Budget Augment Request April 4, 2024 | Page 1
April 4, 2024
Chris Heldreth
Planning Department
City of Barstow
220 E. Mountain View St., Suite A
Barstow, CA 92311
Subject: City of Barstow General Plan Update – Scope and Budget Augment Dear Mr. Heldreth,
The City originally requested support from PlaceWorks to complete a General Plan Update and EIR (GPU), with the intention to complete the general plan document by mid-2023. While the Barstow International Gateway (BIG) project was known in its conceptual form at the time the original scope was prepared, the City initially took the lead on coordinating with BNSF on various aspects. BNSF’s submission of the BIG preapplication letter in June 2023 signaled the start of extensive coordination and the City determined it needed additional support from PlaceWorks.
The size and magnitude of the BIG Specific Plan concept meant that any changes to the prospective project could have substantial implications for the balance of the GPU. As the City coordinated with BNSF over multiple rounds of refinement to understand the final draft nature of the proposed project, PlaceWorks expanded its level of support through dozens of coordination meetings with the City and BSNF, multiple reviews and refinements of land use and circulation concepts in and around the BIG area, an evaluation of legal and policy implications, and engagement with the general public, decision makers, landowners, service providers, and other stakeholders. This additional work has consumed the budget for and delayed the start of some of the original tasks. The complexity of the BIG project has also extended the overall GPU timeframe.
The City is requesting assistance from PlaceWorks to peer-review the draft environmental documentation prepared by BNSF and integration of their project-level analysis into the GPU EIR. The City will also need additional assistance to comply with state law requirements that were either not previously scoped and found lacking only after a review of the draft Housing Element or pertaining to the Circulation Element based on the extended timeline.
To supplement the original budget and to provide additional support, PlaceWorks isrequesting the following augment for original tasks related to GIS, outreach, the general plan document, EIR, and project coordination, and for new tasks related to fiscal analysis, legal compliance, and peer review/EIR integration.
SCOPE OF WORK - AUGMENT
TASK 1. CONTEXT AND MAPPING
Task 1.3 GIS Data and Mapping
GIS data development and mapping supports all major tasks in the GPU, including that which is needed to understand needs and implications regarding potential policies, environmental analysis, and necessary zoning changes. PlaceWorks was on pace to consume the budget in accordance with the original scope and schedule; however, accommodating the BIG Specific Plan application required additional out-of-scope data development and mapping. With the working draft land use and circulation plans completed, data development will return its focus to support general plan elements, the EIR, and zoning.
Budget Augment Request April 4, 2024 | Page 2
TASK 2. PUBLIC OUTREACH AND EDUCATION PROGRAM
Task 2.2 Public Engagement
As originally scoped, PlaceWorks was available to lead or support a variety of activities representing approximately 300 hours of staff time. PlaceWorks played a supporting role in City-led stakeholder meetings, held prepare for and lead the Town Hall (April 2023), created and analyzed a community survey (April to August 2023), and prepared outreach materials ranging from a Fact Sheet to environmental justice story maps. Following the BIG application submittal, it was determined that PlaceWorks would take a larger role in leading the outreach activities moving forward, including presentations to Planning Commission and City Council in February 2024 and the Scoping Meeting / Open House in March 2024. The budget augment addresses the work done to prepare for and conduct the March 2024 event and to conduct additional public engagement, such as stakeholder interviews, community group meetings, a second Open House, and briefings with the Planning Commission and City Council.
TASK 3. GENERAL PLAN UPDATE
Task 3.2 Prepare General Plan
This task was intended to encompass the necessary revisions to the general plan elements, including updated goals, policies, and figures. Following BNSF’s submission of the BIG Specific Plan application, PlaceWorks was required to revisit multiple aspects of the working draft land use plan and associated buildout projections, which were originally budgeted in Task 3.1. PlaceWorks and City staff continued to iterate on the land use plan and buildout projections, drawing from the budget originally allocated for Task 3.2. In particular, PlaceWorks evaluated and iterated to ensure the City was informed on potential implications for the roadway network, disadvantaged unincorporated communities (DUCs), and annexation. The additional work effort resulted in multiple internal draft land use and circulation plans, and culminated in a working draft land use plan and buildout projections that were presented to the Planning Commission and City Council in February 2024 and at the Scoping Meeting / Open House in March 2024.
The preliminary draft goals, policies, and figures prepared prior to the BIG Specific Plan application also required extensive revisions. Some figures were drafted for the March scoping Meeting / Open House; however, many of the maps and all of the goals and policies are still in a working draft state or have yet to be crafted, pending BNSF’s submission of the draft BIG Specific Plan. The budget augment would enable PlaceWorks to complete remaining revisions to the general plan elements. Additionally, the budget augment would fund two new work efforts that must be added to this task to ensure compliance with state law.
SB 244 Analysis (Housing Element)
In reviewing the City's draft 6th Cycle Housing Element (previously prepared by Dudek), it appears that the 5th Cycle Housing Element contains a reference to the requirements of Senate Bill 244 (enacted in 2011), which requires Barstow to assess access to public infrastructure and services for DUCs. However, the analysis was minimal and is unlikely to be considered adequate. State law requires the City to revisit this analysis concurrently with its Housing Element update and to revise other elements of the general plan as necessary.
This analysis includes (for each DUC) a description/map and an analysis of water, wastewater, stormwater drainage, and structural fire protection needs or deficiencies, along with a discussion of financing mechanisms that could make extending services financially feasible. This analysis was not found in the 2015 General Plan update and must be completed to ensure legal compliance. Fortunately, the City’s sewer master plan update, EIR public service evaluations, and the potential fiscal analysis can be leveraged. However, the City must also document the analysis, findings, and potential financing options --- either as a separate report, part of the Housing Element, or other parts of the General Plan.
