HomeMy WebLinkAbout2009-10-13 CC Item No. 5 Contract with HDR Central Cross Roads Project CITY OF
LAKE LSINOI ..L
DREAM EXTREME.
REPORT TO CITY COUNCIL
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: ROBERT A. BRADY
CITY MANAGER
DATE: OCTOBER 13, 2009
SUBJECT: AUTHORIZATION FOR THE CITY MANAGER TO ENTER INTO A
CONTRACT WITH HDR, INC. FOR THE PREPARATION OF AN
ENVIRONMENTAL IMPACT REPORT FOR THE CENTRAL
CROSSROADS PROJECT (COMMERCIAL DESIGN REVIEW NO. 2007-
10, CONDITIONAL USE PERMIT NO. 2007 -12, AND UNIFORM SIGN
PROGRAM NO. 2007-04)
Background
The City of Lake Elsinore serves as the lead agency to evaluate the environmental
impacts of development projects proposed within the City. The Community
Development Department is responsible for the preparation of the necessary
information and, depending on the scope and size of the project, will either prepare the
environmental documents in -house or have a consultant prepare the documents and
studies. The cost of preparing the environmental analysis is paid for by the project
applicant through the application fee process and cost recovery system.
Discussion
Applications for Commercial Design Review No. 2007 -10, Conditional Use Permit No.
2007 -12, and Uniform Sign Program No. 2007 -04 were submitted in April, 2007.
However, due to the change in the economic climate at the time, the project was halted
by the developer, and processing by the City was put on hold. HDR has now been
requested to reactivate the preparation of the Environmental Impact Report, which is to
consider changes in the tenant mix of the project, and provide additional EIR sections.
The project is located on approximately 13.3 acres at the southeast corner of State
Highway 74 and Cambern Avenue. The proposed project site is currently undeveloped
land designated for commercial use.
CC October 13, 2009 Item No. 5
Page 1 of 11
HDR Contract Services
October 13, 2009
Page 2
The City initially entered into a contract with HDR in 2007 to prepare an EIR and to
manage the technical consultants necessary to support that effort. A Screencheck Draft
of their work was submitted to the City in July 2008. However, at that time the applicant
halted work on the project.
The proposed cost of preparing the additional technical studies and EIR ssections, as
well as the reanalysis necessary to make the environmental document consistent with
the newly proposed project is estimated at $126,950 to complete the EIR process.
Fiscal Impact
The cost of preparing the environmental review will be paid by fees collected from the
applicant through the City's cost recovery program. All staff administrative time and
consultant costs are paid from the applicant's fees. There is no cost to the City.
Recommendations
Staff recommends that the City Council authorize the City Manager to enter into a
contract with HDR for an amount estimated at $126,950.
Prepared by: Tom Weiner
p b y
Acting Community Development Director
Approved by: Robert A. Brady( 6
City Manager
Attachments:
1. Vicinity Map
2. HDR Contract Proposal
CC October 13, 2009 Item No. 5
Page 2 of 11
VICINITY MAP
FOR CENTRAL CROSSROADS
/
1
/
APN: 377 - 030 -076, 015 \ �.,
& 377 - 090 -009 �� P
___.:7____ \ , :, , ..41,,,,,,,,m":1$15:::6, ': r Ky ��
!r
/ ^dF
/ \ O \ '‘.\ R` . ✓
tE
'S P s a f4 # ,
x
� ��
\ ' \- c o k "
-
co
\ <
i S
( \
\
CC October 13, 2009 Item No. 5
Page 3of11
Scope of Work
September 10, 2009
Environmental Impact Report - Shoppes at Central
Crossroads
City of Lake Elsinore, California
Under contract to the City of Lake Elsinore (City), HDR prepared a Screencheck Draft Environmental
Impact Report (DEIR) for the Shoppes at Central Crossroads Project. The project was placed on hold in
July 2008. Due to changes in the tenant mix of the commercial center, the project is being reactivated but
additional environmental analysis is required. This scope of work includes revisions to existing analysis
as well as the addition of additional EIR sections to make the environmental document consistent with the
proposed project. Where possible HDR will utilize analysis conducted for the existing Screencheck
DEIR. HDR assumes that a new contract with the City of Lake Elsinore will be initiated for this scope of
work.
