Development Code Updates for Climate Element Implementation

Request for Proposals (RFP)
City of Olympia | CapTiittalel o Hf Weraesh Cinegtnotnu Srtya tGe othic
Development Code Updates for Climate Element Implementation
PURPOSE
The purpose of this Request for Proposals (RFP) is to enable the City of Olympia (City) to
identify and engage a qualified consultant to prepare draft development code updates to
implement the Olympia 2045 Comprehensive Plan Climate Element. Guided by the adopted
Climate Element and associated Implementation Plan, the Consultant will work with City Staff
to identify and refine a proposed list of code amendments, evaluate existing development
regulations, and draft proposed code updates for review and consideration. The main output of
this work will be a set of actionable code amendments, including the specific sections of the
Olympia Municipal Code to be amended, and proposed draft code language.
The City of Olympia is committed to being an inclusive, affirming, and equitable place for our
community members and staff to live, play, and work. We adhere to the non-discriminatory
treatment of all persons in employment and the delivery of services and resources. We strongly
encourage proposals from minorities, women, and disadvantaged business enterprises.
This project is funded by a WA Department of Commerce climate planning grant and is
supported with funding from Washington's Climate Commitment Act. The CCA supports
Washington's climate action efforts by putting cap-and-invest dollars to work reducing climate
pollution, creating jobs, and improving public health. Information about the CCA is available at
www.climate.wa.gov.
The deadline for submission of proposals is May 6, 2026 at 5:00 p.m. Pacific Time. Earlier
responses are welcome. Only electronic proposals will be accepted.
BACKGROUND
The City of Olympia recently adopted the Olympia 2045 Comprehensive Plan, which includes
the City's Climate Element. To capture the collaborative approach needed to address climate
change, the Climate Element was integrated throughout each chapter of the Comprehensive
Plan.
The Climate Element includes existing and modified goals and policies from other chapters, as
well as new goals and policies to fill gaps. The overarching goals of the chapter are to:
Reduce greenhouse gas emissions.
Reduce vehicle miles traveled.
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Improve climate preparedness, response, and recovery efforts.
Maximize co-benefits and prioritize environmental justice in the development of
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policies/programs to achieve these goals.
The new climate chapter includes both mitigation and resilience sub-elements. The Mitigation
Sub-Element focuses on reducing greenhouse gas emissions across all major sectors, focusing
on goals and policies that fall within the City's authority and direct influence. It targets
Olympia's largest sources of emissions - transportation, buildings and energy, and waste - and
outlines strategies needed to achieve Olympia's commitment to net-zero emissions by 2040.
The Resilience Sub-Element strengthens Olympia's capacity to prepare for, adapt to, and
respond to climate-related events, by addressing the most significant climate risks to Olympia's
infrastructure, public health, and environment.
As required by Washington State law, the City must update the Olympia Municipal Code (OMC)
to implement the adopted Comprehensive Plan. To support this effort, the City has developed a
Climate Element Implementation Plan that identifies an initial list of development code updates
that align with the adopted goals and policies included in the Climate Element.
Please review the following for additional background:
- Olympia 2045 Comprehensive Plan, link.
- Climate Element Implementation Plan, link.
- Olympia Municipal Code (OMC), link.
- Climate Risk and Vulnerability Assessment, link.
PRELIMINARY SCOPE OF WORK
The City will provide the consultant with a draft list of development code updates based on the
adopted Climate Element and the Implementation Plan. In consultation with City staff, the
Consultant will review the list and finalize the draft list of analyses and proposed development
code updates from the Climate Element. The Consultant may recommend additional
development code updates for City consideration.
The first phase of work will review existing hazard maps and assess whether updates to the
code are necessary to mitigate hazard risk. This phase will include:
Review Hazard Maps and Identify Risk Reduction Strategies
Compile and integrate existing hazard data and mapping for wildfire and wildland urban
interface (WUI), sea level rise projections, rainfall projections, and other climate-related
hazards. Evaluate current development code to determine if and where amendments
are needed to reduce hazard exposure, vulnerability, and risk to infrastructure,
development, and community wellbeing. Recommend regulatory mechanisms and/or
other approaches to integrate high-impact risk reduction strategies into development
code and other long-range planning processes.
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In the second phase of work, the Consultant will draft updates to the development code to
support implementation of the Climate Element. For each proposed update on the list below,
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the Consultant will: 1) identify code section(s) where revisions could meet the intent of the
Climate Element, 2) outline potential regulatory approaches, including a brief rationale and
description of tradeoffs for each approach, and 3) prepare draft code language for City review
and consideration.
