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[PHONE REDACTED] ■ [PHONE REDACTED] (fax) ■ 701 Fifth Avenue, Suite 4120 ■ Seattle, Washington 98104 ■ www.dowl.com Alaska ■ Arizona ■ Colorado ■ Montana ■ North Dakota ■ Oregon ■ Washington ■ Wyoming April 27, 2016 Ms. Kimberly Dietz City of Redmond 156 NE 85th Street PO Box 97010 Redmond, WA 98073 Subject: City of Redmond Cultural Resources Management Plan Dear Ms. Dietz: DOWL is pleased to present our team’s updated scope of work (SOW), budget, and schedule to develop a cultural resources management plan (CRMP) for the City of Redmond (COR). DOWL proposes to use the same key staff identified in our response (November 09, 2015) to the request for proposals (RFP). For the project DOWL proposes to implement the project using a phased approach based upon the tasks identified in the RFP and our subsequent discussions with the COR staff. DOWL has organized the project work into the following phases: 1) Project Initiation, Communication, and Coordination 2) Stakeholder Engagement 3) Reviews and Recommendations 4) Plan and Protocol Development 5) GIS Data and Predictive Model Development 6) Training Program Development and Implementation 7) Project Archive Our current approach is described in more detail in the following sections along with key assumptions and deliverables for each phase. Assuming a project start date of June 01, 2016, DOWL anticipates all work will be complete by June 30, 2017. A copy of our draft schedule is included as an attachment. Our anticipated budget for the project is $174,966. The COR Consultant Fee Workbook and our cost estimate are included as attachments. Phase 1) Project Initiation, Communication, and Coordination 1.1 Client Meetings Within one week of notice-to-proceed, the DOWL team will schedule a kickoff meeting with the COR staff to introduce the project team members and discuss the schedule and communications protocols. Meetings will be held throughout the project with key DOWL team members and COR staff to discuss progress. Assumptions, Deliverables, and Schedule Considerations • DOWL’s project manager and lead archaeologist will attend the kickoff meeting in person. Other key DOWL team members will participate by teleconference. Exhibit A - Scope of Work ---PAGE BREAK--- Page 2 City of Redmond CRMP Scope of Work Jennifer L. Flathman, DOWL [PHONE REDACTED] • In addition to the kickoff meeting, DOWL assumes that there will be an additional 12 formal meetings with the COR staff and the key DOWL team members. The DOWL project manager will attend the meetings in person and other team members will attend by teleconference. • Additional meetings will be scheduled to review major deliverables. • DOWL’s staff will communicate informally with the COR by email and telephone throughout the project. • DOWL will prepare agendas and notes for the meetings. • DOWL will establish a secure site to share information with the COR and signatory stakeholders on the COR’s SharePoint site. • The COR will provide maintenance and support of the SharePoint site. • Access to materials and deliverables will be restricted by team member role (i.e. consultant, COR, signatory stakeholder) to maintain confidentiality of information and facilitate review of internal deliverables prior to dissemination to the signatory stakeholder team. • DOWL will store all information used internally at DOWL on a secure network drive. The drive will be partitioned and access limited to project team members. 1.2 Progress Reports, Updates, and Invoices DOWL will provide the COR with progress reports throughout the life of the project. Invoices will be submitted in accordance with the terms of the contract. Assumptions, Deliverables, and Schedule Considerations • DOWL will provide a progress report with the invoice. • The progress report will include a summary by task of work performed during the period of performance. 1.3 Project Management DOWL will follow consultant protocols for timely project delivery and Quality Assurance/Quality Control (QA/QC) so that the needs and expectations of the COR are met. This includes conducting management reviews at key project milestones to assess scope, schedule, and budget status, and to address any project issues and providing senior level technical reviews of interim and final deliverables prior to submitting them to the COR. A bi-weekly or if needed weekly project management meeting will be held with the COR’s project manager and the Consultant’s project manager. This meeting can be held by phone or in person. The purpose of this meeting is to discuss project progress, outstanding project issues and risks, upcoming deliverables and project schedule. DOWL’s project manager will inform the COR project manager via the progress reports and other communication as appropriate regarding work performed; project progress relative to budget expended; any issues that might impact scope, schedule, or budget; and anticipated approach and schedule for resolution of issues. Assumptions, Deliverables, and Schedule Considerations • DOWL will schedule a bi-weekly meeting with the COR’s project manager at project initiation. The meeting will be held by phone or in person. Phase 2) Stakeholder Engagement ---PAGE BREAK--- Page 3 City of Redmond CRMP Scope of Work Jennifer L. Flathman, DOWL [PHONE REDACTED] 2.1 Signatory Stakeholder Kickoff Meeting DOWL will attend a meeting to introduce the project team members to the signatory stakeholders (Department of Archaeology and Historic Preservation (DAHP), King County Historic Preservation Program Federal Highway Administration (FHWA), Washington State Department of Transportation (WSDOT), the United States Army Corps of Engineers (USACE), and the Snoqualmie, Muckleshoot, Tulalip, and Stillaguamish tribes). Assumptions, Deliverables, and Schedule Considerations • Assuming availability of signatories, the meeting will be held within 3 weeks of the kickoff meeting. • DOWL’s project manager and lead archaeologist will attend the meeting in person. Other key DOWL team members will participate by teleconference. • DOWL will develop an agenda and invitation text for distribution by the COR. • DOWL will prepare and distribute meeting notes. 