HDR will be relying on the following applicant - supplied studies /information for use in the preparation of
the EIR.
• Project Description — all project features including, but not limited to, the following:
o Site access
o Lighting plan
o Grading Plan
o Retaining walls
o Signage
o Construction schedule
• Site Plan
• Entitlement Documentation/Application
• Architectural Elevations /Artist Renderings
• Traffic Impact Study (Urban Crossroads)
• Noise Study (Urban Crossroads)
• Air Quality /Greenhouse Gas Study (Urban Crossroads)
• Economic Analysis (for use in urban decay analysis)
Task 1 Project Initiation and Coordination
All project initiation and coordination will occur under this task. This task includes allowance for up to
80 hours (Project Manager) of coordination efforts related to the proposed project. This task includes:
fal CC October 13, 2009 Item No. 5
1 Septem04l9f 11
• Coordination with City and Applicant to gather all necessary information and data;
• Coordination with project consultants, subconsultants and legal team;
• Project kick -off meeting; and
• Status update emails sent to team every other week identifying progress and any project issues.
Task 2 Draft Environmental Impact Report
Sub -Task 2A Screencheck No.1 DEIR
The Draft Environmental Impact Report will be prepared in accordance with Section 15162 of the
California Environmental Quality Act (CEQA) Guidelines. HDR will prepare a Screencheck DEIR for
review by the City of Lake Elsinore Planning Department. The DEIR will be prepared in accordance with
the provisions of the amended CEQA Guidelines and the City CEQA Guidelines, and will include all
CEQA and City required sections based on the previously circulated NOP and additional information
provided by the project team. Each environmental factor will be evaluated for existing conditions, project
impacts, level of significance of project impacts, cumulative impacts, level of significance of cumulative
impacts, mitigation measures, and level of significance with mitigation measures incorporated.
Where possible, HDR will utilize existing site - specific information and analysis from the Screencheck
DEIR and supporting technical studies prepared for the Shoppes at Central Crossroads project in
July 2008. Based upon the preliminary conclusions in the Initial Study prepared for the project, as well as
information provided by the project team, the following provides a brief discussion of the work to be
undertaken for each of the key areas in the DEIR:
Section 1.0 — Introduction and Executive Summary: The introduction will utilize existing data from the
existing Screencheck DEIR, including information regarding the purpose of a DEIR and procedural
information. This section will be revised to provide a summary of the proposed project's impacts and
mitigation measures. It will identify, in an overview fashion, the proposed project under consideration and
its objectives including any design features that will be implemented. This section will briefly discuss the
environmental impacts associated with project implementation (whether beneficial or adverse, significant
as well as less than significant), and will contain discussions of impact areas determined to be less than
significant and therefore not elaborated on in the Impacts Analysis (Section 4.0).
Section 2.0 - Project Description: The project description will utilize existing information gathered for
the existing Screencheck DEIR including the proposed project location and setting, and site
characteristics. This section will be revised to include new project objectives, and the characteristics of
the proposed project. This section will also include the discretionary permits and approvals. Transmittal
of all entitlement documentation to HDR in a timely manner is crucial to meeting established
environmental document preparation and processing schedules.
Section 3.0 — Regional Environmental Setting: This section will provide an overview of the
environmental and jurisdictional setting for the proposed project. An analysis of the major environmental
characteristics and surrounding land uses will be presented, along with a discussion of the past, present,
and reasonably foreseeable future projects and activities in the surrounding areas that will serve as the
basis for the cumulative impact analysis. This regional environmental setting will constitute the general
baseline of physical conditions by which the lead agency (City) determines an impact to be significant. It
is expected that the existing information generated for the existing Screencheck DEIR can be used and
substantial revisions to the regional environmental setting section will not be required. HDR will confirm
the cumulative project list is up to date.
CC October 13, 2009 Item No. 5
hal 2 Septemba of 11
Section 4.0 — Environmental Impact Analysis: The existing Screencheck DEIR will be used to the
maximum extent practicable, while being updated to reflect the proposed project. It is expected that the
existing conditions section for each area will still be applicable, with the majority of the effort focused on
the analysis and mitigation. The existing biological resources and cultural resources sections from the
existing Screencheck DEIR will be used and additional technical research is not anticipated.
