TO:Andrew P. Powers, City Manager
FROM:Kelvin Parker, Community Development Director
DATE:March 25, 2025
SUBJECT: 195 East Hillcrest Drive Mixed-Use Project Environmental Review Consultant Contract
RECOMMENDATION:
1. Approve a professional services agreement with EcoTierra Consulting, Inc. (EcoTierra) of Westlake Village, CA, for the preparation of an environmental review document in compliance with the California Environmental Quality Act (CEQA) for a proposed Mixed-Use Project located at 195 East Hillcrest Drive, with an agreement term March 25, 2025, through August 1, 2026, for $200,429 and additional services of $100,814 for a total not-to-exceed amount of $301,243.
2. Authorize budget appropriation and expenditure in a not-to-exceed amount of $301,243 from A/C #001-4210-447-4000 (Charges for Services – Planning Fees/Permit) to A/C #001-4210-641-5947 (Contracted Services, Reimbursable).
3. Authorize City Manager and City Attorney to make minor clarifying and conforming changes to the Professional Services Agreement, if needed, before the execution of the agreement.
4. Find that the approval of a professional services agreement is not a project under California Environmental Quality Act (CEQA) Guideline Section 15378(b)(5) (CCR, Title 14, Chapter 3, Article 20).
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
$301,243 Increase to Adopted FY 2024-25 General Fund Budget, Fully Offset by Applicant Reimbursement. $301,243 increase to the Adopted FY 2024-25 General Fund Budget is required for the preparation of an environmental review document and will be completely reimbursed by the applicant at the completion of the project. Other costs are limited to staff time to prepare this report and assist in the preparation of the environmental review document, and costs are offset by application fees paid by the applicant.
195 E. Hillcrest Dr. Mixed-Use Project Environmental Review Consultant Contract March 25, 2025
BACKGROUND:
The project involves the demolition of an existing commercial office development and the construction of an approximately 577,080 square foot horizontal mixed- use development. The proposed development includes 297 residential units with a 20 percent Density Bonus and associated Concessions, Incentives, and Waivers, providing 25 affordable units, approximately 11,207 square feet of commercial space, surface parking, and a parking structure with 438 parking spaces. The project scope also includes grading, hardscape, landscape, and encroachment and removal of various protected trees on an approximately 8.21- acre parcel.
On August 20, 2024, TC LA MF Development, Inc. (Applicant) submitted Pre- Application (PAR) 2024-70011, which was reviewed by all relevant City agencies, departments, and representatives to provide development comments in advance of the formal submittal. Based on staff feedback provided at the October 2, 2024, PAR Meeting, the applicant revised the project plans and prepared the necessary documents for formal submittal.
On January 16, 2025, the Applicant and The 501 Thousand Oaks, LLC (Property Owner) submitted formal entitlement applications for the proposed 195 East Hillcrest Drive Mixed-Use Development (Project) consisting of various applications which include Development Permit (DP) 2025-70001, Vesting Tentative Tract Map (VTTM) 2025-70001, and Protected Tree Permit (PTP) 2025-70002. Project materials were reviewed by all relevant City agencies, departments, and representatives, and the application was deemed “Incomplete” on February 21, 2025. The Applicant team is currently revising the project plans in response to development comments outlined in the incomplete letter dated February 21, 2025.
To ensure the project continues to move forward efficiently and in a timely manner, staff initiated the Formal Request for Proposals/Qualifications (RFP/Q) process for the preparation of an environmental review document for the Project.