2.2 Signatory Stakeholder Advisory Group Meetings and Support DOWL will assist the COR in establishing an advisory group comprised of key stakeholders to provide input into the CRMP. The advisory group should include representatives from the COR’s Planning, Parks, Public Works, Information Services, and Communications Departments. The DAHP, FHWA, WSDOT, and the United States Army Corps of Engineers (USACE), will also be important members of the advisory group. Invitations will be extended to the Chairmen and Tribal Historic Preservation Officers (THPOs) of the Snoqualmie, Muckleshoot, Tulalip, and Stillaguamish tribes (see Section 3.4 for additional tribal engagement). Copies of the meeting materials and interim deliverables will be provided to the Yakama, Suquamish, and Duwamish Tribes. Assumptions, Deliverables, and Schedule Considerations • DOWL assumes 6 meetings with the advisory group. • The meetings will be working sessions intended to gather input on the CRMP, protocols, and other deliverables. • Each meeting will last two hours. • DOWL will prepare the initial invitations to the signatory stakeholders to join the group. The invitations will be distributed by the COR. • DOWL will prepare and distribute by email the invitations, agendas and notes for the subsequent advisory group sessions. • Meetings will be held by teleconference and at the COR offices. 2.32 Community Stakeholder Meetings and Support DOWL will assist the COR with additional meetings with a broader group of stakeholders from the community at key phases of the project. Invitations should be provided to developers, COR residents, the Redmond Historical Society, and other groups focused on heritage protection and education. Assumptions, Deliverables, and Schedule Considerations • DOWL will organize 3 community stakeholder meetings. • Each meeting will last 2 hours. • DOWL recommends holding the meetings at the following intervals: ---PAGE BREAK--- Page 4 City of Redmond CRMP Scope of Work Jennifer L. Flathman, DOWL [PHONE REDACTED] o The first meeting will be held during thereview and recommendations phase (Phase o The second meeting will be held after the recommendations document is complete. o The final meeting will be scheduled after the draft CRMP and protocols are complete. • DOWL will work with the COR to identify appropriate venues, using COR facilities whenever possible. • The COR will publish the notices and distribute the email invitations. • DOWL will develop the agendas, invitation text, and prepare notes from the meetings. • DOWL will work with the COR’s communication department to obtain logos and templates for materials used for the meetings • DOWL will provide materials to the communication department for review. • DOWL will respond to comments on the draft materials from the COR project manager and communciations department. • The meetings will be facilitated jointly by DOWL and COR staff. • Costs associated with refreshments or facility rentals will be the responsibility of the COR. Phase 3) Reviews and Recommendations 3.1 Conduct Resource Review DOWL will review pertinent background material including the results of previous historic resource surveys, ethnographic studies, and cultural resources reports. The research will be used to develop the draft pre-historic and historic overview and introductory sections of the CRMP (Task 4 below). Studies relating to the area’s previous development and ground disturbance, geology, topography, hydrology, and biological resources will be reviewed for use in modeling areas with a high potential for cultural resources (Task 3.5 below). 3.2 Conduction Vision and Purpose Review DOWL will review the existing vision statement and develop a draft paragraph for use in the CRMP and in relevant sections of the Comprehensive Plan and Zoning Code that identifies the goals for protection, preservation, long-term management, and response to inadvertent discoveries. 3.3 Prepare Policy and Regulatory Review DOWL will perform a review of the COR’s Comprehensive Plan and Zoning Code. Our planning team will use materials prepared by the COR’s intern to inform the policy recommendations. Recommendations for planning and code changes and a process for regular reviews of these items will be incorporated into the CRMP as an appendix. 