Cities of Ocean Shores and Westport Request for Proposals From Qualified Consultants for Comprehensive Update of their Shoreline Master Programs RFP Release Date: February 6, 2014 Proposal Due Date: February 28, 2014 Return Proposals to: City of Ocean Shores P.O. Box 909 Ocean Shores, WA 98569 City of Westport P.O. Box 505 Westport, WA 98595 RFP-Westport SMP 1 25 14 FINAL.docShoreline Master Programs Page 1
Scope of Work 1. PROJECT OVERVIEW 1.1. Project Collaboration and Background Information Ocean Shores and Westport ( Cities ) are located on the central Washington coast, on separate peninsulas north and south of the mouth of Grays Harbor. They have many similarities including jetties built shortly after 1900, beaches on the Pacific Ocean (some with clam beds) and shorelines on Grays Harbor. Both Cities rely on tourism to help support their economies. Both tend to be accreting shorelines, but both have significant erosion in critical areas. Westport, with a population of 2,110, relies on fishing, shellfish harvesting, seafood processing and tourism for much of its livelihood. With its larger industrial base, including a commercial fishing fleet and several recreational charter fishing vessels, plus other industrial uses, Westport has a significant relationship with the Port of Grays Harbor, which owns the marina. The Army Corps of Engineers also maintains a deep water dredging operation off Westport s northern shores to accommodate the oceangoing ships that play a significant role in the Port of Grays Harbor s Hoquiam operations. Ocean Shores, with a population over 5,600, has no industrial base, relying on its large retirement community and tourism for its economic base. Its shorelines are dotted with homes, hotels and condominiums. Ocean Shores shorelines are strongly interrelated to the Quinault Indian Nation ( QIN ). The QIN owns the marina and RV Park at the south end of the City, but they are not tribal lands. The Marina is in disrepair and virtually unnavigable due to heavy silting-in in both the channel and marina itself. Under treaty rights, the QIN may commercially harvest shellfish from Ocean Shores tidelands at any time of the year. Because of the commercial uses of the shellfish and some sampling anomalies, Grays Harbor County has formed a Shellfish Protection District which includes Ocean Shores beaches on the west. Ocean Shores has twenty-three miles of fresh waterways, virtually all in residential areas, which will require some Shoreline Master Planning as well. From its experience working with other cities, the State Department of Ecology recommends shared consultants to provide economies of time and effort. The intent of the Cities on this project is to share costs wherever reasonable, and to separately pay for those costs associated solely with their own shoreline plans. 1.2. Purpose of this Request The Cities of Ocean Shores and Westport are seeking a qualified consultant to assist in updating their Shoreline Master Programs (SMPs) that are developed and adopted in a manner consistent with the procedural and substantive requirements of the Shoreline Management Act (SMA) and its implementing rules, RCW 90.58.130 and Chapter 173-26 WAC including the Department of Ecology Shoreline Master Program Guidelines (Guidelines). This will involve a participation process with the public, local and state agencies an update to the inventory of shorelines; analysis of shoreline conditions to address any special issues; a cumulative impacts analysis; a restoration plan; preparing amendments to policies in the SMPs as needed; and final review and adoption. RFP-Westport SMP 1 25 14 FINAL.docShoreline Master Programs Page 2
Small businesses and minority-owned businesses are specifically invited to submit Proposals. 1.3. Project Management The Cities will provide project management, with input and review by the Department of Ecology. 1.4. Project Budget and Timing The term of this contract shall extend until June 30, 2016 from the date of execution by the Mayors, or their designees. 2. SCOPE OF WORK 2.1 Project Description The Cities must each complete updates of their SMPs that are developed and adopted in a manner consistent with the procedural and substantive requirements of the Shoreline Management Act (SMA) and its implementing rules, including the Shoreline Master Program Guidelines (Guidelines). The individual task descriptions contained in the scope of work are general in nature. More complete information is included in the Grant Agreement between the Department of Ecology and each City, a copy of which is available on request. The Cities SMPs have not been updated since the mid 1970 s. The work that is anticipated will therefore include a gap analysis to determine where the SMPs are lacking based under the newest Guidelines. Each SMP update process