Under Proposition 68, administered by San Gabriel and Lower Los Angeles Rivers and Mountains Conservancy (RMC), funds were made available to provide assistance with City improvement projects throughout Southern California. In an effort to meet a City Council goal to continue to apply for grants for The Tracks Western Extension Project, staff submitted a grant application to RMC. The $225,000 grant application request was to focus on earlier stages of the project which includes community engagement, concept development and permitting for the segment between Berry Street and the Brea Canyon Flood Control Channel. This is the full-width segment that Union Pacific is negotiating to sell to the City (see attached Exhibit A – Map).
In October 2021, RMC notified the City of Brea that it was awarded the $225,000 grant. The term of the agreement is from September 20, 2021, to June 30, 2023, with no match requirement. At the November 9, 2021, City Council meeting, Council authorized the City Manager to execute an agreement with San Gabriel and Lower Los Angeles Rivers and Mountains Conservancy (RMC) in the amount of $225,000 for The Tracks at Brea Western Extension Project.
City staff publicly advertised for (4) four weeks an RFP for a project consisting of community engagement, concept development, and permitting. (See Exhibit B – RFP). Only one firm submitted a proposal, Mark Thomas & Company, Inc. (Mark Thomas). Mark Thomas has been working with the community on the Western Extension since 2020. They have also worked on various other grant opportunities with the City and have a solid foundational knowledge of the project, as well as the City of Brea.
The firm’s proposed scope of work for the project can be found in Exhibit C – Proposal, and includes the following items:
Task 1- Project Initiation and Due Diligence
This task will include a scoping meeting, data collection, site reconnaissance, development of a base map, an “opportunities and constraints” plan, a “due diligence findings” memorandum, staff meetings, stakeholder advisory meeting, and a Parks Recreation & Human Services Commission meeting.
Task 2 – Community Outreach
The consultant will assist with a public workshop announcement mailer, conduct a stakeholder advisory meeting, conduct outreach events, as well as conduct public workshops. For the public engagement portion, three events are anticipated: the first event will be a public workshop focused on information gathering and priority setting; the second event will be a public meeting held to present the design and elicit feedback from the community; and the third event will consist of two parts: a pop-up activity at a local Brea event displaying the final design to be shared with the public, as well as at a location along a completed portion of The Tracks at Brea on the annual Trail Day in June.
Task 3 – Conceptual Plans
Both a draft concept plan and a final concept plan will be developed by the consultant. The Concept Plan package will include a site plan, grading and drainage plan, utility plan, landscape/irrigation plan, illustrative cross-sections, visual simulation, and cost estimate. The consultant will present this information at a Parks Recreation & Human Services Commission meeting, and at a City Council meeting.
Provided below is a summary of the proposed fees per task. All fees outlined below are not-to-exceed fees, based on the scope of work as outlined herein.
| Task 1 |
Project Initiation and Due Diligence |
$32,535 |
| Task 2 |
Community Outreach |
$34,066 |
| Task 3 |
Conceptual Plan |
$112,280 |
| Task 4 |
Other Direct Costs |
$800 |
| Total Fee |
|
$179,681 |
A Professional Services Agreement has been prepared for Council consideration (see Exhibit D – PSA). |
| The City was successful in securing grant funds of $225,000 from San Gabriel and Lower Los Angeles Rivers and Mountains Conservancy (RMC) for The Tracks at Brea Western Extension Project. City staff publicly advertised for (4) four weeks an RFP and received one proposal from Mark Thomas & Company, Inc. for a total proposed fee of $179,681. The City awarded RMC grants funds are proposed to be utilized to accomplish the tasks of community engagement, concept development, and permitting for the segment between Berry Street and the Brea Canyon Flood Control Channel. Since there was no match requirement for the grant funds, there is no impact to the General Fund. |