Request for Proposal - Comiskey Park Engagement, Copyrighted
November 5, 2018
City of Dubuque Action Items # 4.
ITEM TITLE: Request for Proposal - Comiskey Park Engagement,
Design, Construction Management, and Grant
Administration Services
SUMMARY: City Manager recommending approval of a Requestfor
Proposals for a consulting firm to perform community
engagement, design, construction management and grant
administration services for the redevelopment of Comiskey
Park.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
RFP for Comiskey Park Redevelopment-NNM Memo City Manager Memo
NNM Comiskey Park Rede�lopment RFP Staff Memo
RFP Comiskey Park Engagement, Design,
Construction Managementand GrantAdministration Supporting Documentation
Services
THE CITY OF Dubuque
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Masterpiece on the Mississippi Z°°'�w'2
7A13 2017
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Request for Proposals for Comiskey Park Engagement, Design,
Construction Management and Grant Administration Services
DATE: October 28, 2018
Leisure Services Manager Marie Ware recommends City Council approval of a Request
for Proposals for a consulting firm to perform community engagement, design,
construction management and grant administration services for the redevelopment of
Comiskey Park.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
�L;� 1��, ���,��
Mic ael C. Van Milligen �� �
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Marie L. Ware, Leisure Services Manager
THE CTTY OF Dubuque
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ui���eNe�ary
DUB E '�I}I��'
Masterpiece on the Mississippi �°' Z°'Z
2013 2017
TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Manager
SUBJECT: Request for Proposals for Comiskey Park Engagement, Design,
Construction Management and Grant Administration Services
DATE: October 26, 2018
INTRODUCTION
The purpose of this memorandum is to recommend approval by the City Council of the
enclosed Request for Proposals (RFP) for Comiskey Park Engagement, Design,
Construction Management and Grant Administration Services.
BACKGROUND
The 3.74-acre Comiskey Park serves as the only convenient outdoor space for
Dubuque's low-income Washington and North End Neighborhoods. The current
Comiskey Park has a playground (circa 1994) with some older pieces, tennis court
(circa 2005), softball diamond with skinned infield, 18-stall parking lot, small skate park
(circa 2005), basketball court (2005), community center (2002) and open space used for
soccer, rugby and community events. Existing amenities are overused and do not meet
current recreation demands.
The City of Dubuque recently purchased an adjacent 1 .95-acre parcel for the Bee
Branch project which expanded Comiskey Park after the project completion. Expansion
efforts will increase recreation access, enhance quality of life and improve health
outcomes for Dubuque's disadvantaged households. An initial community planning
process was launched, and proposed improvements include a splash park, additional
basketball courts, all-inclusive playground equipment, shade structures, and more green
space.
DISCUSSION
The City would solicit proposals from qualified professional consulting firms to perform
community engagement, design, construction management and grant administration
services for the redevelopment of Comiskey Park, located at 255 East 24th Street.
A community engagement process is an important part of the scope of work. The
consultant will develop a plan for broad community engagement into the preliminary and
final designs. The plan needs to measure support and commitment, identify community
desires for the park, and engage residents and community partners in the process. The
plan should incorporate methods beyond typical community meetings to engage
marginalized populations that use the park.
Comiskey Park redevelopment must reflect the values of the community which makes
quality and diverse public participation and input essential to the process. Plans must
reflect outreach to a diverse and comprehensive representation of the Dubuque
community including traditionally under-represented groups.
The consultant will develop bid specifications and will also be required to perform all
construction testing, construction management and construction survey for this project.
The consultant will also be responsible for all aspects of grant administration, monitoring
and reporting.
The Comiskey Park Citizen Engagement and Redevelopment RFP committee consists
of Marie Ware, Leisure Services Manager, Laura Carstens, Planning Services Manager,
Jerelyn O'Connor, Neighborhood Specialist, Steve Brown, Project Manager, Steve
Fehsal, Park Division Manager, Renee Tyler, Transportation Services Manager,
Dan Kroger, Recreation Division Manager and Tony Breitbach, Purchasing Coordinator.
