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HomeMy WebLinkAbout7.2 IKEA Project EIRor 19 82 /ii � 111 DATE: May 3, 2016 TO: FROM: SUBJECT STAFF REPORT CITY COUNCIL Honorable Mayor and City Councilmembers CITY CLERK File #600 -30 Christopher L. Foss, City Manager " Overview of Proposed City- Sponsored Public Outreach Program and Consideration of a First Amendment to the Consulting Services Agreement with FirstCarbon Solutions for the IKEA Retail Center Project Environmental Impact Report (PLPA- 2016 - 00016) Prepared by Kristi Bascom, Principal Planner EXECUTIVE SUMMARY: The City Council will consider a City- sponsored community engagement program for the IKEA Retail Center. Staff proposes to utilize the planning firm MIG to assist with this community outreach. Staff is also proposing a supplement to the contract with FirstCarbon Solutions, an environmental consulting firm, to prepare the additional analysis in the areas of transportation and economic impact. An amendment to the contract has been prepared for consideration. FINANCIAL IMPACT: No financial impact to the City. Any future consultant costs associated with the public outreach program will be borne by the Applicant. All costs associated with the contract, if authorized by the City Council, will be borne by the Applicant. RECOMMENDATION: Staff recommends that the City Council provide input to Staff, as desired, on the proposed City - sponsored Public Outreach Program. Staff further recommends that the City Council adopt the Resolution Approving an Amendment to the Consulting Services Agreement between the City of Dublin and FirstCarbon Solutions for the IKEA Retail Center Project EIR (with the Consulting Services Agreement and Scope of Work attached as Exhibit A to the Resolution). Submitted By Community Development Director 'Reviewed By Assistant City Manager Page 1 of 3 ITEM NO. 7.2 DESCRIPTION: Public Outreach Program Overview The IKEA Retail Center Project has generated significant community interest, and because of the high level of interest, Staff is developing a program to conduct regular community outreach to solicit and receive feedback on the project plans as they evolve, keep them informed of the progress on the environmental analysis, and to ensure that the process for bringing the project forward to decision - makers is well understood. Staff met with MIG, an urban planning consulting firm with a specialty in public and community outreach programs to discuss potential outreach strategies. MIG has some experience working with the City of Dublin, having served as the facilitator for the City's Commercial Development Task Force in 2014. In coordination with MIG, Staff is proposing the following community engagement activities to take place over the course of the coming year, prior to the consideration by the City Council in spring 2017. These activities will be organized and sponsored by the City, and will be independent of any outreach activities sponsored by the Project Applicant (IKEA). Activity Target Audience Expected Timeframe Open House #1 Community members citywide Late May /Early June 2016 Issue - specific topical meetings People interested in a specific issue such as traffic, aesthetics, or site planning Fall 2016 (once technical studies are complete) City Council - project update Fall 2016 Open House #2 Community members citywide Fall 2016/Winter 2017 Online Engagement and Participation activities Community members citywide Beginning Summer 2016 and ongoing throughout the project City Council - project update Winter 2016 /Spring 2017 Planning Commission Study Session Winter 2016 /Spring 2017 Planning Commission Public Hearing Spring 2017 City Council Public Hearing Spring 2017 The goal of the City's public outreach program will be to provide multiple opportunities and venues to learn about the project and provide input to Staff on the desires of the community. In addition to the meetings noted above, Staff will also work with MIG to provide opportunities for online engagement activities and will be providing a City- hosted website that will be a clearinghouse for all project - related information. Staff is working out the contract details with MIG to provide assistance with the outreach efforts described above, and the contract can be executed by the City Manager once complete. Staff expects the first Open House on the project to take place in late May or early June. Page 2 of 3 EIR Contract Supplement At the meeting on March 15, 2016, the City Council authorized the City Manager to execute a Consulting Services Agreement with FirstCarbon Solutions (FCS), an environmental consulting firm, to prepare a Supplemental Environmental Impact Report for the IKEA Retail Center Project in accordance with the requirements of the California Environmental Quality Act (Resolution 41- 16). The contract with FCS has been executed and data collection work has begun. After the execution of the contract, additional information needs in the areas of transportation and economic analysis, and related work tasks were identified that were not in the original scope of work or budget. The additional work includes: 1. Additional trip count data to be collected from existing IKEA stores in order to most accurately extrapolate the future trip generation rates expected at a Dublin location. 