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The City of Sumner
Request for Proposals for Updating Shoreline Master Program and Critical Areas Regulations

RFP Release Date: November 17, 2000
Proposal Due Date: December 6, 2000

1.PROJECT OVERVIEW

1.1. Purpose of this Request

The City of Sumner is seeking a qualified consultant to assist in updating the 1973 Sumner Shoreline Master Program (SMP) and the adopted 1992 Critical Areas Regulations (CAR) consistent with state law and the Endangered Species Act (ESA).

These two activities will involve a participation process with the public, local and state agencies and the tribes; an inventory of shoreline conditions; analysis of shoreline conditions to address any special issues; assigning or revising proposed environment designations; preparing amendments to policies in the SMP and CAR; and final review and adoption.

The City is seeking the assistance of a consulting firm to analyze the Proposed 1991 SMP and adopted 1992 CAR for consistency with state law and ESA; inventory current shorelines and critical areas; and prepare recommendations for amendments to the SMP and CAR. The Washington State Department of Community Trade and Economic Development and the Department of Ecology have awarded $17,450 and $20,000, respectively, to help fund this effort.

Small businesses and minority-owned businesses are specifically invited to submit proposals.

1.2. Project Management

The City of Sumner will provide project management with input and review by the Department of Ecology and Community Trade and Economic Development.

1.3. Project Budget and Timing

The term of this contract shall extend one year from the date of execution by the Mayor, or designee, with a budget not to exceed $50,000.

2. SCOPE OF WORK

2.1 Project Description

Update the 1973 Sumner Shoreline Master Program (SMP) and adopted 1992 Critical Areas Regulations. A prior effort in1990-1991 was undertaken to update the SMP and was put on hold due to GMA and the subsequent development of the Department of Ecology SMP Guidelines. At this time, the City is planning to examine the 1991 Proposed SMP in light of the current draft Department of Ecology SMP Guidelines and update it where necessary. Concurrently, the City will be examining the Critical Areas Regulations for compliance with GMA and the ESA 4(d) Rule. This will involve a participation process with the public, local and state agencies and the tribes; an inventory of critical areas and shoreline conditions (including coordinating with Pierce County to obtain critical areas data they have collected for the Buildable Lands requirements); analysis of shoreline conditions to address any special issues; assigning or revising proposed environment designations; preparing amendments to policies in the SMP and CAR; and final review and adoption.

Specifically, the consultant will be asked to prepare recommendations for amendments to the SMP and the CAR. Consultant shall attend meetings as necessary. City staff will be responsible for preparing ordinances and manage the public process.

Tasks

Specific tasks to be completed by the selected consultant are:

Task 1: Review existing Shoreline Master Program and Proposed 1991 Shoreline Master Program and Critical Areas Regulations as compared to the Department of Ecology SMP Guidelines, ESA 4(d) Rule and GMA Best Available Science rule and other applicable regulations and prepare recommendations for updates.

Deliverable: Technical memo on proposed changes and additional information that must be obtained.

Task 2: In cooperation with City staff update inventory of shoreline conditions and critical areas as necessary including land use, public access potential, and archeological and historical sites. Coordinate with the tribes, county, and state and federal agencies to insure consistency in data gathering and inventorying techniques. Coordinate with Pierce County to obtain critical areas data they have collected for the Buildable Lands requirements.

Deliverable: Analysis report of shoreline and critical areas conditions and discussion of any special topics and proposed alternatives for addressing special situations. GIS Map of revised environment designations and critical areas .

Task 3: Based on information and analysis, make recommendations for amendments to the 1991 Proposed SMP and the Critical Area Regulations. Review for consistency with the Comprehensive Plan, municipal code, SEPA, and federal regulations.

Final Deliverable: Report on Consistency and Recommended Changes to the SMP and Critical Areas Regulations

Project Schedule

The City's desire is to have the updates completed by June 30, 2001.

