TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:February 11, 2025
SUBJECT: 2025 Active Transportation Plan Update
RECOMMENDATION:
1. Approve Professional Services Agreement with LG2WB Engineers, Inc. dba Linscott, Law & Greenspan, Engineers (LLG), (Irvine, CA) for preparation of the 2025 Active Transportation Plan (ATP) Update in a not-to-exceed amount of $99,992, plus extra services of $10,008, with a term ending April 30, 2026.
2. Approve budget appropriation and authorize expenditure in the amount of $110,000 ($99,992 agreement, plus extra services of $10,008) from A/C #001- 0000-311-0000 (General Fund – Fund Balance) to A/C #001-5560-631-5699 (General Fund – Traffic Engineering Contracted Services/Other).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
$110,000 Increase to Adopted FY 2024-25 General Fund Budget. A $110,000 increase to the Adopted FY 2024-25 General Fund Budget is requested for the Professional Services Agreement for the ATP Update.
BACKGROUND:
The City adopted the ATP, a bicycle and pedestrian planning document, in December 2019. The ATP was developed to provide the City with planning guidance for non-motorized travel infrastructure improvements to make multimodal transportation more accessible and more enjoyable. In addition, the ATP seeks to promote bicycling and walking throughout the City, an action that reduces vehicle miles traveled (VMT) and greenhouse gas (GHG) emissions. The ATP
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incorporates input from the community, stakeholders, and City staff and serves as a tool to facilitate planning and grant efforts. The City endeavors to update the ATP approximately every five years to continue proactively managing transportation infrastructure on an ongoing basis.
The ATP includes an inventory of the existing bicycle and pedestrian facilities as well as roadway data, including traffic volumes, speed limits, bicycle and pedestrian collision data, and transit routes. The inventory, coupled with public input, is then used to identify the routes that the public is using to walk and/or cycle. The ATP also proposes physical improvements to enhance bicycling and walking.
The consultant will update the inventory of existing facilities and road data, collect public input, and prepare updated recommendations for bicycle and pedestrian improvements. The updated ATP will take approximately one year to complete and will involve significant public outreach throughout the process, incorporating meetings with numerous stakeholders, before being presented to City Council for adoption. The bicycle, pedestrian, and transit improvement projects developed and recommended in the ATP will aid the City in future transportation planning, including seeking state and federal grant funding.
City Council considered this item on January 14, 2025, and continued the item to this meeting to allow staff to clarify the Scope of Work and the overall schedule of public outreach and community input during the ATP process. While these requested changes have been incorporated into the Scope of Work, the total cost of the Agreement is unchanged.
DISCUSSION/ANALYSIS:
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff solicited a Request for Proposals/Qualifications (RFP/Q). Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary for more than satisfactory performance of the services solicited. The award of an RFP/Q is based upon a variety of factors that demonstrate the best value to the agency for the solicited scope of service. The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole factor in deciding who will be awarded the contract. 2025 Active Transportation Plan Update
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A formal RFP/Q for professional services was publicly advertised on September 6, 2024, in the Thousand Oaks Acorn newspaper and on the City’s procurement website. A total of 53 firms downloaded the RFP/Q, and three proposals were received on October 21, 2024, from the following firms:
1. Kimley Horn Los Angeles, CA
2. Linscott, Law & Greenspan, Engineers Irvine, CA
3. Willdan Engineering Ventura, CA
A team of Public Works engineering staff evaluated the proposals based on the following criteria:
•Project understanding and approach.
•Relevant experience (projects of similar size and scope). •Quality, clarity, responsiveness, and conformance with terms of RFP/Q. •Qualifications and availability of key persons working on the project. •Team (sub-consultants) qualifications.
•Reasonableness of schedule and estimated level of effort for each task.
After carefully reviewing and considering the firms’ qualifications, project team, and approach, LLG was determined to best meet the City’s needs for this work based on the combination of the criteria listed above. Some of LLG’s related experience includes working with various public agencies on Active Transportation Plans, Pedestrian and Bicycle Master Plans, and preliminary engineering designs to be utilized for active transportation grant applications. LLG was also one of the firms that assisted with the preparation of the City of Thousand Oaks’ 2019 ATP. A detailed scope of work and fees have been negotiated and finalized with LLG. Staff recommends approval of the Professional Services Agreement (Attachment #1) with LLG in the amount not to exceed $99,992 plus extra services of $10,008.
The tentative project schedule is included in the scope of work. Given the 12-month project schedule, it is anticipated that the final ATP will be brought back to City Council for adoption no later than Winter/Spring 2026.
This work meets City Council’s Top Ten Priorities #7, “Public Works + Infrastructure Investments.”
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if 2025 Active Transportation Plan Update
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applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Mark Anthony Bueno, Associate Engineer
Attachments:
Attachment #1 – Professional Service Agreement with LLG DPW: 590-10\ev\Council\2025\021125\ATP Update staff report.docx