includes: 1) review and update shoreline inventory and analysis reports with corresponding maps and illustrations that characterize shoreline ecological conditions; 2) amendments to shoreline policies, environment designations, setbacks, and use regulations as needed; 3) analysis of cumulative impacts and uses; 4) preparation of a shoreline restoration plan; and 5) preparation of a formal local adoption process. Working with the consultant, the Cities will each retain the option of having the consultant produce mapping products, developing their own maps or having such maps developed through the GH Council of Governments. If one or both cities choose to have the consultant produce mapping products, the consultant shall coordinate with the GH Council of Governments to provide GIS Data to allow them to produce future maps for the City. The City of Ocean Shores also wishes to receive all of the Ocean Shores all mapping products and data layers directly that is sent to GHCOG. Sharing/exchange of mapping products and data (ArcGIS, AutoCAD, and other formats) and planning documents Grays Harbor Council of Governments (GHCOG) agrees to share any existing (already created) mapping products and data layers for the selected consultant for the SMP project. Mapping products and data layers may be in the form of: ArcGIS files (.mxd, file geodatbase, or shapefile), AutoCAD, PDF, and paper copies. GHCOG will receive from the consultant all final SMP mapping products and data layers submitted in the final SMP and appendices to include: for ArcGIS files all.mxd, file geodatbase, and shapefiles and PDF; and/or AutoCAD.dwg files and PDF with the understanding these files will be utilized on behalf of the city(s) by GHCOG for future mapping projects. RFP-Westport SMP 1 25 14 FINAL.docShoreline Master Programs Page 3
GHCOG also has a variety of local and regional planning documents dating back into the 1960s. Many of these older documents are not cataloged and only available in paper copy. Many of these planning documents are one of a kind and therefore may not leave GHCOG offices. GHCOG agrees to share any existing (already created) planning documents for the consultant for the SMP project. GHCOG copy format is standard up to 11 x 17 inches. Any larger size format copying will have to be made out of office at consultant s time and expense with the express agreement the document(s) will be returned to promptly to GHCOG office in good condition. GHCOG will be available and encourages the consultant to meet with GHCOG staff to discuss and review existing mapping products and planning documents housed at GHCOG. All phases of the SMP updates will incorporate public participation to the degree necessary in light of the scope of the amendments and changes. The Cities will use consultant support as appropriate. PHASE 1: PRELIMINARY ASSESSMENT OF SHORELINE JURISDICTION AND PUBLIC PARTICIPATION PLAN Task 1.1: Prepare plan for public participation Throughout Phases 1 through 5 of the SMP update planning process, the Cities must inform and involve the public in updating the SMP consistent with the Shoreline Management Act (see RCW 90.58.130) and WAC 173-26. The Consultant will prepare a public participation plan that identifies specific objectives, outreach strategies; key parties, and establishes timelines for public participation activities. As the facilitator for public participation, coordinate and document all public outreach and public events related to SMP development. Deliverables: 1. Public participation plan (digital copy). 2. Assist with implementation of public participation activities as requested by each City 3. Updates in Quarterly Progress Reports with public outreach activities. Due Date: 1. February 20, 2014 2. Quarterly Task 1.2: Identify preliminary shoreline jurisdiction Identify the preliminary geographic scope for the comprehensive SMP update project. Use available information to map required Shorelines of the State as defined by statute and rule in order to identify the initial areas under SMA shoreline jurisdiction. Deliverables: 1. Preliminary jurisdiction map (digital) of Shorelines of the State subject to local SMP. 2. SMP submittal checklist for work completed. Due Date: 1. March 20, 2014 2. March 30, 2014 PHASE 2: SHORELINE INVENTORY, ANALYSIS & CHARACTERIZATION RFP-Westport SMP 1 25 14 FINAL.docShoreline Master Programs Page 4
