Request for Proposals for On-Call Environmental Planning Services (available in the City Clerk's Reading File)
Chambers Group Inc. Proposal (available in the City Clerk's Reading File) Dudek Proposal (available in the City Clerk's Reading File) EcoTierra Proposal (available in the City Clerk's Reading File) HELIX Proposal (available in the City Clerk's Reading File)
Kimley-Horn Proposal (available in the City Clerk's Reading File) Michael Baker International Inc. Proposal (available in the City Clerk's Reading File) PlaceWorks Proposal (available in the City Clerk's Reading File) SWCA Proposal (available in the City Clerk's Reading File)