2. Economic analysis assessing the impacts of the proposed IKEA retail store on existing businesses in Dublin. Staff requested that FCS prepare a supplement to the existing EIR scope and budget to incorporate these two additional task categories. The additional tasks will be completed concurrently with the rest of the work identified in the original contract, and the contract amendment does not change any of the work and /or costs associated with the original contract. A Resolution approving the First Amendment to the Consulting Services Agreement between the City of Dublin and FirstCarbon Solutions for the IKEA Retail Center Project EIR is included as Attachment 1. This amendment to the scope and budget is valued at $83,850 and is described in more detail in Exhibit A to Attachment 1. NOTICING REQUIREMENTS /PUBLIC OUTREACH: Although a public notice is not required to receive a project update or approve a Consultant Services Agreement, City Staff mailed a courtesy notice to all properties with 1,000 feet of the project site notifying them of this pubic meeting. Because the 1,000 foot radius touched a portion of both the Esprit townhome development and the Archstone apartments on the northeast corner of Dublin Blvd. and Hacienda Drive, notices were sent to all residents and owners within the entire development — not only those within 1,000 feet. ATTACHMENT: 1. Resolution approving the First Amendment to the Consulting Services Agreement between the City of Dublin and FirstCarbon Solutions for the IKEA Retail Center Project EIR with the Consulting Services Agreement and Scope of Work attached as Exhibit A Page 3 of 3 RESOLUTION NO. xx -16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING THE FIRST AMENDMENT TO THE CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND FIRSTCARBON SOLUTIONS FOR THE IKEA RETAIL CENTER PROJECT EIR WHEREAS, the City Council authorized the execution of a contract with FirstCarbon Solutions to prepare a Supplemental Environmental Impact Report for the IKEA Retail Center on March 15, 2016; and WHEREAS, at the request of the City, additional work tasks have been identified that were not in the original scope of work or budget; and WHEREAS, FirstCarbon Solutions prepared a supplemental scope of work and budget proposal to provide the additional information for the SEIR for the proposed project; and WHEREAS, FirstCarbon Solutions has shown that they have the ability to perform the planning and environmental consulting services required; and WHEREAS, a budget not to exceed $83,850 has been developed for the First Amendment to the original contract for the SEIR. Furthermore, in the event that both the City and the Applicant agree that additional tasks are necessary to successfully complete the EIR, the City Council authorizes the City Manager to approve an increase to the scope and budget not to exceed 20 %; and WHEREAS, FirstCarbon Solutions will perform the work outlined in the Scope of Work and Fee Proposals once the contract is executed and once the Project Applicant has funded the Developer Deposit Account to complete the work described in the Scope of Work; and WHEREAS, all costs associated with the preparation of the Supplemental Environmental Impact Report (both for the original contract and this amendment) shall be borne by the Applicant. NOW, THEREFORE, BE IT RESOLVED that the Dublin City Council does authorize the City Manager to execute the First Amendment to the Consulting Services Agreement between the City of Dublin and FirstCarbon Solutions, attached hereto as Exhibit A, for the IKEA Retail Center Project EIR with a budget not to exceed $83,850. PASSED, APPROVED AND ADOPTED this 3rd day of May, 2016, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor FIRST AMENDMENT TO THE CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND FIRSTCARBON SOLUTIONS FOR THE IKEA RETAIL CENTER PROJECT EIR THIS AGREEMENT for consulting services is made by and between the City of Dublin ( "City ") and First Carbon Solutions ( "Consultant ") as of May 3, 2016. Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 Term of Services. The term of this Agreement shall begin on the date first noted above and shall end no later than June 30, 2017. Consultant shall complete the work described in Exhibit A prior to that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City's right to terminate the Agreement, as provided for in Section 8. 1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession. Consultant shall prepare all work products required by this Agreement in a substantial, first -class manner and shall conform to the standards of quality normally observed by a person practicing in Consultant's profession. 1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons. 1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant's obligations hereunder. Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed $83,850, notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant's proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. First Amendment to the Consulting Services Agreement between May 3, 2016 City of Dublin and First Carbon Solutions Page 1 of 13 Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant's estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and /or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. 2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Said invoices shall reflect the specific tasks and timetables identified in Exhibit A attached. Invoices shall contain the following information: • Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.; • The beginning and ending dates of the billing period; • A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion; • At City's option, for each work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense; • The total number of hours of work performed under the Agreement by Consultant and each employee, agent, and subcontractor of Consultant performing services hereunder, as well as a separate notice when the total number of hours of work by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours, which shall include an estimate of the time necessary to complete the work described in Exhibit A; • The Consultant's signature. 2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant. 2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this Agreement within sixty (60) days after completion of the services and submittal to City of a final invoice, if all services required have been satisfactorily performed. 