RFP issued: November 17, 2000
Proposals due: December 6, 2000, 5:00 p.m.
Contract awarded: Estimated December 27, 2000

3. PROPOSAL ADMINISTRATIVE REQUIREMENTS

3.1. Introduction

This section of the RFP details the procedures that the City has established for managing and directing the RFP process. The purpose of these procedures is to ensure that the City receives proposals that are the result of an open, competitive process, and to ensure that proposers receive fair and equitable treatment in the solicitation, receipt, and review of their proposals.

The City may reject the proposal of any proposer who fails to comply with any of the requirements of this Section.

3.2. Communications with City

All communications concerning this Project should be directed to:

Ryan Windish, Senior Planner
City of Sumner
1104 Maple Street
Sumner, WA 98390-1423
Telephone: 253-891-3301 Fax: 253-891-3292
ryanw@ci.sumner.wa.us

Please note that information obtained from sources other than the project manager with respect to this project may not be accurate.

3.3. Delivery of Proposals

To be considered, seven copies of Proposals must be received at the address above no later than 5 p.m. (PST) on November 29, 2000. Proposers are solely responsible for ensuring that proposals are delivered on time. Proposals received after the due date and time will be returned unopened. Faxed proposals will not be accepted.

3.4. Cost of Proposal

This RFP does not, under any circumstances, commit the City to pay any costs incurred by any proposer in the submission of a proposal. The proposer is responsible for all costs associated with its response to this RFP.

3.5. Rejection of Proposals

The City reserves the right to reject any or all proposals at any time with no penalty and to waive immaterial defects and minor irregularities in proposals.

3.6. Proposal Disposition

All materials submitted in response to this RFP will become the property of the City upon delivery to the Project Manager.

4. PROPOSAL CONTENT

Proposals should include the following.

4.1. Proposing firm name, address, phone, fax, and email. Identify the project manager and all team members including subcontractors proposed to be working on the project and indicate the estimated total hours each will spend on the project. (Maximum, one page)

4.2. Describe your approach to and understanding of the project, specifically addressing each of the Tasks in 2.1 Indicate hours to be spent on each task with a supporting brief explanation. Include a brief explanation of how your team will be organized. (Maximum four pages)

4.3. Describe the relevant background and experience of the firm, including years in business. Describe the relevant experience of the team members and/or subcontractors who will be doing the majority of the work. Discuss your team's capabilities in the areas of shoreline planning, critical areas regulations, and urban planning and community involvement. Please note that if selected, the City must approve any change to the proposed project team. (Maximum five pages. Resumes should be included as attachments)

4.4. Provide at least two relevant references for your firm and for each staff or subcontractor who will be spending more than twenty hours on this project (excepting administrative support.)

4.5 Provide a proposed timeline and a proposed budget that is consistent with estimated hours for each task described in 4.2; the budget should include hourly rates for each team member. The maximum value of this contract is $50,000.00. Proposers may assume that the City will be responsible for meeting room arrangements and costs.

4.6 Maximum total length of proposal: 14 pages plus attachments. Please limit attachments to resumes and no more than two examples of work.

5. EVALUATION AND SELECTION

5.1. Evaluation Process

Step 1: Written proposals will be reviewed and evaluated by an Evaluation Committee which may be comprised of City staff, appointed or elected officials, and other planning or environmental professionals. The Evaluation Committee will rate written proposals based on the evaluation criteria listed in Section 5.2. The proposer(s) whose written proposal(s) receives the highest score(s) will be invited for interviews. References will be checked for those firms invited to interview.

Step 2: Interviews will be conducted by an Interview Team. The Interview Team will include the results of reference checks as part of their scoring. Scores from the written proposals and interviews will be compiled to rank order the finalists.

Step 3: Contract negotiations will commence with the selected consultant. Firms not selected will be notified in writing of the selection outcome.

Step 4: The contract will be executed between the selected consultant and the City of Sumner

Step 5: If negotiations with the initially selected consultant fail to produce a contract, the City reserves the right to enter negotiations with one or more other proposers.

5.2. Scoring Proposals

Proposals will be evaluated using the following scoring:

Item	Maximum Points
Team Qualifications	40 points
Approach and project understanding	40 points
Budget optimizes the value to the City	20 points