Task 2.1: Complete shoreline inventory Compile all pertinent and reasonably available data, plans, studies, inventories, maps and other applicable information. Collect the following information to the extent that such information is relevant and reasonably obtainable: Shorelines of the State as defined in RCW 90.58.030; channel migration zones, floodplains, and the floodway; critical areas as defined in RCW 36.70A; shoreline and adjacent land use patterns/density and transportation and utility facilities; degraded areas and sites with potential for ecological restoration; areas of special interest; existing and potential shoreline public access sites; historical aerial photographs documenting past conditions to assist in preparing an analysis of cumulative impacts of development; archaeological and historic resources in shoreline jurisdiction; and a collection of policies and regulations in shorelands and adjacent areas that affect shorelines. Task 2.2: Conduct shoreline analysis Conducting the shoreline analysis will result in a shoreline characterization report. The report will define the ecological functions of the shorelines; identify shoreline management challenges, and present recommendations for protection and restoration of shoreline functions. (Please see description of this report in Task 2.3.) Conduct an analysis of the inventory information and data collected in Task 2.1 as it relates to development of an effective SMP. Develop a characterization of the ecosystem processes and shoreline functions. Identify opportunities for shoreline protection and restoration. Identify current and potential public access sites. Conduct a shoreline use analysis. Identify measures and actions to protect and restore shoreline functions and ecosystem wide processes. 2.2.1 Characterize ecosystem-wide processes This characterization will include a coarse-scale analysis of the broader area that influences the shoreline jurisdiction. It will include a narrative with reference to maps that describes and illustrates the processes in the larger drainage area that are linked to the shoreline through hydrologic flows. These processes include the uptake, transport and deposition of sediment, nutrients, woody debris, and pollutants. 2.2.2 Characterize shoreline functions Conduct a more detailed analysis of the shoreline jurisdiction that includes a narrative with reference to maps and GIS data. Delineate shoreline reaches based on land use and ecological processes (such as manmade physical features and stream confluences). Describe functions that are associated with each shoreline reach. Specifically, this characterization will: Detail the physical, biological, and land-use components within the shoreline jurisdiction. Evaluate and assess shoreline ecological function using current scientific understanding of the relationship between the conditions of ecosystem-wide processes and functions within shoreline jurisdiction. Identify functions that are healthy, functions that are adversely impacted and functions that may have existed and are now missing. RFP-Westport SMP 1 25 14 FINAL.docShoreline Master Programs Page 5
2.2.3 Conduct Shoreline Use Analysis and Opportunities for Public Access Conduct shoreline use analysis: Identify current patterns of land uses in shoreline areas. Identify likely or projected uses in shoreline areas. As applicable, analyze potential use conflicts and identify possible adverse impacts those could have on current ecological functions. Estimate future demand for shoreline space consistent with WAC 173-26-201(3)(d)(ii) requirements. Identify opportunities and demand for SMA preferred uses and potential use conflicts based on current use patterns and projected trends. Identify current public access sites and opportunities for future access sites. Task 2.3 Prepare shoreline inventory and characterization report Prepare a shoreline inventory and characterization report with accompanying maps that provides an analysis of the inventory data, ecosystem characterization and shoreline functions, shoreline use and public access. The report will present findings and recommendations in a way that is useful for making SMP planning decisions. This report will provide a foundation for establishing environment designations, policies and implementing regulations in the SMP. The report should identify data gaps, focusing on information that would be useful to support shoreline program development and implementation. Deliverables (digital copy with accompanying maps): 1. Shoreline characterization and analysis report with map portfolio that addresses the above task requirements in 2.1, 2.2 and 2.3. Deliverables: 1. Draft list of inventory data sources (digital and 1 hard copy) for review and comment. 2. Digital and 1 hard copy working maps of inventory information displayed at appropriate scales. 3. Digital and 1 hard copy shoreline inventory and characterization report with map portfolio that addresses task requirements (of Subtasks A,B,C (Task 5.E) 4. An SMP Submittal Checklist completed as relevant to task. 5. Assist each City as requested in preparing responses or updates as appropriate. Due Dates: 1. April 20, 2014 2. May 20, 2014 3. Draft June 30, 2014; Final November 20, 2014 4. November 20, 2014 PHASE 3: Draft Shoreline Master Program Task 3.1 Conduct community visioning process As requested by each City assist with a community visioning process with as many participants representing as many interests as possible to help determine goals for future use of local shoreline RFP-Westport SMP 1 25 14 FINAL.docShoreline Master Programs Page 6