3.4 Tribal Contacts DOWL will contact the Historic Preservation Offices/Cultural Resources Departments of the signatory stakeholder Tribes to request information on their traditional uses of the area that may not be reflected in the published literature. If THPOs or tribal elders are available for interviews, DOWL will engage members of the Snoqualmie, Muckleshoot, Tulalip, and Stillaguamish tribes to obtain additional input on the tribal perspective of the cultural history and development of the area. • DOWL will contact each tribe individually to request a meeting to discuss the goals of the project and obtain initial information on areas of concern for the tribe. • In addition to the initial meetings, DOWL will conduct up to 4 one-hour interviews with each tribe. • The interviews will focus on data-gathering and will not be oral histories. ---PAGE BREAK--- Page 5 City of Redmond CRMP Scope of Work Jennifer L. Flathman, DOWL [PHONE REDACTED] DOWL will also contact the Duwamish, Yakama, and Suquamish tribes to request information on their traditional uses of the area or project concerns. If these tribes wish to provide data on sensitive locations DOWL will incorporate this information into the Predictive Model (Phase 3.5 Prepare Cultural Resource Assessment and Plan Recommendations The DOWL team will develop the overview of pre-historic and historic resources. Information from the Resource Review will be incorporated into the recommendations as will ethnographic accounts of the area. DOWL will use this information to create an overview of known pre-historic and historic resources and to develop probability models for the presence of cultural resources. The probability models will be used in the GIS and Predictive Model (Phase 5) that will rank areas and resource types by risk potential as well as inform other elements of the plan. DOWL will also develop recommendations for inadvertent discovery protocols and requirements for levels of investigation and reporting within each sensitivity zone. 3.6 Develop Standards and Responsibilities Recommendations During this phase, DOWL will work with the COR to develop recommendations for the best management practices that will serve as the heart for the CRMP. DOWL will present recommendations to the COR regarding data handling, artifact curation, plans to involve the public, and the use of contractors or other personnel to supplement the expertise of current COR employees. 3.7 Develop Capital Investment Program and Implementation Strategies. DOWL will review current capital investment program (CIP) processes with key COR staff and will make recommendations on ways to incorporate reviews of the potential impacts to cultural resources early in the CIP. These early reviews will help ensure that development is not planned in areas with a high probability for archaeological sites or in neighborhoods with a high concentration of resources that may be eligible for the National Register of Historic Places or as a King County Landmark. 3.8 Prepare Recommendations Document DOWL will prepare a recommendations document with the results of the research and initial reviews. The document will include the draft pre-historic, historic, and ethnographic overview, vision and purpose statement, policy and regulatory recommendations, standards and responsibility recommendations and CIP Strategies. The document will also include preliminary rankings of areas and resource types by risk potential. Assumptions, Deliverables, and Schedule Considerations • DOWL assumes COR staff members and stakeholders are available for meetings and interviews. • DOWL will use information prepared by the COR’s planning intern to prepare the policy recommendations. DOWL’s planning staff will review this information at project initiation but assumes that it will be accurate and complete. • DOWL assumes that the COR will provide information on the current CIP process. • The recommendations document will be provided electronically in pdf format for review by the COR and signatory stakeholders. • DOWL will expand the components of this document into the draft CRMP (Phase • DOWL will review the key findings of this phase in a meeting with the COR Staff. • DOWL will develop PowerPoint presentations and handouts for use in the meeting with COR staff. • DOWL will prepare notes from the meeting. ---PAGE BREAK--- Page 6 City of Redmond CRMP Scope of Work Jennifer L. Flathman, DOWL [PHONE REDACTED] Phase 4) Plan and Protocol Development 4.1 Develop CRMP Draft During this phase, DOWL will continue to refine the overviews, visions statements, code, and policy recommendations based upon feedback from the COR and signatory stakeholders. DOWL will develop a draft table of contents (TOC), recommended appendixes, and annotated outline of the CRMP for review by the COR. The annotated outline will identify key topics in each section and sources of information consulted. Assumptions, Deliverables, and Schedule Considerations • DOWL will provide the draft TOC and annotated outline for review electronically in pdf format. • The COR will provide comments on the draft TOC and annotated outline within 15 business days. • DOWL will incorporate the comments into the draft CRMP. • DOWL will provide a draft copy of the CRMP electronically in pdf format. • The City will provide comments within 15 business days. • DOWL will provide an updated copy for review by the stakeholders within 5 business days of receipt of COR comments. • Signatory stakeholders will provide comments within 30 days. 4.2 Develop Draft Protocols DOWL will develop protocols for use by the COR in managing and treating cultural resources. The protocols will address such issues as inadvertent discoveries during construction, maintenance of COR owned historic structures, approval of development applications, thresholds for projects requiring survey or archaeological monitoring, and emergency response. The protocols will include step-by-step flow charts that are easy to read and understand. Narratives explaining the protocols with examples of