2.4 City shall make no payment for any extra, further or additional services pursuant to this Agreement unless such extra service and the price therefore is agreed to in writing, executed by the City Manager or other designated official of the City authorized to obligate Supplement 1 to the Consulting Services Agreement between May 3, 2016 City of Dublin and First Carbon Solutions Page 2 of 13 City thereto prior to the time such extra service is rendered, and in no event shall such change order exceed twenty -five percent (25 %) of the initial contract price. 2.5 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. 2.6 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown on the following fee schedule: 2.7 Reimbursable Expenses. Reimbursable expenses are specified in Exhibit A. Expenses not listed in Exhibit A are not chargeable to City. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded. 2.8 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. 2.9 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to that date. 2.10 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator. Section 3. FACILITIES AND EQUIPMENT. Except asset forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein. City may furnish physical facilities such as desks, telephone service, filing cabinets, and conference space, as may be reasonably necessary for Consultant's use while consulting with City employees and reviewing records and the information in possession of the City. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City Supplement 1 to the Consulting Services Agreement between May 3, 2016 City of Dublin and First Carbon Solutions Page 3 of 13 Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, shall procure "occurrence coverage" insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consultant shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s) and provided evidence thereof to City. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution. 4.1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any and all persons employed directly or indirectly by Consultant. The Statutory Workers' Compensation Insurance and Employer's Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative, Consultant may rely on a self- insurance program to meet those requirements, but only if the program of self- insurance complies fully with the provisions of the California Labor Code. Determination of whether a self- insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the Consultant, if a program of self- insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement. An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. 4.2 Commercial General and Automobile Liability Insurance. 4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non - owned automobiles. Supplement 1 to the Consulting Services Agreement between May 3, 2016 City of Dublin and First Carbon Solutions Page 4 of 13 4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (ed. 11/88) or Insurance Services Office form number GL 0002 (ed. 1/73) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90) Code 1 ( "any auto "). No endorsement shall be attached limiting the coverage. 4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy: City and its officers, employees, agents, and volunteers shall be covered as insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied, or used by Consultant; and automobiles owned, leased, or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers. The insurance shall cover on an occurrence or an accident basis, and not on a claims -made basis. C. An endorsement must state that coverage is primary insurance with respect to the City and its officers, officials, employees and volunteers, and that no insurance or self- insurance maintained by the City shall be called upon to contribute to a loss under the coverage. Any failure of CONSULTANT to comply with reporting provisions of the policy shall not affect coverage provided to CITY and its officers, employees, agents, and volunteers. e. An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. 4.3 Professional Liability Insurance. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors and omissions. 4.3.1 Any deductible or self- insured retention shall not exceed $150,000 per claim. Supplement 1 to the Consulting Services Agreement between May 3, 2016 City of Dublin and First Carbon Solutions Page 5 of 13 4.3.2 An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. 4.3.3 The policy must contain a cross liability or severability of interest clause. 4.3.4 The following provisions shall apply if the professional liability coverages are written on a claims -made form: The retroactive date of the policy must be shown and must be before the date of the Agreement. Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates. C. If coverage is canceled or not renewed and it is not replaced with another claims -made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five years after completion of the Agreement or the work. The City shall have the right to exercise, at the Consultant's sole cost and expense, any extended reporting provisions of the policy, if the Consultant cancels or does not renew the coverage. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any work under this Agreement. 4.4 All Policies Requirements. 4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than ANIL 4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish City with certificates of insurance and with original endorsements effecting coverage required herein. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 4.4.3 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. Supplement 1 to the Consulting Services Agreement between May 3, 2016 City of Dublin and First Carbon Solutions Page 6 of 13 4.4.4 Variation. The City may approve a variation in the foregoing insurance requirements, upon a determination that the coverages, scope, limits, and forms of such insurance are either not commercially available, or that the City's interests are otherwise fully protected. 