City Council
Report
City Council Meeting: July 29, 2025
Agenda Item: 4.B
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services Subject: Approval of Professional Services Agreement with Stantec Architecture, Inc. for the Santa Monica Department of Transportation Charging Infrastructure Project
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemptions pursuant to Section 15262 and Section 15301 of the California Environmental Quality Act (CEQA) Guidelines; and
2. Authorize the City Manager to negotiate and execute an agreement with Stantec Architecture, Inc. for professional design services for the Santa Monica Department of Transportation Charging Infrastructure Project for the Public Works Department in an amount not to exceed $1,150,000 (including a 10% contingency) for a five-year term with two additional one-year renewal options with future year funding contingent on Council budget approval. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(b).
Summary
The Santa Monica Department of Transportation (SMDOT) developed the Charging Infrastructure Plan, a phased master plan for the transition to a Zero Emission Bus (ZEB) fleet and implementation of supporting infrastructure by 2030. SMDOT is advancing the construction of the SMDOT Charging Infrastructure Project that would upgrade existing facilities to support the planned (ZEB) fleet. In October 2024, SMDOT was awarded a $53.28 million grant through the state’s Transit and Intercity Rail Capital Program (TIRCP) Cycle 7. This funding enables the project to move forward and fully supports the completion of all seven phases of the master plan, covering additional design services, construction, the purchase of 73 new battery-electric buses, and 2 of 6
expanded service and workforce training for electrification infrastructure. With grant funding secured, staff recommends awarding an agreement with Stantec to provide professional design services, specifically additional construction document deliverables, bid support, and construction administration services, in an amount not to exceed $1,150,000 (including a 10% contingency) for a five-year term with two additional oneyear renewal options. This agreement does not include the performance of construction work, which will be completed under a separate contract. This recommended award is made as an exception to the competitive bidding process pursuant to Section
2.24.250(b).
Discussion
SMDOT’s transition to a fully electric fleet aligns with the City’s Climate Action and Adaptation Plan (CAAP), adopted by City Council in May 2019. The CAAP aims to reduce citywide carbon emissions by 80% below 1990 levels by 2030 and to achieve carbon neutrality by 2050 or sooner.
Transitioning the Big Blue Bus (BBB) fleet to a ZEB fleet by 2030 required the development of a comprehensive master plan to guide phased infrastructure upgrades across the BBB campus. In January 2020, the City contracted with Stantec Architecture, Inc. (Stantec) to develop the Charging Infrastructure Plan, a phased master plan for transitioning to a fully ZEB fleet and implementing the required infrastructure at the SMDOT Maintenance Facility.
The upgrades identified in the Master Plan are essential to construct the required charging equipment and related electrical infrastructure while maintaining a safe and operational bus yard, ensuring uninterrupted road operations of all bus routes during implementation. The Charging Infrastructure Plan outlines a seven-phase implementation strategy, along with 100% design development plans. On September 28, 2021, Council approved a first modification to the agreement with Stantec to prepare complete construction documents and provide permitting services for Phases 2, 3, and
4. These services have been completed, and the agreement has since expired. 3 of 6
Bidding support and construction administration services for this project were always anticipated but were not quantifiable until the completion of the master plan. Following the completion of the master plan, SMDOT staff successfully applied for and secured grant funding through the state’s TIRCP Cycle 7. The awarded funds in the amount of $53.28 million fully support construction through completion of Phase 7. This includes expanding BBB’s charging infrastructure to accommodate up to 122 battery-electric buses by upgrading the site’s electrical systems, installing new charging equipment, constructing three new overhead support structures for electrical distribution and charging reels, and restriping of the bus yard.
During the development of the design for the SMDOT Maintenance Facility, the City coordinated with Southern California Edison (SCE) to determine the best approach to serve the power needs of the facility. The most suitable approach necessitated a customer-built strategy and required the development of specialized specifications to guide project delivery. As a result, additional construction document deliverables are needed to support this technical and regulatory coordination.