Proposed development updates may include, but are not limited to:
- Establishing specific hazard areas and risk reduction strategies, as identified in Phase 1
- Updating the Sea Level Rise Flood Risk Reduction Ordinance (OMC Chapter 16.80, link)
to incorporate updated sea level rise projections and additional site-level requirements
- Addressing barriers to solar installation, permitting, and siting
- Addressing barriers to Battery Energy Storage Systems (BESS) installation, permitting,
and siting
- Establishing subdivision layout and roof orientation standards that support solar viability
- Establishing passive survivability standards in new construction
- Removing barriers to adaptive reuse of existing buildings
- Encouraging the use of salvaged materials and low-carbon materials in new construction
- Improving short-term and long-term bicycle parking requirements
The Consultant will be responsible for developing a stakeholder engagement plan and
supporting materials, presentations, and fact sheets for the stakeholder engagement process.
The Consultant will not be responsible for community or public engagement activities for the
code amendments. The Consultant will also not be responsible for internal coordination among
City staff and departments. The City will engage necessary internal and external stakeholders
and inform the Consultant throughout the process. There will be no Council Action taken as
part of this project.
OBJECTIVES
- Analyze the OMC for gaps in implementing the Climate Element
- Review and identify code updates necessary to implement the adopted Climate Element
- Draft code updates that are ready for City Council consideration
- Develop stakeholder engagement plan and corresponding presentation materials,
including for City review process
TASKS
Phase 0
Finalize project work plan, schedule, and milestones
Kick off project with key stakeholders. Confirm project goals, objectives, schedule, and
milestones.
Develop Stakeholder Engagement Plan
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Develop a stakeholder engagement strategy for City staff, advisory bodies, and
community members.
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Phase 1
Review Existing Hazard Data
Compile and analyze hazard risk maps that fill gaps in existing land use planning. The
City has identified data sources for sea level rise, wildfire, and extreme precipitation; vet
layers for best available science. Identify possible development code updates and/or
other risk reduction strategies to reduce hazard exposure and asset vulnerability.
Phase 2
Finalize List of Development Code Updates
Review the Climate Element and associated Implementation Plan. Review initial list of
code updates and recommend additional updates from Consultant's review. Finalize list
of development code updates to be drafted with project team.
Draft Code Concepts
Prepare preliminary code concepts. For each development code update identified in the
final list, draft code concepts that meet the intent of the Climate Element. Identify
alternatives, tradeoffs, and a rationale for the recommended concepts. The City will
provide examples of code concepts to model from.
Provide up to 2 rounds of revisions on draft code concepts. A revision round consists of
one (1) consolidated set of written comments provided by the City and one (1)
corresponding revised deliverable submitted by the Consultant. City feedback will be
coordinated and delivered as a single consolidated comment package per round.
Develop Public Comment Draft and Engagement Materials
Incorporate consolidated internal feedback to develop a stakeholder engagement draft
of code concepts. Develop supporting materials, including presentations and fact
sheets, to be used in stakeholder engagement.
Draft Code Language
Using feedback and recommendations from stakeholders and internal staff, prepare
draft development code amendments to implement each code concept. This will
identify where in the code suggested changes are made, the rationale, and any
limitations to the approach. Include redline edits to existing code language, using the
City's existing code numbering convention.
Provide up to 2 rounds of revisions on draft code language, based on consolidated
feedback from City staff.
Develop presentation materials for Council adoption process
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Develop a PowerPoint presentation that can be used for briefings throughout the formal
Council adoption process, including in study sessions and advisory committee meetings.
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The presentation should include the list of updates and slides describing each proposed
code update. For each update, the presentation should include details on the section
where the update is proposed, the existing language, key redlined additions, and brief
rationale for choosing the proposed section for update. Note any key assumptions,
tradeoffs, or limitations to each update.
DELIVERABLES
- Stakeholder engagement strategy and materials
- Hazard risk data and GIS maps to be adopted with code updates, as needed
- Final list of proposed code concepts for development updates
- Draft development code updates with draft language, section within code, and rationale
for approach over alternatives
- Presentation including details about proposed code updates aligning with City style
guide
PROJECT TIMELINE
The anticipated project kick-off is July 2026. All deliverables must be completed June 2027.