how and when to use them will be included in the CRMP and the training materials. The protocols will be written in such a way that they can be printed onto quick reference cards for use by COR staff or construction teams or incorporated into contractor specifications and other documents developed by the COR. Assumptions, Deliverables, and Schedule Considerations • DOWL will produce draft copies of the protocols electronically in pdf format for review by the COR staff. • The COR will provide comments within 15 business days. • DOWL will provide an updated copy for review by the stakeholders within 5 business days of receipt of COR comments. • Signatory stakeholders will provide comments on the draft document within 30 days. 4.3 Develop Draft Final Plan and Protocols DOWL will incorporate feedback on the draft protocols and other interim deliverables into a review draft of the CRMP. The draft CRMP will also include recommendations for educational outreach and other ways to integrate cultural and heritage activities into COR programs. Assumptions, Deliverables, and Schedule Considerations ---PAGE BREAK--- Page 7 City of Redmond CRMP Scope of Work Jennifer L. Flathman, DOWL [PHONE REDACTED] • DOWL will prepare a draft final version of the CRMP and protocols for use during the training sessions within 30 days of receipt of the comments. • Final versions of the CRMP and protocols will be prepared in response to comments from the training sessions, COR staff, and the stakeholder advisory group. • All final deliverables will be provided in the source format (typically Microsoft word) that is easy to update by COR staff. Phase 5) GIS Data and Predictive Model Development 5.1 Information Gathering DOWL’s GIS team will work with the COR’s GIS staff to supplement the information obtained in the background research phase with information on the COR’s infrastructure and natural resources. Assumptions, Deliverables, and Schedule Considerations • DOWL will have access to COR’s GIS data. If available, DOWL anticipates using the following data: o Parcel boundaries o Building locations o Building construction dates o Locations of below ground utilities o Locations of streams and waterbodies o Locations of known wetlands o Elevation data o Hydrology data • The COR’s GIS team will provide information on the COR’s current GIS system and assist DOWL with obtaining COR owned data. • The COR will complete a data-sharing agreement with DAHP. • The DAHP data will be the system of record for data on recorded cultural resources. Locations of historic resources and archaeological sites will be obtained from the DAHP data. • The King County Sensitivity model is under development, but DOWL assumes it will have access to data from the County and DAHP on known cultural resources in the COR limits. • DOWL will incorporate information obtained from the Tribes (as part of Phase 3) for inclusion in the model as a confidential layer. • DOWL understands the importance of confidentiality to the Tribes and that they may wish to provide limited data for the initial version of the model. DOWL will develop the model so that it can be easily updated as new information is obtained/or approved for inclusion. • DOWL’s GIS lead will conduct the information gathering phase remotely and correspond by teleconference or video with COR project manager and GIS staff. DOWL assumes 4 meetings lasting 30 minutes. 5.2 Prepare Specification for GIS Data and Predictive Model DOWL’s GIS lead will present recommendations on best management approaches for this type of functionality to the COR staff. He will use the input from COR staff to develop a specification describing the key functions, operating platform, hardware and software requirements, and access ---PAGE BREAK--- Page 8 City of Redmond CRMP Scope of Work Jennifer L. Flathman, DOWL [PHONE REDACTED] protocols. The specification will be the blueprint for the draft model that DOWL will develop for use during the training and initial rollout of the CRMP. We expect the model to be a series of GIS layers that will be incorporated into the COR’s current GIS system. The layers will reflect probability and sensitivity information identified in Phase 3. These layers will work with the COR’s existing mapping of infrastructure, geology, etc. The information can be searched through mapping or by querying individual parcels. The layers will be updatable as new information is obtained by the COR (ex. as new archaeological sites are discovered and reported to the COR by DAHP). Instructions on when and how to update the layers will be included in the documentation. The specification will identify a process that will allow a limited number of COR staff to input basic information (location, resource type) on archaeological sites, historic structures, etc. identified in cultural resources reports submitted to the COR into a “temporary sites” layer. The predictive model will use this layer, in addition to DAHP data on “officially” recorded sites and other data on the resources in the area, in determining the sensitivity. The specification will include a recommendation on a process for how frequently the COR staff should remove features from the “temporary sites” layer. Assumptions, Deliverables, and Schedule Considerations • The GIS data and Predictive Model will run on the City’s existing Arc Map 10.2.1 software. • The COR will be responsible for the license and hardware to support the tool. • DOWL will attend one meeting with the COR to present the recommendations for the tool. • DOWL’s GIS lead will attend this meeting by video conference. 