BUDGETIMPACT
The local matching funds for the LWCF ORLP grant are available in the Fiscal Year
2019 Capital Improvement Program (CIP) Budgets as follows:
FY 19 CIP Title/Description Amount
3601105 Comiskey Landscaping $ 50,000
3501544 Comiskey Improvements 30,454
3501578 Replace Comiskey Park Amenities 60,200
1022292 Comiskey Playground Replacement 202,623
3401654 Bee Branch Creek Restoration Project 250,000 (Connect to Comiskey)
3602739 Comiskey Park Sidewalk Lighting 100,000
Total of City Funds $ 693,277
LWCF ORLP Grant 508,000
Project Grand Total $ 1 ,201 ,277
ACTION REQUESTED
I respectfully recommend on behalf of the RFP Committee that the City Council approve
the RFP for Comiskey Park Engagement, Design, Construction Management and Grant
Administration Services, and then direct staff to post the RFP and initiate the consultant
selection process.
attachments
cc: Jenny Larson, Budget Director
Stephen Fehsal, Parks Division Manager
Laura Carstens, Planning Services Manager
2
THE CITY OF
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MasterE�iecc on the Mississippt
Consultant Professional Services
Request for Proposal
Comiskey Park
Engagement, Design, Construction Management
and Grant Administration Services
City of Dubuque, lowa
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ClP #'s 3601105, 3501544, 3501578,
1022292, 3401654 and 3602739
Issue Date: November 6, 2018
Closing Date & Time: November 27, 2018 at 2:00 p.m.
Leisure Services Department
2200 Bunker Hill Road
Dubuque, lowa 520013010
1.0 INTRODUCTION
The City of Dubuque, lowa is soliciting competitive sealed proposals from qualified
professional consulting firms to perform community engagement, design, construction
management and grant administration services for the redevelopment of Comiskey Park,
located at 255 East 24th Street in Dubuque, lowa.
A community engagement process is an important part of the scope of work. The consultant
will develop a plan for broad community engagement into the preliminary and final designs.
The plan needs to measure support and commitment, identify community desires for the
park, and engage residents and community partners in the process. The plan should
incorporate methods beyond typical community meetings to engage marginalized populations
that use the park.
Comiskey Park redevelopment must reflect the values of the community which makes quality
and diverse public participation and input essential to the process. Plans must reflect
outreach to a diverse and comprehensive representation of the Dubuque community
including traditionally under-represented groups.
The consultant will develop bid specifications and will also be required to perform all
construction testing, construction management and construction survey for this project. The
consultant will also be responsible for all aspects of grant administration, monitoring and
reporting.
The City of Dubuque was awarded a $508,000 Land and Water Conservation Fund (LWCF)
Outdoor Recreation Legacy Partnership (ORLP) Program grant. The National Park Service
grant is managed through the lowa Department of Natural Resources. The grant and
agreement are located on the city FTP site at https://citvofdubuque.sharefile.com/d-
sca9e5425654471 eb. The city has budgeted a match of the grant of$693,277 in six capital
improvement project budgets. The total project will be $1 ,201 ,277. Improvements are listed
in the attached grant application and agreement. The consultant will be expected to handle all
aspects of grant administration.
The current Comiskey Park has a playground (circa 1994) with some older pieces, tennis
court (circa 2005), softball diamond with skinned infield, 18-stall parking lot, small skate park
(circa 2005), basketball court (2005), community center (2002) and open space used for
soccer, rugby and community events.
2.0 PROJECT OBJECTIVES
The City is seeking a qualified consultant to design preliminary and final plans for Comiskey
Park Redevelopment based upon community engagement and in compliance with LWCF
ORLP grant. The selected consultant will administer the project from start to grant
administration, construction management to construction inspection and survey. The
selected consultant will be expected to complete the contracted scope of work to meet the
specified timeframe for the design goal and provide the professional services necessary for
the project to proceed through award of contract, construction and project closeout.