QUESTIONS
For questions about this RFP, please contact the RFP Coordinator via email at
nweiss@ci.olympia.wa.us. The email subject line should contain the verbiage "Questions
regarding the Development Code Updates for Climate Element Implementation". Questions via
telephone will not be accepted. All questions to this proposal must be sent to the RFP
Coordinator via email by April 22, 2026 at 5:00 p.m. Pacific Time (PDT). Questions received
after this date may not be answered.
All questions will be answered via an addendum posted on the City of Olympia website.
To Make Public Records Request: To obtain records related to this RFP via a public records
request, please visit our Public Records webpage. Public records fees apply.
SCHEDULE
The following schedule is to inform respondents of the estimated timetable of the proposal
preparation, evaluation, and award. Please note the following dates when preparing your
proposal. The City reserves the right to modify this schedule at its discretion; deadlines for
questions and proposal submissions will never shorten.
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SCHEDULE DATES DATE
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Issuance of Request for Proposal (RFP) April 8, 2026
Deadline for questions from Proposers April 22, 2026
Issuance of responses to questions with Question & Answer April 24, 2026
addendum from City
Proposal responses due May 6, 2026
Finalist(s) selected and notified (Tentative) May 20, 2026
Finalist(s) Interviews (Tentative) May 27-29, 2026
Selection Notification (Tentative) June 3, 2026
FINALIST INTERVIEWS
If deemed necessary, finalist interviews are expected to be held the week of May 27-29. This
schedule is subject to change.
CONTRACT AWARD AMOUNT
The City anticipates awarding a contract to the successful respondent for an amount not to
exceed $150,000.
PROPOSAL REQUIREMENTS
Proposals must be submitted as a PDF file and shall be limited to a total of 10-12 pages. The
required forms attached as Exhibit "A" (the Statement of Compliance with Nondiscrimination
Requirement and Equal Benefits Compliance Declaration Form and the Proposal Signature
Sheet) must be completed and submitted but are excluded from the page limit.
The proposal must include the following:
1. Name of firm, including legal name and dba.
2. Contact information for key staff, including full names, titles, mailing addresses, email
addresses, and phone numbers.
3. Qualifications:
a. Qualifications of Firm
b. Qualifications of Key Personnel - Including Applicable Licensing and a description
of their role on the project.
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4. Relevant experience, including examples of work on similar projects
a. List a minimum of three relevant projects, currently in process or performed in
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the past 5 years, that are similar in scope and complexity to this project.
b. For each project listed, include a brief description, date services were performed,
scope of work, estimated project cost, and the name, address, and telephone
number of the current and/or previous client contact.
5. Explanation of approach to the project:
a. Provide a concise statement demonstrating the Consultant's understanding of
the project objectives, key challenges, regulatory context, and intended
outcomes of the Development Code Updates for implementation of the Climate
Element
b. State approach to meeting objectives, accomplishing tasks, and providing
deliverables within the Scope of Work
c. Availability to begin work on project and/or response time for a request for
service
d. Anticipated timeline for project completion
6. If relevant, a description of how AI tools will be used in the project:
a. Describe the intended application of AI tools within the project and how the
team will conduct oversight and quality control of AI-generated work products
b. Describe how the team will maintain transparency in the use of AI
c. Describe any environmental or sustainability considerations associated with the
use of AI in this project
7. References:
a. Firm References
b. References for Key Staff members
8. A detailed price proposal that includes a breakdown of all costs that may be incurred by
the City.
Please note that any additional charges not included in the proposal may not be
accepted on future invoices, unless the charges are the result of changes requested by
the City and approved before said charges are incurred.
9. The following forms (attached as Exhibit "A" to this RFP).
a. Statement of Compliance with Nondiscrimination Requirement and Equal
Benefits Declaration form
b. Proposal Signature Sheet
PROPOSAL EVALUATION
The scoring for the proposal requirements is as follows:
Maximum
Criteria
Points
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Understanding of objectives - Demonstrates a clear understanding of the purpose 5
and intent of the code updates.
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Approach to key tasks - Clearly describes how each major task will be accomplished, 15
including confirming the list of code updates to pursue, conducting background
research, reviewing documents and existing code language, and drafting code
updates.
Approach to deliverables - Explains how the consultant will produce useful, 10
complete, and decision-maker-friendly deliverables.