5.3 Develop GIS Data and Predictive Model Prototype DOWL will preparea prototype of the data and a predictive model for review by the COR and signatory stakeholders DOWL will digitize and compile the information into database layers that can be used by COR staff with their existing GIS software. The tool will incorporate a coding system to help staff identify the probability of encountering cultural resources in area given study area. Using a red, yellow, green coding system will help COR staff to identify the potential sensitivity of the area while maintaining the confidentiality of individual resources. The layers will include attributes that identify the potential sensitivity types including traditional use areas and locations with a high potential for prehistoric or historic resources based upon geology, natural resources, known cultural resources, and existing development patterns. Assumptions, Deliverables, and Schedule Considerations • DOWL will prepare the prototype based upon comments from the COR on the specification • DOWL’s GIS lead will provide an orientation session to COR staff on how to use the prototype. • The orientation will be presented in person to COR staff using COR facilities. • DOWL will develop documentation on use to use prototype. 5.4 Develop Final GIS Data and Predictive Model DOWL will develop the final model in response to comments from the COR staff. DOWL will prepare documentation on how to use and update the model and layers. Assumptions, Deliverables, and Schedule Considerations ---PAGE BREAK--- Page 9 City of Redmond CRMP Scope of Work Jennifer L. Flathman, DOWL [PHONE REDACTED] • DOWL will prepare the final tool based on COR comments. • DOWL will provide documentation on the final tool to the COR in Microsoft word format. • DOWL will provide a training session on how to use and update the final model. Phase 6) Training Program Development & Implementation 6.1 Develop Training Program DOWL will develop a training program that can be initially conducted by DOWL for COR staff. The program will use a train-the-trainer format so that COR staff can use the materials to train new employees or stakeholders. The training will be organized into modules so that select portions of the program can be provided to specific COR teams or signatory stakeholder groups. The modules will be grouped into three broad categories: 1) general, 2) functional and 3) field. General- This module will be classroom based and provide an orientation to the CRMP. Topics will include: • What are cultural resources? • What types of cultural resources are in Redmond? • What is a CRMP? • How is the CRMP organized? • What resources are included in the CRMP? • how to use the CRMP when planning a project This session will also include an overview of when and how to use the CRMP when planning a project, provide an overview of protocols, and provide a demonstration of the predictive model. Functional – This module will also be classroom based and targeted to staff using the CRMP to: • consider long-term projects and planning initiatives • review development applications • plan construction work • hire contractors Field- This module will be useful for field crews. The training will be held outdoors on a COR owned property. The training will focus on the use of protocols related to identification of cultural features, inadvertent discoveries, emergency response, etc. 6.2 Conduct Initial Training Sessions DOWL team members will conduct an initial training session for select COR staff to test the program. 6.3 Conduct Training for COR Departments DOWL will provide training sessions for staff from the Parks, Construction, Natural Resources, and Planning divisions. Modules 1 and 2 will last two hours. Module 3 will be one hour and held outdoors on a COR property. Assumptions, Deliverables, and Schedule Considerations ---PAGE BREAK--- Page 10 City of Redmond CRMP Scope of Work Jennifer L. Flathman, DOWL [PHONE REDACTED] • DOWL will provide up to two sessions of module 1; two sessions of module 2 and four session of module 3. • The COR will identify a property suitable for providing the outdoor demonstration. • DOWL will prepare kits with soil samples and sample “artifacts” and other materials for use in interactive training exercises. • DOWL will update the materials based upon the feedback obtained in the initial training session. • DOWL deliverables will include PowerPoint presentations, speakers’ notes, demonstration kits and quick reference guides for use with the plan. Phase 7) Project Archive 7.1 Ongoing Updates to Project Archives and Files DOWL will regularly update the SharePoint site with the most recent versions of draft deliverables and correspondence for use by the COR staff. 7.2 Prepare Final Updates to All Deliverables DOWL will prepare a final version of the CRMP, GIS tools, and training materials with responses to signatory stakeholder comments and feedback from staff during the training sessions. Assumptions, Deliverables, and Schedule Considerations • DOWL will provide one bound copy of the final CRMP and training materials for the COR archives. • A project archive with meeting agendas and notes; draft deliverables; and final deliverables will be provided to the COR on a hard drive. • The archive will include electronic versions of the final materials for update and reproduction by the COR. Sincerely, DOWL Jennifer Flathman Cultural Resources Specialist Attachment(s): As stated