Each section of the DEIR will include a discussion of the project - specific environmental setting,
significance thresholds, project impacts, mitigation measures, cumulative impacts, and the level of
significance after mitigation. The assessment of impacts will be consistent with CEQA requirements and
will utilize defined threshold of significance to determine the impacts of the proposed project. The
following is an overview of the approach to the key environmental issues:
Aesthetics — The existing Screencheck DEIR did not include a separate aesthetics section. HDR will
add this section to the DEIR to address the 24 -hour lighting typically used by the major tenant.
Additionally, based upon the analysis of the economic analysis, analysis regarding urban decay may
be included in this section as well. If applicable, mitigation measures will be proposed in response to
conclusions of potentially significant project impacts.
Air Quality/Global Climate Change — HDR will incorporate the findings of the revised air quality
technical report to be prepared by applicant- retained Urban Crossroads. HDR will include a
discussion of the project's potential impact to or from global climate change based upon the
Greenhouse Gas Emissions Evaluation provided in the air quality report. If applicable, mitigation
measures will be proposed in response to conclusions of potentially significant project impacts.
Hydrology and Water Quality- HDR will update this section based on a revised drainage and water
quality management plan provided by the Applicant's Engineer. Impacts related to the project's
drainage patterns and stormwater quality will be identified. If applicable, mitigation measures will be
proposed in response to conclusions of potentially significant project impacts.
Land Use — The existing Screencheck DEIR did not include a separate land use section. HDR will
add this section to the DEIR to address the project's consistency with the City's current 1990 General
Plan and proposed General Plan Update. All proposed entitlements will be presented in this section of
the DEIR. Potential land use consistency impacts will be analyzed and mitigation identified, if
impacts are identified.
Noise — HDR will incorporate the findings of the revised noise impact to be provided by applicant -
retained Urban Crossroads. The noise analysis will address the acoustical environment on and
surrounding the proposed project site and county, state and federal mandated significance thresholds
will be documented. Project - related noise generation will be documented and graphically depicted.
If applicable, mitigation measures will be included to reduce any potentially significant adverse
impacts to less than significant levels.
Public Services and Utilities — The existing Screencheck DEIR did not include a separate public
services and utilities section. HDR will add a public services and utilities section to the DEIR to
address the project's potential impact to police and fire protection services, water, sewer and landfill
service, as well as energy consumption. HDR will contact the various service providers for input on
the analysis. If applicable, mitigation measures will be included to reduce any potentially significant
adverse impacts to less than significant levels.
Transportation /Traffic — HDR will incorporate findings from the updated traffic report prepared by
applicant- retained Urban Crossroads. HDR understands the traffic generation rates and peak hour will
CC October 13, 2009 Item No. 5
3 Septemlgag106%f 11
reflect the unique generation by the major anchor tenant. HDR assumes that the study will document
existing traffic and circulation conditions in the vicinity of the proposed project and project - related
traffic /circulation impacts. In addition, HDR assumes that the traffic study will include all appropriate
scenarios, including future (cumulative) with and without project. The traffic report will be prepared
to address City concerns regarding substandard traffic and circulation conditions and project impacts.
If applicable, mitigation measures will be proposed to reduce potential traffic impacts to less than
significant levels.
Section 5.0 — Project Alternatives: Alternatives to the proposed project will be established in discussions
between HDR, the City, and the Applicant. For the purposes of this proposal, a total of two alternatives
in addition to the mandatory no project alternative will be considered in this section of the DEIR. It is
assumed that that the alternatives will include redesign or reduction in the project's intensity (e.g.,
reduced footprint) to address potentially significant issues. For each alternative, a description of the
alternative, consideration of the alternative's feasibility in relation to the proposed project's basic
objectives, and a comparative analysis of the environmental impacts attributable to the alternative versus
those associated with the proposed project for each of the environmental categories discussed above will
be provided. Consideration of any further alternatives which may be required will require modifications
to the project budget.
Section 6.0 — Growth - Inducing Impacts: HDR will update the existing Growth- Inducing chapter in the
existing Screencheck DEIR to address potential impacts associated with the proposed project.