jurisdiction. Conduct this visioning process with respect to the SMP Shoreline Inventory and Characterization findings, SMA policies, and the SMP Guidelines. Task 3.2 Develop General SMP goals, policies and regulations Prepare general shoreline goals and policies that are applicable throughout the area within shoreline jurisdiction. Optional SMP components may include general SMP regulations that apply in all environment designations. Task 3.3 Develop environmental designations Develop environment designations that are appropriate to current waterfront conditions per the findings of the shoreline inventory and characterization. Shoreline environment designations may be comprised of those recommended in the guidelines; the existing local SMP; unique, locally developed environments; or any combination of these, so long as they are consistent with WAC 173-26-211 environment designation criteria. Task 3.4 Develop environment-specific shoreline use and modification policies, and regulations and standards Prepare draft policies and regulations for environment designations, all uses discussed in the SMP Guidelines, and shoreline modifications. Task 3.5 Develop SMP administrative provisions Prepare draft provisions for SMP administration, including necessary elements and timelines for permit administration, compliance, and enforcement. Statements about the role of Ecology in permit decisions should be included. A definitions section will be prepared. Deliverables: Digital and one hard copy 1. A community visioning report that summarizes visioning activities, comments, and recommendations and goals. 2. Draft general goals and policies and optional general regulations 3. Draft environmental designations and draft environmental maps within shoreline jurisdiction 4. Draft environment-specific shoreline use and modification policies, regulations, and standards 5. Draft Administrative Provisions 6. An SMP Submittal Checklist completed as relevant to task. Due Dates: 1. September 20, 2014 2. Draft June 30 2014, 2 nd Draft June 30, 2015 3. Draft June 30 2014, 2 nd Draft June 30, 2015 4. Draft June 30 2014, 2 nd Draft June 30, 2015 5. Draft June 30 2014, 2 nd Draft June 30, 2015 6. Draft July 15, 2014, 2 nd Draft July 15, 2015 RFP-Westport SMP 1 25 14 FINAL.docShoreline Master Programs Page 7
PHASE 4: PREPARE PRELIMINARY CUMULATIVE IMPACTS ANALYSIS Task 4.1 Evaluate and analyze draft SMP goals, policies and regulations Evaluate and analyze draft SMP policies, regulations, and environment designations to show how they achieve no net loss of shoreline ecological functions during the planning period. The analysis will include incremental and cumulative impacts of future uses and development allowed by the proposed SMP as an ongoing part of the update process. The analysis will identify how proposed SMP regulations and standards, and restoration activities will avoid and offset expected impacts of future permitted and exempt shoreline development. Scenario-based impacts analysis is encouraged. The cumulative impacts analysis may need to be revised if the initial document shows that cumulative impacts would result from the draft SMP. (Note: Please provide Ecology with sufficient time, approximately 45 to 60 days, to review and comment on the revised draft SMP and other documents). Deliverable: Digital and one hard copy 1. A draft cumulative impacts analysis of the SMP demonstrating how no net loss of ecological functions will be achieved. Due Dates: Draft November 30, 2014 2 nd Draft June 30, 2015 PHASE 5: Restoration Planning, Revisiting Phase 3 Products as Necessary Task 5.1 Prepare restoration plan Based on the Inventory and Characterization report, develop a plan for restoration of impaired ecological functions in specific shoreline reaches. Restoration plans to include: Identification of degraded areas, impaired ecological functions, and sites with potential for ecological restoration. Goals and priorities for restoration of degraded areas and impaired ecological functions. Existing and ongoing restoration projects and programs. Additional projects needed to achieve restoration goals and implementation strategies, including identification of prospective funding. Times and benchmarks for achieving restoration goals. Mechanisms to ensure that restoration projects and programs will be implemented. Consult with organizations conducting restoration work for assistance in developing restoration strategies. The restoration plan should identify overlaps in how and where restoration work is being conducted. An implementation strategy should include recommendations for coordination between groups doing restoration work. A list of specific prioritized restoration projects may be included as an appendix to the SMP. (Note: Please provide Ecology with sufficient time, approximately 45 to 60 days, to review and comment on the revised draft SMP and other documents). RFP-Westport SMP 1 25 14 FINAL.docShoreline Master Programs Page 8