4.4.5 Deductibles and Self- Insured Retentions. Consultant shall disclose to and obtain the approval of City for the self- insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. During the period covered by this Agreement, only upon the prior express written authorization of Contract Administrator, Consultant may increase such deductibles or self- insured retentions with respect to City, its officers, employees, agents, and volunteers. The Contract Administrator may condition approval of an increase in deductible or self- insured retention levels with a requirement that Consultant procure a bond, guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them. 4.4.6 Notice of Reduction in Coverage. In the event that any coverage required by this section is reduced, limited, or materially affected in any other manner, Consultant shall provide written notice to City at Consultant's earliest possible opportunity and in no case later than five days after Consultant is notified of the change in coverage. 4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Consultant's breach: ■ Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; ■ Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof, and /or ■ Terminate this Agreement. Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES. Consultant shall indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, officers, employees, agents, and volunteers from and against any and all losses, liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole Supplement 1 to the Consulting Services Agreement between May 3, 2016 City of Dublin and First Carbon Solutions Page 7 of 13 or in part, by the willful misconduct or negligent acts or omissions of Consultant or its employees, subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality or character of their work. The foregoing obligation of Consultant shall not apply when (1) the injury, loss of life, damage to property, or violation of law arises wholly from the negligence or willful misconduct of the City or its officers, employees, agents, or volunteers and (2) the actions of Consultant or its employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or violation of law. It is understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Consultant from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply. By execution of this Agreement, Consultant acknowledges and agrees to the provisions of this Section and that it is a material element of consideration. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and /or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. Section 6. STATUS OF CONSULTANT. 6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and /or employee contributions for PERS benefits. 6.2 Consultant No Agent. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. Supplement 1 to the Consulting Services Agreement between May 3, 2016 City of Dublin and First Carbon Solutions Page 8 of 13 Section 7. LEGAL REQUIREMENTS. 7.1 Governing Law. The laws of the State of California shall govern this Agreement. 7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder. 7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. 7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City. 7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person's race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby. Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement. Section 8. TERMINATION AND MODIFICATION. 8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant. Consultant may cancel this Agreement upon 10 days written notice to City and shall include in such notice the reasons for cancellation. Supplement 1 to the Consulting Services Agreement between May 3, 2016 City of Dublin and First Carbon Solutions Page 9 of 13 In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City, however, may condition payment of such compensation upon Consultant delivering to City any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement. 8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if City grants such an extension, City shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period. 8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties. 8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant's unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Consultant. Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator. 8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement. 8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, City's remedies shall included, but not be limited to, the following: 8.6.1 Immediately terminate the Agreement; 8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; 8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or 8.6.4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that Supplement 1 to the Consulting Services Agreement between May 3, 2016 City of Dublin and First Carbon Solutions Page 10 of 13 City would have paid Consultant pursuant to Section 2 if Consultant had completed the work. Section 9. KEEPING AND STATUS OF RECORDS. 9.1 Records Created as Part of Consultant's Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City. Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties. 9.2 Consultant's Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement. 9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and /or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of three (3) years after final payment under the Agreement. Section 10 MISCELLANEOUS PROVISIONS. 10.1 Attorneys' Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose. 10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Alameda or in the United States District Court for the Northern District of California. Supplement 1 to the Consulting Services Agreement between May 3, 2016 City of Dublin and First Carbon Solutions Page 11 of 13 10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. 10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement. 10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties. 10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. 