Section 7.0 — Inventory of Unavoidable Adverse Impacts: HDR will update the existing chapter in the
existing Screencheck DEIR to address potential impacts associated with the proposed project.
Section 8.0 — Persons and Organizations Consulted/References: HDR will update the existing chapter
in the existing Screencheck DEIR to incorporate additional references associated with the proposed
project.
DEIR Distribution
HDR will submit up to six copies of the Screencheck No.1 DEIR for City and Applicant review.
Sub - Task 2B Screencheck No.2 DEIR
Following City and Applicant review of the Screencheck DEIR, HDR will prepare Screencheck No. 2
DEIR for City and Applicant review. HDR will submit up to six copies of the Screencheck No.2 DEIR
for City and Applicant review.
Sub - Task 2C Draft EIR for Public Review
HDR will incorporate City and Applicant comments on the Screencheck No. 2 DEIR and prepare the
DEIR for public review. HDR assumes that 50 copies (hardcopy) of the DEIR and technical appendices
(on CD) will be provided for distribution. HDR will prepare the Notice of Completion to be distributed
along with public circulation of the DEIR and will transmit the required copies to the State Clearinghouse
and reviewing agencies.
CC October 13, 2009 Item No. 5
4 SeptemPaglOnf 11
Sub -Task 2D Preparation of Final EIR/ Errata/CEQA Findings
Near the conclusion of the public review period, HDR will obtain all comments received on the DEIR.
After consultation with City and the Applicant, HDR will prepare the Screencheck Final EIR (FEIR)
containing proposed responses to comments and revisions to the DEIR identified from review comments.
This Scope of Work includes 60 hours for response to comments received on the DEIR. Any revisions to
the EIR text will be addressed in a "Corrections and Additions" section of the FEIR. Up to six copies of
the Screencheck FEIR will be submitted to the City and Applicant for review.
Upon incorporation of one round of comments on the Screencheck FEIR, HDR will prepare the FEIR and
CEQA Findings for submittal to the City. The FEIR and Findings will be presented at the City Planning
Commission and the City Council meetings. Responses to Comments will be distributed to responders at
least ten days prior to City Council approval. Upon certification of the FEIR, HDR will prepare the
Notice of Determination for the City to file. HDR will submit 24 copies each of these final documents to
the City.
Task 3 Mitigation Monitoring and Reporting Program
HDR will prepare a Mitigation Monitoring and Reporting Program (MMRP) and matrix in table format
for submittal to the City and Applicant after comments have been received at the close of public review.
The MMRP will contain a compilation of mitigation measures identified in the EIR. These mitigation
measures and the established MMRP will be fully consistent with the City policies and programs and will
meet the requirements of Section 21081.6(a) of the Public Resources Code.
Task 4 Meetings and Hearings
Under this task, HDR's Project Manager and when requested, Principal -in- Charge will attend up to three
project meetings, one Planning Commission Meeting and one City Council meeting. HDR is available to
attend additional meetings, should it be required. These additional meetings would be billed on a time and
materials basis at HDR's current rate.
Optional Task A Mitigation Compliance & Coordination Support
In this era of increased scrutiny and litigation on CEQA projects, it has become even more important to
ensure mitigation measures are tracked and implemented after project approval. Under Task 3 of this
proposal, HDR has included a task for preparation of a MMRP pursuant to CEQA Guidelines Section
15097. This optional task expands upon Task 3 by providing additional mitigation compliance and
coordination support to the City.
Under this task, HDR will create, manage, and implement a mitigation tracking tool ( "Mitigation
Tracker ") to facilitate the City and Applicant with tracking and monitoring policy goals and mitigation
measures outlined in the EIR. The Mitigation Tracker is a customized web -based database that tracks in
an organized fashion a variety of different measures by milestone, issue area (i.e., air quality),
department, (i.e., planning), and status (i.e., measure completed). Additionally, the Mitigation Tracker
would store information (i.e., monitoring reports, policy updates, and changes in conditions) regarding
policies and mitigation and would provide the City and Applicant with the ability to prepare status
reports.
CC October 13, 2009 Item No. 5
5 Septemin 0 t 9 of 11
This optional task includes the following activities:
• Meeting with City staff to identify specific needs;
• Development of the Mitigation Tracker;
• Data entry of all the relevant policies and mitigation measures; and
• 80 hours of on -going maintenance and support for the database.