As the original designer of the infrastructure master plan, Stantec possesses an indepth understanding of the project’s history, objectives, challenges, and evolution. Their detailed knowledge of the system design, technical requirements, BBB operational requirements, grant obligations, and coordination protocols—particularly with SCE’s infrastructure upgrade scope and SCE Charge Ready program—makes them uniquely capable to provide the required Division 1 Specifications and construction document deliverables, bid support, and construction administration services for this project. The TIRCP grant includes detailed milestones and deadlines, and Stantec has consistently demonstrated the ability to meet deliverables on schedule. Their role during the construction phase would be instrumental in maintaining project momentum and supporting the City’s grant compliance efforts. Therefore, staff recommends awarding an agreement with Stantec for this work as their involvement is critical to ensuring continuity, the timely execution of infrastructure upgrades necessary for the City’s transition to a fully ZEB fleet by 2030, and successful delivery of this complex project. 4 of 6
Vendor Selection
Exception to Competitive Bidding
Staff recommends Stantec to provide professional design services as an exception to competitive bidding per Santa Monica Municipal Code Section 2.24.250 (b).
Competition does not reasonably exist because Stantec possesses the unique capability to meet the particular requirements of the solicitation, such as when a good or service is copyrighted, patented or otherwise only available from one license holder, including, for example, proprietary goods of original equipment manufacturers and/or their authorized exclusive distributors. As the original designer of the project, awarding an agreement to Stantec would eliminate any learning curve, optimize informed and efficient design decisions, reduce the risk of misalignment, maintain continuity in design, and minimize delays in meeting critical TIRCP grant milestones and deadlines.
Stantec’s proposed fees and rates align with those of other consultants on similar projects, confirming that the agreement remains cost-effective despite the absence of a competitive bidding process.
Past Council Actions
Meeting Date Description
06/28/16
(Attachment A)
City Council established the BBB Zero Carbon 2030 Fleet Plan, directed staff to provide an analysis outlining the steps that the City would undertake to plan, implement, and track progress toward zero carbon emissions for Big Blue Bus operations, and authorized the City Manager to negotiate and execute a Professional Services Agreement with a qualified consultant to assist BBB staff in conducting the analysis.
04/24/18
(Attachment B)
City Council directed staff to move forward with the electrification of the BBB fleet by authorizing the purchase of one Gillig batteryelectric bus, conducting a pilot program with 10 or more batteryelectric vehicles, and providing a proof-of-concept plan. 10/15/19
(Attachment C)
City Council directed staff to award RFP SP#2604 to Stantec Architecture, Inc. to provide design and planning services for the Big Blue Bus Charging Infrastructure Project and authorized the City Manager to negotiate and execute an agreement with Stantec Architecture, Inc. in the amount not to exceed $537,663 (including a 10% contingency) for two years.
09/28/21 City Council authorized City Manager to negotiate and execute a 5 of 6
(Attachment D) first modification to professional services agreement #10951 (CCS), in the amount of $120,000 (including a 10% contingency) with Stantec Architecture, Inc. for additional professional design services to prepare 100% construction documents and provide permitting services for the proposed vehicle charging infrastructure outlined for implementation by 2026 in the Charging Infrastructure Plan as phases 2,3, and 4.
Environmental Review
This agreement is categorically exempt from CEQA pursuant to Section 15262 (Feasibility and Planning Studies) and Section 15301 (Existing Facilities) of the CEQA Guidelines. Section 15262 exempts a project involving only feasibility or planning studies for possible future actions which the agency, board, or commission has not approved, adopted, or funded. Additionally, Section 15301 exempts projects that consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use.” The agreement would provide design services to upgrade existing facilities in support of a ZEB fleet by 2030. Therefore, the agreement is exempt from CEQA pursuant to Section 15262 and Section 15301 of the CEQA Guidelines.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Big Blue Bus Fund to award an agreement to Stantec Architecture, Inc. to provide professional design services for the SMDOT Charging Infrastructure Project Phases 2, 3, and 4. Future year funding is contingent upon Council budget approval.
Contract Request
FY2025-26 Budget
Request Amount
CIP Account # Contract Amount
$1,150,000 C6007240.689000 $1,150,000
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Prepared By: Brian Ochoa, CIP Project Manager
Approved Forwarded to Council
Attachments:
A. June 28. 2016 Staff Report (Web Link)
B. April 24, 2018 Staff Report (Web Link)
C. October 15, 2019 Staff Report (Web Link)
D. September 28, 2021 Staff Report (Web Link)
E. Levine Act_Stantec
F. Oaks Initiative_Stantec