Page 2 of 28
The selected consultant will be expected to complete the contracted scope of work within the
timeframe, under the general direction and coordination of the city's Leisure Services,
Engineering and Planning Departments as authorized by the City Council.
ENGAGEMENT
The selected consultant will be responsible for developing and implementing a robust,
creative, and inclusive plan for engagement. The process must be interesting, meaningful
and relevant to residents. The engagement plan must at a minimum involve the following:
1 . Develop and implement an engagement process at the onset of and throughout the
project. The purpose of the process will be to inform and solicit input from
residents of the goals of Comiskey Park redevelopment and how the park and
planning affects those residents in their everyday lives. The project must also
inform residents of the importance of participation as well as opportunities for
participation throughout the duration of the project.
2. Develop and implement a plan for creative, diverse, and meaningful community
engagement especially for the Comiskey Park service area and including the entire
community. The consultant will develop a schedule and input opportunities which,
at a minimum, address the channels for public engagement and communication.
The consultant will be responsible for designing and facilitating the events and
public input instruments and collecting and distilling all information for use in the
park redevelopment plan.
3. The plan should outline specific outreach strategies, marketing tactics, and
engagement tools and events ensuring representative feedback from the whole
community — all ages, races, ethnicities, and backgrounds. This process should
involve reaching out to community organizations, stakeholders, neighborhood
associations, residents and other traditionally under-represented groups.
GOALS
Below are the goals for the redevelopment of Comiskey Park:
• Space has an identifying iconic component or sense of place created specific to
Comiskey Park
• Complement Bee Branch Creek Greenway but not duplicate
• Create a connection to the Bee Branch Creek Greenway, and the Heritage Trail
Network going north through North End Neighborhood.
• Create a space designed as urban park
• Decrease perception of fear of neighborhood through lighting and other
enhancements
• Incorporate safety throughout the park
• Encourage park use from sun up to sun down
• Encourage neighbor meeting neighbor
• Attractive to persons of variety of cultural backgrounds
• Accessibility (ADA compliance) increased to today's standards
• Sustainability built in throughout the redevelopment
• Proactively accommodate and encourage all forms of transportation (walking,
biking, bus, boarding, etc.) yet accommodate vehicle parking to support park
activities.
Page 3 of 28
3.0 COMMUNITY BACKGROUND
The City of Dubuque is located on the Mississippi River in northeastern lowa, adjacent to
Illinois and Wisconsin. As lowa's oldest city, Dubuque is a community well known for its
historic and architectural beauty. The City is over 30 square miles in area, with a population
of nearly 60,000 persons. The community has a stable and diversified manufacturing base
and a growing service sector. Dubuque is the major retail, medical, education and
employment center for the tri-state area. Tourism continues to be a major economic force in
the community.
The City of Dubuque is governed by an elected Mayor and City Council and managed by a
City Manager. The City funds a full range of municipal services. City government works in
collaboration with the private and non-profit sectors to promote economic development and
sustainability. Sustainability and downtown, neighborhood, and riverfront planning and
revitalization are long-standing priorities of the City Council. The City's website is
www.citvofdubuque.orq. The City Council goals and priorities are available online at
www.cityofdubuque.orq/councilqoals.
In 2006 and every year since, the Mayor and City Council identified becoming a more
Sustainable City as one of their top priorities for our community. Implementation of a
community-defined sustainability plan is among the top Council priorities of this year,
and each of this year's priorities incorporate one of the parts of Dubuque's model of
sustainability. Find out more at the www.sustainabledubuque.org website.
For additional sustainability information, please reference the 2017 Imagine Dubuque
Comprehensive Plan. An electronic copy of the plan can be accessed at
http://www.citvofdubuque.orq/2432/Imaqine-Dubuque. It is important to address sustainability
and other components of Comprehensive Plan as a part of the project.