The cost for development and maintenance of HDR's basic Mitigation Tracker option would be
$29,000. Depending on the City's specific needs, the cost for developing the Mitigation Tracker may
vary. HDR would meet with the City to adjust the work program accordingly.
Schedule
HDR understands that time is of the essence and the CEQA environmental documents will be prepared in
an efficient manner. The following schedule depicts the EIR preparation and review process schedule and
includes the major project CEQA milestones:
TASK DURAT ION
1: Project Initiation and Attendance at Meetings Ongoing
2a: Screencheck No.1 DEIR a
Prepare Screencheck No.1 DEIR 4 weeks
HDR Internal QA/QC Process 1 week
City/Applicant Review 3 weeks b
2b: Screencheck No.2 DEIR
Incorporate edits and prepare Screencheck No.2 DEIR 2 weeks
HDR Internal QA/QC Process 1 week
City/Applicant Review I week
2c: Draft E1[R
Incorporate edits and prepare DEIR 1 week
HDR Internal QA/QC Process 1 week
City/Applicant Review (f necessary) 1 week
Finalize/ Distribute DEIR 1 week
DEIR Public Review Period 6 weeks
2d: Prepare FEIR/RTC/Findings
Prepare Administrative FEIR, Response to Comments, MMRP 3 weeks
Internal QA/QC 1 week
City/Applicant Review 2 week b
Finalize/Distribute 1 week
3: MMRP 1 week
TOTAL Approx. 30 Weeks
a Assumes receipt of all project information and technical reports prepared by Applicant's consultants and reviewed
by the City.
b This review period is an estimate, dependent on City schedule.
. CC October 13, 2009 Item No. 5
IZJ 6 SeptemtRtmogof 11
Cost Estimate
The following cost estimate has been prepared to outline costs to complete the above outlined Scope of
Work tasks. Reimbursable expenses, including travel and technology charges, etc. will be invoiced in
accordance with HDR standard rate schedule. Document reproduction is an estimate only and a detailed
estimate will be obtained prior to document production. Costs are based upon the HDR standard hourly
rate sheet.
TASK COST
1: Initiation /Coordination
Initiation/Coordination $15,500
Task I Subtotal $15,500
2: Draft EIR
2A: Screencheck No.1 DEIR $55,900
2B: Screencheck No.2 DEIR $9,300
2C: Draft EIR $5,900
2D: FEIR/ Errata/ CEQA Findings $19,000
Task 2 Subtotal $90,100
3: Mitigation Monitoring and Reporting Program
Prepare MMRP $1,500
Task 3 Subtotal $1,500
4: Meetings and Hearings
Preparation and Attendance at Meetings/Hearings $10,600
Task 4 Subtotal $10,600
Document Reproduction/Reimbursables
Printind $6,900
Mailing/Postage $1,450
Travel/Mileage $900
R/R Subtotal $9,250
Optional Task A — Mitigation Compliance & Coordination $29,000
(1) Printing costs can be reduced by providing the EIR in an electronic (CD) format instead of hardcopies.
Should the need arise for additional professional services beyond those set forth in the Scope of Work due
to revisions to the project, the regulatory environment, requirements exceeding our specified budget
allowances, HDR will only undertake such additional services upon receipt of authorization by The City
of Lake Elsinore.
CC October 13, 2009 Item No. 5
7 SeptemB 11
AU>E'HORIZATION
By signing below, the City of Lake Elsinore and HDR Engineering, Inc. agree to the Scope of Work,
Cost Estimate, and Terms and Conditions attached as Attachment B to this contract.
HDR Engineering, Inc. City of Lake Elsinore
I 0
By: By:
Name: ichard Coles Name: Robert A. Brady
Title: Vice President Title: City Manager
Address: 8690 Balboa Ave., #200 Address: 130 South Main Street
San Diego, CA 92123 Lake Elsinore, CA 92530
Attest: Approved as to Form:
Deborah Thomsen, City Clerk Barbara Zeid Leibold, City Attorney
City of Lake Elsinore City of Lake Elsinore
L��
CC October 13, 2009 Item No. 5
hal 8 Septei$agie21:00f 11