TO: Board of Supervisors
FROM: Brian D. Bordona, Director of Planning, Building, and Environmental Services
REPORT BY: Jesse Gutierrez, Principal Planner - Sustainability
SUBJECT: Amendment No. 2 to Agreement No. 240241B with Ascent Environmental, Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 2 to Agreement No. 240241B with Ascent Environmental, Inc. to increase the contract maximum by $82,400 for additional specialized services to develop a Regional Climate Action and Adaptation Plan. (Fiscal Impact: $82,400 Expense; General Fund; Budgeted; Discretionary)
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BACKGROUND
In June 2019, Napa County; the Cities of American Canyon, Calistoga, Napa, and St. Helena; and the Town of Yountville adopted Resolutions regarding the "Countywide Commitment to Address Climate Change." Following the Resolutions, all six jurisdictions came together to form the Climate Action Committee (CAC) via the signing of a Joint Powers Agreement (JPA). The CAC consists of two elected appointees from each of the jurisdictions for a total of 12 members.
At the October 6, 2022, meeting of the Napa County League of Governments (NCLOG), which includes representatives from all six jurisdictions, there was broad support for proceeding with a Regional Climate Action and Adaptation Plan (RCAAP) to provide a policy and implementation framework for reducing GHG emissions. There was also general agreement that each jurisdiction should consider the proposal for a Regional Climate Action and Adaptation Plan at a future Council/Board meeting, to guide CAC representatives as they move forward. Over the next five months, all six jurisdictions approved the idea of moving forward with preparing a Regional Climate Action and Adaptation Plan.
At their meeting on May 16, 2023, the County Board of Supervisors directed staff to prepare and issue a Request for Proposals to consultants to prepare a RCAAP. The plan would provide a policy and implementation framework for reducing GHG emissions.
On November 27, 2023, the CAC unanimously affirmed staff’s recommendation of Ascent Environmental’ s proposal for specialized services to develop a RCAAP and associated California Environmental Quality Act (CEQA). Once complete, the RCAAP will identify specific actions and strategies to reduce greenhouse gas emissions (GHG) and adapt to climate change within the City of American Canyon, City of Calistoga, City of Napa, County of Napa, City of St. Helena, and Town of Yountville.
Agreement No. 240241B between Napa County and Ascent Environmental Inc., was approved by the County Board of Supervisors on December 19, 2023. As part of the development of the RCAAP actions and strategies, Ascent and supporting staff held six community outreach focus groups to discuss the region’s most pressing concerns with organizations that work directly with residents in the region. The six focus groups highlighted conversations with organizations working with- Families, Youth, Community Organizations, Agricultural focus, Public Health, and Multi-Language Services. There were two virtual meetings held which were open to the public. The project launched a public facing website climateactionnapa.konveio.com on which the public could participate in a project survey and where they can access supporting documents and stay informed on upcoming ways to participate.
Ascent has delivered memos from their research and studies supporting the strategies, measures, and actions of the RCAAP. The greenhouse gas inventory (GHG) memo, completed in 2022 by Ascent, is the baseline information which laid the groundwork for updating and forecasting what GHG measures could be in the future if the region proceeds with “business as usual” and how emissions can be reduced considering current and upcoming policy change and by using the strategies in the plan. In addition to the GHG forecast memo, Ascent has drafted potential GHG reduction measures, strategies, and actions. In April 2024 the final Climate Vulnerability Assessment (VA) was presented which identifies and analyzes climate change effects that will impact Napa County. The VA is the first step in the adaptation part of the RCAAP process which aims to improve community resilience in the face of current and future hazardous conditions and experiences associated with the changing climate.
Ascent has provided an evaluation of the environmental review options available to the jurisdictions to adopt the RCAAP as a CEQA qualified document. Ascent and staff estimate that an environmental review of the RCAAP would cost between $90,000 to $400,000 in additional costs. This additional cost is not included in the subject amendment and will be brought before the Board later in 2025. This additional cost would be shared by the member jurisdictions unless alternate sources or additional funding is secured.
Amendments
This Amendment No. 2 will add services for legal support for the preparation and completion of the RCAAP and the accompanying CEQA document. Additional legal support and outside counsel services are required in preparing the RCAAP as well as the CEQA document selected by Napa County for review of the environmental effects of the RCAAP. This would include legal support by reviewing and providing feedback on the administrative and screen check drafts of the draft and final RCAAP, administrative and screen check drafts of the CEQA document, reviewing public comments received by the County on the RCAAP and the CEQA document and providing legal support in drafting responses to such comments, and interfacing with Ascent and County staff and officials, including, as needed, attendance at public meetings and/or closed sessions of the decisionmakers. Amendment No. 2 will increase the maximum compensation by $82,400 and perform the services outlined above. The maximum payments under this Agreement shall be a total of $547,670 for professional services and $211,040 for expenses.
Amendment No. 1 and Budget Amendment covered additional costs and work not budgeted in the initial agreement. Additional support was required for the following: updates and revisions to emissions forecasts, revisions to GHG Measures, revisions to Climate VA and Adaptation Measures, ensuring RCAAP is compliant with Section 508 of the Rehabilitation Act of 1973, an additional community outreach virtual meeting with support, additional Climate Action Committee meeting support, additional project coordination and management for additional work, and contingent additional support and project coordination. Amendment No. 1 increased the maximum compensation by $76,750. The maximum payments after Amendment No. 1 under the Agreement totaled $465,270 for professional services and $211,040 for expenses.
Agreement No. 240241B was for a maximum of $599,560 of which $500,000 was paid through a budget allocation obtained by State Senator Dodd and the remainder split between the municipalities on a pro rata basis.
Costs related to Amendment No. 2, which will increase the maximum compensation by $82,400, will be similarly divided among the municipalities. In accordance with the cost-sharing formula agreed to in the JPA, the member jurisdictions are responsible for paying for costs under the Amendment, as follows:
Napa County $27,192
American Canyon $10,547
Calistoga $6,839
Napa $24,638
St. Helena $7,004
Yountville $6,180
Total $82,400
Requested Actions:
1. Approve and authorize Amendment No. 2 to Agreement No. 240241B with Ascent Environmental, Inc. increasing the contract maximum by $82,400 for a new contract maximum of $758,710 for continued and additional specialized services to develop a Regional Climate Action and Adaptation Plan.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
No |
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Is it currently budgeted? |
Yes |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Preparation of a Climate Action Plan is included in both the General Plan and the Strategic Plan and has been supported by the Board of Supervisors in several Resolutions. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The project will be completed in FY 2024-2025. |
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Consequences if not approved: |
The County and other jurisdictions will have to prepare/update individual Climate Action Plans. There will be reduced cooperation and coordination in regional greenhouse gas emission reduction efforts, and potentially less access to future grant and/or state funding. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.