Deliverables (hard copy and one digital copy, with accompanying maps): 1. A complete restoration plan and implementing strategy. Due Date: Draft April 30, 2015 (Final will be deliverable in year 3) PHASE 6: Local SMP Adoption Process Participate as needed in the local review and adoption process for the proposed SMP as provided in the SMA, WAC 173-26, and the State Environmental Policy Act including: Task 6.1: Assemble complete draft SMP Assemble a complete draft SMP and submit it to Ecology for informal review together with supporting documentation. Task 6.2: Complete SEPA review and documentation Assist with the SEPA review pursuant to chapter RWC 43.21C, the State Environmental Policy Act Task 6.4: Public hearing Participate as needed at public hearings prior to local adoption of the draft SMP, consistent with the requirements of WAC 173-26-100. Task 6.5: Prepare a responsiveness summary Preparing a summary responding to all comments received during the public hearing and the public comment period, discussing how the draft SMP addresses the issues identified in each comment. This would be done prior to adoption of the draft SMP by the City Council. Task 6.6: Adopt SMP and submit to Ecology Complete the necessary documentation of the adoption process for the SMP update prior to submitting the locally-adopted Draft SMP to Ecology. Deliverables (two hard copies and one digital copy in Microsoft Word format, with accompanying maps): 1. A complete, locally adopted SMP including maps, with relevant supporting documentation. (Tasks 5.1 and 5.7) 2. SEPA products (checklist, MDNS or EIS; SEPA notice. (Task 5.3) 3. Evidence of compliance with GMA notice requirements. (Task 5.4) 4. Public hearing record. (Task 5.5) 5. Response to comments received. (Task 5.6) 6. A complete SMP Submittal Checklist. The above Scope of Work is to be considered preliminary and intended for providing a basis for interviewing potential consultants. Interpretation of and adherence to the Shoreline Management Act as further defined by the State Department of Ecology will be key to acceptance of the consultant s work RFP-Westport SMP 1 25 14 FINAL.docShoreline Master Programs Page 9
product. The successful consultant must be available to complete the SMPs within the timeframe allowed by the State. 3. SUBMITTAL RESPONSE AND SELECTION PROCESS Qualified consultants will have experience with developing and carrying out public outreach programs, facilitation of public meetings, compilation of information from varying sources, preparation and revision of Shorelines Master Programs, and familiarity with the Washington State Growth Shoreline Management Act, the Washington State Environmental Protection Act and their implementation. All proposers shall submit one original unbound copy, three (3) bound copies, and one electronic copy of the proposal to the each city at the addresses listed on the cover page of this request by the advertised due date. It is the proposers responsibility to deliver proposals to the specified location prior to the date and time for the close of acceptance. The City is not responsible for lost, misdirected, or submittals delivered after the deadline. Proposals shall include: a. Capability to perform all aspects of the project and recent experience in SMP Update projects comparable to the proposed task. b. Key personnel s professional qualifications and experience and availability for the proposed project; their reputation and professional integrity and competence; and their knowledge of Shorelines regulations, policies, and procedures. c. Current workload and demonstrated ability to meet schedules or deadlines. d. Quality of projects previously undertaken and capability to complete projects without having major cost escalations or overruns. e. Demonstrated understanding of the project s potential problems and the sponsor s special concerns. f. Degree of interest shown in undertaking the project and their familiarity with and proximity to the geographic location of the project. The Cities of Ocean Shores and City of Westport will separately and jointly review the Proposals and will decide whether to select a consultant directly from the information received or to select one or more consultants who will be formally interviewed. RFP-Westport SMP 1 25 14 FINAL.docShoreline Master Programs Page 10