REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
July 26, 2022
FROM
DAVID DOUBLET, Director, Land Use Services Department
SUBJECT
Title
Amendment to Contracts for On-Call Planning Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to the Contracts with the following firms to provide on-call planning services, increasing the total aggregate amount by $2,500,000, from $3,000,000 for a total aggregate amount not to exceed $5,500,000, and extending the term for an additional year for a total contract term as follows:
1. Total term of November 19, 2019 through November 18, 2023, for the following contracts:
a. Albert A. WEBB Associates, Contract No. 19-745.
b. CASC Engineering and Consulting, Inc., Contract No. 19-746.
c. CSG Consultants, Inc., Contract No. 19-747.
d. Dudek, Contract No. 19-748.
e. First Carbon Solutions, Contract No. 19-749.
f. GPA (Galvin Preservation Associates) Consulting, Contract No. 19-750.
g. Lilburn Corporation, Contract No. 19-752.
h. LSA Associates, Inc., Contract No. 19-753.
i. Michael Baker International Inc., Contract No. 19-754.
j. PlaceWorks, Inc., Contract No. 19-755.
k. Rincon Consultants, Inc., Contract No. 19-756.
l. RPG (Romo Planning Group), Contract No. 19-757.
m. Ruth Villalobos & Associates, Inc., Contract No. 19-758.
n. Tom Dodson & Associates, Contract No. 19-759.
2. Total term of December 10, 2019 through December 9, 2023, for the following contracts:
a. ECORP Consulting Inc., Contract No. 19-794.
b. EPD Solutions, Inc., Contract No. 19-795.
c. HDR Engineering, Inc., Contract No. 19-796.
d. Kimley-Horn and Associates, Inc., Contract No. 19-797.
e. MIG, Inc., Contract No. 19-798.
(Presenter: David Doublet, Director, 387-4431)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The total amount expended from November 2019 through May 2022 is approximately $2,800,000 of the $3,000,000 aggregate, and the recommended increase of $2,500,000 will ensure continued timely services for general planning, environmental analysis, and compliance with the Surface Mining and Reclamation Act of 1975 (SMARA). The costs associated with the contracts are recovered through collection of Board of Supervisors (Board) approved fees for projects initiated by applicants. Sufficient appropriation has been included in the Land Use Services Department (LUS) Planning Division’s 2022-23 budget and will be included in future recommended budgets for the costs associated with the contracts for non-applicant initiated projects.
BACKGROUND INFORMATION
LUS is the designated planning agency for San Bernardino County (County) and is responsible for guiding the urban and rural development in the unincorporated areas of the County through the administration of policies and codes adopted by the Board and in compliance with various state laws. In order to respond quickly to fluctuations in workload and to meet applicant needs for specialized environmental analysis, LUS uses a prequalified on-call consultant list to provide the following planning services:
• General planning services to process land use and development applications as an extension of County staff.
• Environmental analysis services to prepare environmental documents pursuant to the California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA).
• SMARA compliance services to assist LUS with the implementation of lead agency responsibilities including, but not limited to, inspections, reviews of reclamation plans, plans of operations, financial assurance cost estimates, and communications on behalf of the County with mine operators and the California Department of Conservation, Division of Mine Reclamation.
On November 19, 2019 (Item No. 22), the Board approved the contracts identified in Recommendation No. 1, a through n, in an aggregate amount not to exceed $3,000,000 to provide general planning, environmental analysis, and SMARA compliance services for three years from November 19, 2019 through November 18, 2022, with two one-year options to extend.
On December 10, 2019 (Item No. 19), the Board approved the contracts identified in Recommendation No. 2, a through e, with no change to the aggregate amount not to exceed $3,000,000 to provide general planning, environmental analysis, and SMARA compliance services for three years from December 10, 2019 through December 9, 2022, with two one-year options to extend.
Approval of the recommended extension will exercise the first of two one-year options to extend the contracts and increase the total aggregate amount not to exceed $5,500,000 for the continued utilization of the on-call consultants to augment County staff to meet the increasing requests for planning services. LUS has experienced a significant increase in land use and development applications and requests for environmental impact report analysis which require the specialized credentials/expertise from the consultants, resulting in the Department expending the aggregate contract amount faster than anticipated. This trend is expected to continue through the next fiscal year.
PROCUREMENT
As a result of a successful competitive process (Request for Proposals No. LUSD20-LUS-3575), the Board approved the contracts identified in Recommendation No. 1, a through n, on November 19, 2019, and the contracts identified in Recommendation No. 2, a through e, on December 10, 2019, in an aggregate amount not to exceed $3,000,000. Approval of this item will increase the total not to exceed aggregate amount by $2,500,000 to $5,500,000, and extend the term one additional year, consistent with the original two one-year options to extend.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Jason Searles, Deputy County Counsel, 387-5455) on June 15, 2022; Purchasing (Michelle Churchill, Supervising Buyer, 387-2070) on June 27, 2022; Finance (Erika Rodarte, Administrative Analyst III, 387-4919) on June 22, 2022; and County Finance and Administration (Robert Saldana, Deputy Executive Officer, 387-5423) on June 22, 2022.