Previous project experience on similar projects 25
Qualifications, knowledge, and expertise of key staff identified in the Proposal, 25
including familiarity with the region and subject area
Readiness, availability, and proposed timeline of project completion 5
Response of references 10
Proposal pricing 5
Total possible score 100
PROPOSAL SUBMISSION
Proposals shall be submitted to the City by email to Natalie Weiss, RFP Coordinator, at
nweiss@ci.olympia.wa.us. Only emailed submissions will be accepted.
The deadline for submission of proposal is May 6, 2026. The timestamp of the City of Olympia
email system will be considered the official time of submittal. Proposals submitted after this
deadline will not be accepted. Any errors discovered after RFP submission deadline must
remain and cannot be adjusted.
CONTRACT
The City anticipates awarding one (1) contract to a successful respondent for a duration of one
year.
The City of Olympia's Professional Service Agreement will be the contract document for these
services. It is expected that firms are familiar with and willing to agree to the terms of the
agreement when submitting a proposal. The executed agreement shall reflect the specifications
stated in this RFP, the proposal of the chosen respondent, and the agreed upon pricing and
scope of work between the City and the selected firm. The City will not sign any company's
service agreement, contract or any other form of agreement. The City does reserve the right to
extract certain language from a company's agreement and incorporate it into the City contract,
if agreed upon by both parties. The Agreement may be amended upon the mutual written
agreement of the City and the respondent.
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These contracts are subject to certification of nondiscrimination and equal benefits provided to
all employees. All respondents are advised that the Statement of Compliance with
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Nondiscrimination Requirement and Equal Benefits Compliance Declaration form (Exhibit 'A')
will be used for this project.
PAYMENT FOR SERVICES
Payment for services will be made in accordance with the fee schedule/milestone payment
schedule agreed upon in the contract and a voucher or invoice is submitted in the form
specified in the contract, and the same is approved by the appropriate City representative.
Payment shall be made on a monthly basis, within thirty (30) days after receipt of such voucher
or invoice.
INSURANCE
The selected firm must procure and maintain for the duration of this Agreement insurance that
meets or exceeds the following limits:
Automobile Liability insurance with a minimum combined single limit for bodily injury and
property damage of $1,000,000 per accident.
Commercial General Liability insurance shall be written with limits no less than $2,000,000 each
occurrence and $2,000,000 general aggregate.
Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and
$1,000,000 policy aggregate limit.
Workers' Compensation coverage as required by the Industrial Insurance laws of the State of
Washington.
The City of Olympia, its officers, officials, employees, and volunteers must be included as
additional insureds on the policy.
A Certificate of Insurance and corresponding Additional Insured Endorsement form(s) must be
provided to and approved by the City before work can begin.
The cost of such insurance shall be paid by the Vendor.
Please refer to Section 11 the Professional Services Agreement to review the full insurance
requirements.
TITLE VI
The City of Olympia, in accordance with the provisions of Title VI of the Civil Rights Act of 1964
(78 Stat. 252, 42 U.S.C. 2000d to 2000d-4) and the Regulations, hereby notifies all
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respondents that it will affirmatively ensure that any contract entered into pursuant to this
advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to
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submit bids in response to this invitation and will not be discriminated against on the grounds
of race, color, or national origin in consideration for an award.
TERMS AND CONDITIONS
1. All proposals will be reviewed by the City to determine compliance with the requirements
of this RFP. Failure to meet any requirement may result in the proposal
being deemed non-responsive.
2. Submitting a response to this RFP does not obligate the City to award a contract or
reimburse any costs incurred in the preparation or presentation of the response, including
but not limited to site visits, interviews, or demonstrations.
3. All proposals and accompanying documentation submitted in response to this RFP
become the property of the City and are subject to public disclosure under Washington
State law.
4. Proposals must remain valid for ninety (90) days following the submission deadline.
5. Respondents are solely responsible for ensuring receipt of the most current RFP and all
issued addenda.
6. Respondents must promptly notify the City of any ambiguities, inconsistencies, or errors
in the RFP. Failure to do so will be interpreted as acceptance of the RFP as written.
7. The City reserves the right to reject any or all proposals; waive minor informalities or
irregularities; request additional information for evaluation purposes; revise or amend the
RFP through written addenda; negotiate final terms with the selected respondent(s); and
decline to award a contract as a result of this RFP.
8. Any resulting agreement will be in a format provided by the City and will reflect the
requirements of this RFP.
9. The selected respondent must obtain a City of Olympia business license prior to contract
execution.
10. A certificate of insurance meeting the requirements in the City's Professional Services
Agreement must be submitted upon notification of award.
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