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Deadline for Submittal: June 17, 2022
1. Purpose of Request
The Town of Yarrow Point is requesting proposals from qualified consultants for the purpose of serving as Town Planner. The Town Planner shall serve all Town planning functions including: comprehensive planning, neighborhood planning, environmental/natural resources planning, zoning, code development and land use permit processing for shoreline, zoning, subdivision, environmental and other discretionary land use permits.
2. Timeline
The following schedule is an estimated timetable for selecting a consultant:
Issue Request for Proposal: May 20, 2022
Deadline to Submit Proposals: June 17, 2022
Review proposals and select finalists: June 17-June 29, 2022
Interview finalists: June 29-July 11, 2022
Council Approval: July 12, 2022
3. Background
The Town of Yarrow Point is located on the eastern shore of Lake Washington. The Town is entirely single-family residential, with approximately 1,200 residents across 224.31 acres. Parks, trails, and road end beaches complement the residential community.
4. Qualifications
Consultant must have a Master’s Degree in Urban Planning with AICP certification preferred. Consultant should have at least three (3) years’ experience working with a municipal planning agency. Previous work with a small municipality within Washington State preferred.
The person in this position is expected to exercise a high degree of sound independent judgment and be able to work within established guidelines with little or no direct supervision. The person must have ability to explain standards and represent the Town’s policies in an effective manner and the ability to read and interpret plans and specifications and ability to draw on standard knowledge and experience.
5. Job Duties
The Town anticipates the Town Planner will be involved in the following work:
A. Work with the Town Mayor and other officials to craft policy and work towards resolution of Town-wide issues.
B. Attend monthly Town Council and Planning Commission meetings.
C. Approximately thirty hours per month of professional services are anticipated.
D. Stay up to date on rules and regulations that pertain to planning in Yarrow Point. Coordinate with neighboring jurisdictions, appropriate King County departments, Washington State Department of Ecology, Washington State Department of Commerce, Washington State Department of Natural Resources, and Washington State Department of Fish & Wildlife as necessary.
E. Provide preliminary advice regarding regulations and Town processes, via phone, e-mail, videoconferencing, or in person to realtors, architects, property owners, Town staff.
F. Review applications, coordinate comments with Town staff, attend meetings, and advise applicants throughout process of land use/zoning/environmental issues.
G. Review construction and site development plans for compliance with Town Zoning Code, SEPA, and shoreline regulations.
H. Communicate and coordinate with Town staff and consultants including the Building Official, Town Attorney, Town Engineer, Town Arborist, and Town Deputy Clerk.
I. Review proposals to determine if SEPA determination required. Analyze and issue DNS, DNS-M, and DS. Prepare Notice of Application for circulation to state, federal, and tribal agencies. Post findings on Department of Ecology website through the Secure Access Washington portal.
J. Review proposals to determine compliance with Town’s Shoreline Master Program. Determine whether project qualifies for Shoreline Exemption or Shoreline Substantial Development Permit. Prepare Notice of Application for circulation to state, federal, and tribal agencies
K. Prepare public notices. Review and respond to public comments from citizens, and other interested parties including federal/state/tribal agencies.
L. Prepare Staff Report for Hearing Examiner decisions and appeals. Present testimony at Public Hearings and appeals
M. Update Town Code, Comprehensive Plan and Shoreline Master Program as necessary, or as required under Washington State Administrative Code. The next Comprehensive Plan Update is due by June 30, 2024.
6. Content of Proposal
Proposals must include written responses to all requirements listed in this section, in the order of the items listed below. Any additional information that the consultant considers relevant, but does not apply to the categories listed, should be added after the items listed below.
A. Cover Letter: Provide a brief overview of you and/or your firm and your approach to providing services.
B. Scope of Services: Outline the services that your firm proposes to provide to the Town of Yarrow Point, addressing the work components identified in the job duties stated in Section V.
C. Team Experience: Provide names and background for all professional members of the consultant’s team. Identify the person who will serve as Town Planner. Identify hourly rates for all professional members who the Consultant may assign to this project.
D. Relevant Experience: Provide details of experience and past performance of the firm and team members on comparable work for municipal or other government entities.
E. References: Provide the name, title, and telephone number of three references for which similar services have been provided.
7. Selection Criteria
The following will be used in the selection of a consultant given in no order of priority or weight:
• Responsiveness of the written proposal to the purpose and scope of service
• Ability and history of successfully completing contracts of this type, meeting projected deadlines and experience in similar work
8. Terms and Conditions
A. The Town reserves the right to change the intended timeline or issue amendments to the RFP at any time. The Town reserves the right to cancel or reissue the RFP at any time.
B. The Town reserves the right to reject any or all proposals and to waive minor irregularities in any proposal.
C. The Town reserves the right to request clarification of information submitted and to request additional information from any proposer relevant to the proposal.
D. The Town shall not be responsible for any costs incurred by the person or firm in preparing, submitting, or presenting its response to the RFP.
E. All submittals will become the property of the Town and will become public documents subject to public disclosure with limited exceptions. The Washington State Public Disclosure Act (RCW 42.17) requires public agencies in Washington to promptly make public records available for inspection and copying unless they fall within the specified exemptions contained in the act or is otherwise privileged. Qualifications submitted under the RFP process shall be considered public documents and with limited exceptions submittals that are recommended for contract award will be available for inspection and copying by the public.
F. This RFP does not obligate the Town to accept or contract for any express or implied services.
G. The Town reserves the right to negotiate regarding the terms and compensation for any proposal.
9. Submission
A. All proposals should be sent to:
Town of Yarrow Point Clerk-Treasurer
4030 – 95th Ave NE
Yarrow Point, WA 98004
Clerk-Treasurer@yarrowpointwa.gov
B. Proposals may be mailed or hand delivered to the above address.
C. All proposals must be received by June 17, 2022 to be considered. Please submit three copies of your proposal, as well as one e-mailed copy. Faxed or telephone proposals will not be accepted.
D. Address any questions related to the RFP to Austen Wilcox, Deputy Clerk, depclerk@yarrowpointwa.gov
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