DISCUSSION/ANALYSIS:
The proposed Project is in its initial review phase of the formal development application process. Additional application materials are to be submitted as the application has been determined to need additional materials as provided in an incomplete letter sent on February 21, 2025. It is anticipated that upon the completion of the CEQA Adequacy Review and/or Initial Study, staff and consultant would identify the appropriate environmental document necessary to comply with CEQA requirements, including associated timelines for review and consideration by the Planning Commission and City Council. 195 E. Hillcrest Dr. Mixed-Use Project Environmental Review Consultant Contract March 25, 2025
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff solicited an RFP/Q for a consultant to prepare the Environmental Review Document for the Mixed-Use Project at 195 East Hillcrest Drive. Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services must be awarded to a firm based on demonstrated experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary to perform the required services. The consultant selection through the RFP/Q process is based on multiple factors that demonstrate and provide the best overall value to the City for the specified scope of work. The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole determining criterion for awarding the contract.
On February 14, 2025, the City advertised the RFP/Q in the Thousand Oaks Acorn newspaper and on the City’s procurement website and sent the RFP/Q to a total 2,332 contacts that registered with the City and 38 of the 2,332 contacts downloaded the RFP/Q. Proposals were due no later than February 28, 2025. Staff received and reviewed three proposals from the following:
Firm Name Primary Location
EcoTierra Consulting, Inc. 5776-D Lindero Canyon Road #414 Westlake Village, CA 91362
Rincon Consultants, LLC 180 North Ashwood Avenue
Ventura, CA 93003
Meridian Consultants, LLC 860 Hampshire Road Unit P
Thousand Oaks, CA 91361
The selection committee, comprised of Community Development Department staff, selected EcoTierra based on their experience, competence, approach, training, credentials, professional qualifications, resources, staffing availability, proposal value, and adherence to project timelines. EcoTierra was determined to be the most suitable firm for the work due to the quality of their proposal, strategic approach, and extensive experience preparing environmental documents for similar mixed-used projects. These documents may include, but are not limited to, a Categorical Exemption, Environmental Impact Report Addendum, Mitigated Negative Declaration (MND), or Supplemental Environmental Impact Report (SEIR).
As part of their scope of work, EcoTierra will prepare an environmental document in compliance with CEQA to analyze the proposed project’s reasonable and foreseeable impacts. EcoTierra has prepared a Scope of Work that includes the preparation of either: 1) Categorical Exemption; 2) Environmental Impact Report Addendum; 3) MND; or 4) SEIR. The Scope of Work has been reviewed and accepted by both the City and applicant team. EcoTierra’s proposed costs to complete the Scope of Work range from $182,829 to prepare a General Plan 195 E. Hillcrest Dr. Mixed-Use Project Environmental Review Consultant Contract March 25, 2025
Environmental Impact Report Addendum to $301,243 to prepare a SEIR. As previously mentioned, the appropriate environmental document to be prepared will be determined upon the completion of the CEQA Adequacy Review and/or Initial Study. Additionally, staff proposes, and the Applicant has agreed, to include an additional scope of services for $100,814 to address any unforeseen issues that may arise during the preparation of the environmental review document, ensuring the project’s timely consideration by the Planning Commission and or City Council.
The Agreement for Professional Services with EcoTierra (Attachment #1) is in a total not-to-exceed amount of $301,243 and all costs will be fully reimbursed by the Applicant.
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 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. Levine Act Form included as Attachment #2.
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.
195 E. Hillcrest Dr. Mixed-Use Project Environmental Review Consultant Contract March 25, 2025
I. Maintain a strong local employment base geared toward retaining high quality businesses; Sustain a healthy business community; and, Diversify the local economy, with a specific emphasis on small businesses and high technology/biomedical jobs.
J. Implement high quality revitalization projects within Thousand Oaks Boulevard and Newbury Road Areas; Develop a pedestrian-oriented, viable, and self- sustaining "Downtown;” and, continue to support production of long-term affordable housing.
PREPARED BY: Carlos Contreras, Sr. Planner
Attachments:
Attachment #1 – Agreement with EcoTierra Consulting, Inc.
Attachment #2 – Levine Act Form
CDD: 410-30\cc\H:\COMMON\Administration & Special Projects\Contracts et al\Ecotierra\195 E. Hillcrest Drive Mixed Use.docx