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Home My WebLink AboutItem 7.2 IKEA Project EIR STAFF REPORT CITY CLERK File #600-30 CITY COUNCIL DATE:May 3, 2016 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: 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. Resolution Staff further recommends that the City Council adopt the 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 Reviewed By Community Development Director Assistant City Manager ITEM NO. 7.2 Page 1 of 3 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 People interested in a specific issue such Fall 2016 (once technical topical meetings as traffic, aesthetics, or site planning studies are complete) City Council - project update Fall 2016 Open House #2 Community members citywide Fall 2016/Winter 2017 Online Engagement Community members citywide Beginning Summer 2016 and and Participation ongoing throughout the activities 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. rd PASSED, APPROVED AND ADOPTED this 3 day of May, 2016, by the following vote: AYES: NOES: ABSENT: ABSTAIN: __________________________________ Mayor ATTEST: City Clerk