10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Consultant in a "conflict of interest," as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq. Consultant shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq. Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12) months, an employee, agent, appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of the City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code §1090 et.seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be disqualified from holding public office in the State of California. 10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials. 10.9 Contract Administration. This Agreement shall be administered by Kristi Bascom, Principal Planner ( "Contract Administrator "). All correspondence shall be directed to or through the Contract Administrator or his or her designee. Supplement 1 to the Consulting Services Agreement between May 3, 2016 City of Dublin and First Carbon Solutions Page 12 of 13 10.10 Notices. Any written notice to Consultant shall be sent to: Mary Bean, Director of Professional Services FirstCarbon Solutions 1350 Treat Blvd., Suite 380 Walnut Creek, CA 94597 Any written notice to City shall be sent to: Kristi Bascom, Principal Planner City of Dublin Community Development Department 100 Civic Plaza Dublin, CA 94568 10.11 Professional Seal. Where applicable in the determination of the contract administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped /sealed and signed by the licensed professional responsible for the report/design preparation. 10.12 Integration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibit A, represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. CITY OF DUBLIN Christopher L. Foss, City Manager Attest: Caroline Soto, City Clerk Approved as to Form: John D. Bakker, City Attorney CONSULTANT Mary Bean, Director of Professional Services FirstCarbon Solutions Supplement 1 to the Consulting Services Agreement between May 3, 2016 City of Dublin and First Carbon Solutions Page 13 of 13 EXHIBIT A SCOPE OF SERVICES North America I Europe I Australin q Asia 1111AW ,� April 12, 2016 City of Dublin, Community Development Department Attn: Kristi Bascom, Principal Planner 100 Civic Plaza Dublin, CA 94568 Dear Ms. Bascom: S CG l'i ..1. In accordance with requests from the IKEA Retail Center applicant and the City of Dublin, FCS has prepared the following scope of work for additionally requested services to be provided in coordination with the Environmental Impact Report (EIR). Such services include additional IKEA traffic count data collection, an urban decay study and related EIR section, as well as a hazards and hazardous materials EIR section. Total cost for the following tasks is $83,850. In accordance with the existing scope of work, Fehr & Peers has recently collected driveway counts at the existing Emeryville and East Palo Stores for the following time periods: * 7:00 to 9:00 AM on Wednesday, March 23 and Thursday, March 24 * 11:00 AM to 2:00 PM on Wednesday, March 23 and Thursday, March 24 * 4:00 to 7:00 PM on Wednesday, March 23 and Thursday, March 24 * 11:00 AM to 3:00 PM on Saturday March 26 and April 2 Based on a preliminary review of the traffic count data, both the East Palo Alto and Emeryville locations generate more traffic on a Saturday than on a typical weekday; with the peak hour of observed activity from 2:00 to 3:00 PM, indicating that the original data collection period may not have captured the Saturday peak hour of trip generation. The peak weekday afternoon trip generation may also occur between 2:00 and 4:00 PM, as on some days of data collection, the observed peak was from 1:00 to 2:00 PM, while on other days it occurred earlier. Both stores also generate more traffic during the weekday afternoon than during the weekday PM peak hour. Morning peak hour trip generation is less than 20 percent of the evening peak hour trip generation. As this time period does not represent the peak trip generation for the site, no further morning peak hour data collection is recommended at either the Emeryville or the East Palo stores. Kristi Bascom April 12, 2016 Page 2 This effort would supplement the completed data collection effort with additional driveway counts and includes an optional task including the use of cell phone and global positional data to assist in identifying trip distribution patterns and vehicle miles of travel parameters. Each task is described below. o`n`o mg, r For the additional data collection effort, Fehr & Peers will retain a traffic count firm to collect additional Saturday counts at the Emeryville and East Palo Alto locations on three Saturdays from 1:00 to 7:00 PM; we will also supplement the original weekday data collection with three additional weekday days of data collection at each the Emeryville and East Palo Alto sites, from noon to 7:00 PM. Driveway counts will also be collected at the two West Sacramento store driveways for three weekdays (7:00 to 9:00 AM, noon to 7:00 PM) and three Saturdays (1:00 to 7:00 PM). As a part of this task, Fehr & Peers will review daily transaction data to be provided by IKEA for the East Palo Alto, Emeryville and West Sacramento for the past year, including the dates of data collection. This information will be used to determine if the days of data collection represent typical conditions. We would not recommend evaluating maximum trip generating conditions. Budget The cost of this task is $20,250, which includes data collection costs. Should additional data collection periods be requested, the data collection cost is approximately $1,800 per day for the East Palo Alto site (4 driveways), and $900 per day each for the Emeryville and West Sacramento sites (2 driveways, each). Fehr & Peers will obtain Global Positioning Data and Cell Phone Data from Streetlight data to identify travel patterns to the East Palo Alto, Emeryville and West Sacramento IKEA stores, as well as to retail areas in proximity to the proposed site. This