Budget Augment Request April 4, 2024 | Page 3
SB 932 Vision Zero (Circulation Element)
Shortly after PlaceWorks submitted the GPU scope of work, legislation was enacted requiring jurisdictions to identify roadways and intersections with high incidences of cyclist- and pedestrian-involved collisions, and to prioritize improvements that increase cyclist and pedestrian safety (vision zero), with goals for initiation and completion of all actions within a 25-year timeframe. The legislation is applicable to any jurisdiction adopting a substantive revision of their circulation element, on or after January 1, 2025. Based on the original project schedule (adoption targeted for early 2024), PlaceWorks and Fehr & Peers did not include scope or budget to address this requirement. Delays beyond PlaceWorks’ and the City’s control have extended the project timeline into 2025, meaning that the City must now address the vision zero requirements in its GPU.
Task 3.4 Fiscal analysis
The original scope of work did not include a fiscal analysis of the working draft land use plan, as the growth anticipated at the time represented an incremental increase compared to the current plan. With BNSF’s submission of BIG Specific Plan application, which included a preliminary economic impact report, the true magnitude of growth became clear. To better understand how the proposed project financially impacts the City, PlaceWorks will project municipal costs and revenues annually through 2050 and at ultimate buildout.
If the analysis identifies potential costs in excess of revenues, we will identify strategies and policies, such as development impact fees and special funding and financing districts, to ensure a positive fiscal benefit from growth and development.
TASK 5. ENVIRONMENTAL ANALYSIS
Task 5.3 First Administrative Draft EIR
Given the scope of the original general plan update, PlaceWorks budgeted for a routine environmental review document prepared wholly in-house. The magnitude and potential environmental impacts of the BIG project application necessitated a reevaluation of the project approach and ultimately resulted in a new strategy to incorporate the BIG project-level environmental analysis into the general plan EIR. PlaceWorks revised multiple sections, including maps and graphics, of the analysis based on new information provided by the BIG Specific Plan team and drafted new sections that would not have been required otherwise. The budget augment would enable PlaceWorks to complete work already underway in support of the Draft EIR document. Additionally, the budget augment would fund work efforts, including peer-review of the projectlevel analysis, which must be added to this task to ensure the more complex document will withstand a higher level of legal scrutiny.
TASK 8. PROJECT MANAGEMENT
Task 8.1 General Project Management
This task includes multiple facets of project management, including day-to-day coordination, meetings with City staff, schedule development, and maintenance of the Administrative Record. PlaceWorks originally included time and budget for key staff members to attend up to 18 in-person meetings and periodic conference calls, on an as-needed basis, throughout the process. With the extension of the project schedule and additional coordination necessitated by the BIG project application submittal, the total number of meetings has increased to roughly 75 conducted between November 2022 and March 2024, with two meetings currently held each week, along with a third meeting held every other week. A fourth periodic meeting with the County is slated to start in April. PlaceWorks believes that consistent and constant communication is essential to complete a complex and comprehensive GPU. To adhere to the latest schedule and prevent further delays, PlaceWorks is requesting additional budget to allow for ongoing coordination between the City, PlaceWorks, and BNSF.
Budget Augment Request April 4, 2024 | Page 4
CONTINGENCY
Given the dynamic nature of this complex comprehensive update, additional adjustments to the scope and budget based on new information, unexpected obstacles, or unexpected opportunities may be necessary.
PlaceWorks recommends adding a contingency component to the overall budget. This contingency budget would only be used with written approval by and at the discretion of City staff to ensure the achievement or furtherance of the objectives of the GPU. The contingency budget could augment existing tasks or provide resources to add new tasks. For example, the contingency could fund additional meetings, further rounds of review, or different products that are currently outside of the scope of work.
PROPOSED BUDGET - AUGMENT
Table 1 includes a task-level breakdown of the currently remaining budget and requested augment for the specified tasks. The contingency reflects 10% of the net requested augment. If you have any questions regarding this proposal, please feel free to contact the undersigned.
Table 1. Proposed Augment Breakdown
Task Task Name Balance as of
April 1, 2024
Augment
Request
Balance for
Future Work Reason for Augment
1.3 GIS Data/Mapping $3,559 $22,000 $25,559 Additional mapping for GP, EIR, and zoning
2.2 Public Engagement ($45,049) $85,000 $39,951 March 2024 Open House/ongoing outreach
3.2 Prepare General Plan ($20,147) $148,000 $127,853 New state laws and augmenting budget to reflect extensive land use planning needed
- Draft General Plan ($20,147) $107,000 $86,853 Additional land use planning needs requested by City to address BNSF and policy evaluation meant that minimal
general plan prep was able to take place
- Housing (SB 244) $- $19,000 $19,000 State law requirements not covered by previous HE - Circulation (SB 932) $- $22,000 $22,000 New requirements for elements updated in/after 2025
3.4 Fiscal Analysis $- $50,000 $50,000 Additional support requested by City
5.3 First Admin Draft EIR ($49,130) $175,000 $125,870 Integration of project-level BIG SP
8.1 Project Mgmt ($3,740) $105,000 $101,260 Additional coordination w/City, County, and BNSF - Contingency -- $58,500 $58,500 Contingency for unexpected future work TOTAL ($114,507) $643,500 $528,993
Respectfully submitted,
Mark Teague Colin Drukker
Managing Principal/PIC Principal/Project Manager