STAFF REPORT: COASTAL ADAPTATION PLAN PHASE 1 (MAPPING)

COASTAL ADAPTATION PLAN PHASE 1 (MAPPING)

RECOMMENDATION:

THAT the draft terms of reference for Non-Core Project N-089 “Coastal Adaptation Plan Phase 1 (Mapping)” be adopted;

AND THAT Notice of Intent to Award Non-Core Project N-089 “Coastal Adaptation Plan Phase 1 (Mapping)” be made naming Associated Engineering as the lead consultant in accordance with Purchasing Policy 1600-021 sections 10.8.1 and 10.8.14.

PURPOSE:

The purpose of this report is to commission a study to map the potential extent of coastal flooding.

TIME CRITICAL:

A decision to procure through Notice of Intent to Award would allow for proper notice to award the project to a specific provider and allow the project to be initiated before the end of the fiscal year. The project was originally identified in the 2019-2022 Financial Plan to be conducted in 2020-2021.

EXECUTIVE SUMMARY:

The Town’s Purchasing Policy (Policy 1600-021, Attachment 4) calls for procurement commitments over $75,000 to be executed by Council and that there be at least three written quotes or proposals for professional services for projects between $75,000 and $99,999.

Staff recommends that Non-Core Project N-089 Coastal Adaptation Plan Phase 1 (Mapping) with a Provincial grant of $95,000 be procured through the Notice of Intent to Award method to the lead consultant that produced the precursor studies prepared for the Capital Regional District’s Coastal Flood Inundation Project and the City of Colwood’s Supplementary Coastal Flooding and Risk Analysis.

A draft Terms of Reference (Attachment 3) builds on the precursor studies conducted by the Capital Regional District and City of Colwood. Staff recommend approval of the Terms of Reference and subsequent award of the work to Associated Engineering.

BACKGROUND:

In 2018 the Province of BC added sea level rise into the determination of building setbacks and flood construction levels in coastal areas as an amendment to the Flood Hazard Area Land Use Management Guidelines. The Guidelines set out principles for development in areas subject to flood risk.

The Capital Regional District released the Coastal Flood Inundation Project report in 2019. This study analyzed coastal flooding risks from sea level rise, tsunamis, storm surge and tidal action, and provided recommendations for flood construction levels (geodetic elevations for living spaces in buildings) for sea level rises of 1 and 2 metres. The project was regional in scope; the analysis was completed by dividing the coastline into reaches (stretches of coastline) and studying anticipated flood construction level at one point in that reach. An issue for the Town is that the reaches are not detailed enough for local planning. For example, Portage Inlet and Gorge Waterway comprise one reach that begins and ends at the Johnson Street Bridge. This is a long coastline that has varying shoreline typologies, from seawalls to natural shores, and includes low lying land susceptible to flood risk and high banks vulnerable to erosion. More detailed mapping would highlight the varying potential impacts in different locations.

In 2021 the City of Colwood completed the Supplemental Coastal Flooding and Tsunami Risk Analysis, a more detailed study for their coastline that provides mapping which shows the potential extent of coastal flooding.

DISCUSSION:

Goal 4b of the Town’s 2019-2022 Strategic Plan calls for the development of a sea-level rise and storm surge mitigation and adaptation policy. The Town was able to secure a $95,000 grant that would provide the foundational data. Terms of the grant require that the project activities must be completed by June 22, 2025 with unused funds returned to the Union of BC Municipalities within 30 days following the project end date.

The Town’s Purchasing Policy (Policy 1600-021) calls for procurement commitments over $75,000 to be executed by Council and that there be at least three written quotes or proposals for professional services for projects between $75,000 and $99,999.

Draft Terms of Reference have been developed for this project (see Attachment 3). While there are other firms that can produce a similar study that would meet the provincial guidelines and the professional standards of Engineers and Geoscientists BC, the proposal is to build on the CRD and Colwood projects using consistent methodology. It is therefore recommended that the project be awarded through the Notice of Intent to Award method to Associated Engineering as the lead consultant.

Direct award is described in the Town’s Purchasing Policy for circumstances where the municipality is seeking “to ensure compatibility with existing products or methods” (section 10.8.1) and where “there is a requirement for contractor continuity” (section 10.8.14).

SUSTAINABILITY/CLIMATE CHANGE IMPACTS:

This study would provide foundational data for policies and plans to mitigate risks to public infrastructure and private property. It would also be useful for emergency planning.

FINANCIAL IMPLICATIONS:

The budget is $95,000 funded by the Province of BC Community Emergency Preparedness Fund, which includes contingencies and engagement with the Songhees Nation and Esquimalt Nation. Should budgetary constraints arise, staff would return to Council to discuss options such as increasing the project budget by utilizing Local Government Climate Action Program funds.

ALTERNATIVES:

1. THAT Non-Core Project N-089 “Coastal Adaptation Plan Phase 1 (Mapping)” be commissioned through receipt of at least three written quotes or proposals.
2. THAT Non-Core Project N-089 “Coastal Adaptation Plan Phase 1 (Mapping)” not be undertaken.

CONCLUSION:

Staff recommends that Non-Core Project N-089 “Coastal Adaptation Plan Phase 1 (Mapping)” be procured through the Notice of Intent to Award method to Associated Engineering as the lead consultant.

ATTACHMENTS:

1. 2019 CRD Coastal Flood Inundation Project (excerpt)
2. 2021 City of Colwood Supplemental Coastal Flooding and Tsunami Risk Analysis (excerpt)
3. Draft Terms of Reference
4. Purchasing Policy 1600-021