information will be used provide the following information (please note that this data represents a sample of all visitors and would be supplemented by other data, such as total traffic counts): • Trip origin by time of day and time of week — this data will potentially provide information, such as, during the weekday, most trips to an IKEA come from within a 10 mile radius, while on a weekend, trips have a 30 -mile radius. This information will be useful in identifying potential trips to existing IKEA stores that may switch to the Dublin store as well as validating the vehicle miles of travel calculations from the travel demand model. • Travel Flows — for this assessment, we will review the trip origins of patrons to three existing major retail centers in the Tri- Valley area, including Stoneridge Mall, San Francisco Outlets, and Hacienda Crossings. This information will be used in conjunction with traffic count data and information from the travel demand model to develop trip distribution percentages. Budget The cost of this task is $10,600, which includes data collection costs and processing time. Kristi Bascom April 12, 2016 Page 3 ... Under the direction of FCS, BAE Urban Economics will prepare an Urban Decay Analysis. BAE's scope for this study takes the analytical steps necessary to reach a conclusion regarding urban decay for the retail component of the project. The urban decay analysis will include the following: • Identify Key Retail Nodes • Retail Sales Trends • Define Trade Area for Proposed Project • Demographic and Economic Overview of the Trade Area • Estimate Sales Generated by the Trade Area • Leakage Analysis for the Trade Area • Assess Performance of Competing Retail Nodes • Estimated Potential Sales in New Project and Impacts on Existing Retailers • Determination of Urban Decay and Physical Deterioration • Preparation of Written Report for DEIR • Response to Public Comments • Public Hearing Attendance The cost of the Urban Decay Analysis is $47,500 rr -. It ,. It , ` M FCS will incorporate the analysis and findings of the BAE prepared Urban Decay Analysis into the Draft EIR as an additional topical section. The Urban Decay Analysis document will be included as an appendix to the Draft EIR. The cost of incorporating the Urban Decay Analysis in to the Draft EIR is $2,500. . , FCS will prepare a Hazards and Hazardous materials section for the Draft EIR to document onsite past and present soil contamination and remediation. Preparation of the EIR section will rely entirely on readily available existing information and reports regarding past and present onsite conditions. FCS will provide mitigation to ensure that any remaining contaminated soils or other hazards are properly remediated prior to implementation of the project. The cost of providing a Hazards and Hazardous Materials Draft EIR section is $3,000. Kristi Bascom April 12, 2016 Page 4 FCS is requesting a total budget augment in the amount of $83,850 for the provision of the above tasks. s , Task Budget Task 1a: Additional Driveway Data Collection $20,250 Task 1b: Cell Phone Data (Optional Task) $10,600 Task 2: Urban Decay Analysis $47,500 Task 3: Urban Decay Draft EIR Section $2,500 Task 4: Hazards and Hazardous Materials EIR Section $3,000 Total $83,850 FCS, along with our subconsultants, looks forward to providing these services to the City of Dublin and the IKEA Retail Center applicant. Please contact us if you have any questions. Sincerely, Janna Waligorski, Project Manager IF uuir tCa Albin S Illtutui un 1350 Treat Boulevard, Suite 380 Walnut Creek, CA 94567 EXHIBIT B COMPENSATION SCHEDULE City hereby agrees to pay Consultant a sum not to exceed $85,850 for the services described in Exhibit A. In the event of a conflict between this Agreement and Scope of Services, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. Consultant shall not bill for any reimbursable items unless previous approval has been granted. Public Outreach Program Overview and First Amendment to the Consulting Services Agreement for the IKEA SEIR City Council May 3, 2016 Outreach Program Overview Activity Target Audience Expected Timeframe Open House #1 Community members citywide Late May/Early June 2016 Issue-specific topical meetings People interested in a specific issue such as traffic, aesthetics, or site planning Fall 2016 (once technical studies are complete) City Council project update Fall 2016 Open House #2 Community members citywide Fall 2016/Winter 2017 Online Engagement and Participation activities Community members citywide Beginning Summer 2016 and ongoing throughout the project City Council project update Winter-Spring 2017 Planning Commission Study Session Winter-Spring 2017 Planning Commission Public Hearing Spring 2017 City Council Public Hearing Spring 2017 SEIR Contract Amendment •Original contract to prepare the SEIR authorized March 15, 2016 •Contract has been executed and work has begun •Additional tasks requested related to traffic data collection and economic analysis •Scope and budget amount: $83,850 Staff Recommendation Adopt the Resolution approving Supplement 1 to the Consulting Services Agreement between the City of Dublin and FirstCarbon Solutions for the IKEA Retail Center Project EIR. Receive the information and provide input to Staff, as desired, on the proposed City-sponsored Public Outreach Program Project Site Hacienda Crossings Transit Center BART garage SAP Persimmon Place Boulevard (Dublin Crossing) Project Summary Development of the site may include: •377,479 square foot IKEA retail store •Four additional pad buildings for retail, restaurant, potential hotel No detailed application yet on file. Future project applications will be: •Stage 2 Development Plan (PD Rezoning) •Site Development Review (site and architectural approval) •Tentative Map to divide site into multiple commercial parcels IKEA is refining their site plan and their proposed project. The environmental analysis will begin once that work is complete.