4.0 PROJECT SCOPE OF SERVICES
In preparing a response to this RFP, the Consultant should describe the means or strategy by
which they would satisfy the scope of services. The final scope of work will be negotiated with
the selected Consultant(s). The City will evaluate submitted proposals and award contracts
to selected Consultants based on the best proposed solution to each individual section listed
below.
For the design of this project, the City of Dubuque encourages the use of sustainable
principles in design and construction.
The following outline represents the minimum components for performing the requested
seroices.
4.1 — Project Management & Accounting
4.1 .1 The Consultant shall identify one person to serve as the Project Manager for this
project. The Project Manager shall be the leader of this effort and is expected to
ensure that the project scope, schedule and budget are being adhered to at all times
for the duration of the project. Additionally, the Project Manager shall serve as the
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primary point of contact for all exchange of information between the City and the
Consultant.
4.2 — Project Manager Deliverables
The following is a list of requirements that shall be provided throughout the design
seroices.
4.2.1 The Project Manager shall submit an updated electronic copy of the project schedule
on the first Tuesday of each month.
4.2.2 The Project Manager shall submit the project progress report on the first and third
Tuesday of each month. The summary shall be submitted electronically and be less
than a single page in length.
4.3 — Community Engagement
4.3.1 Create a plan for community engagement beyond neighborhood/community meetings
throughout entire project. Plan needs to gather input and feedback from a
representative sample of those living within a mile of the park and engage school
children of the area throughout the park planning process. Engage marginalized
populations especially in park seroice area.
4.3.2 Consultant solicit on community needs, desires and dreams for park redevelopment.
Incorporate input into preliminary and final designs.
4.4 — Preliminary Design of Comiskey Park
4.4.1 Meet with City representatives to review the plan for the proposed improvements.
4.4.2 Create a base drawing from City provided topographic survey data.
4.4.3 Prepare 50°k plans of the proposed Comiskey Park redevelopment project in
accordance with any and all relevant requirements of federal Land and Water
Conservation Fund (LWCF) grant.
4.4.4 Meet with City staff to review preliminary design.
4.4.5 Present preliminary and final design to the City Design Review team for review and
comment.
4.4.6 Make modifications requested; deliver preliminary design to City for distribution to
other interested parties on the project.
4.4.7 Develop a construction cost estimate for the improvements.
4.4.8 Get approval of Park and Recreation Commission of Preliminary Plan prior to City
Council approval of Preliminary Concept Plan.
4.4.8 Acquire all permits required for the project.
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4.5 — Final Design of Comiskey Park Redevelopment
4.5.1 Complete the final bidding documents including 11x17" plans, construction
specifications, cost estimates. Supply an AutoCAD 2013 format drawing of the
improvements to City of Dubuque Leisure Services.
4.5.2 Coordinate with any utilities involved on the project.
4.5.3 Plans shall be constructed using Statewide Urban Design Standards and plan format
(SUDAS).
4.5.4 Deliver plans and specifications to City Leisure Services Department for distribution to
bidders.
4.6 — Perform Construction Management
4.6.1 Be present at the bid letting. Develop the bid tabulation form and provide a
recommendation on the award of the project.
4.6.2 Lead the pre-construction meeting with the contractor and city staff. Take minutes of
the meeting and disburse the minutes to all appropriate staff.
4.6.3 If needed, review all shop drawings required of the contractor. Stamp and approve
shop drawings.
4.6.4 Answer questions from the contractor during construction. Make site visits during
construction. Assume up to 10 site visits.
4.6.5 Process all payment requests for the project. Maintain the budget for the project.
Provide bi-weekly budget status updates to City of Dubuque Leisure Services.
4.6.6 Administer any change orders that may come up in the project. All change orders need
approval of City of Dubuque Leisure Services point of contact prior to executing the
change order.
4.6.7 Prepare project closeout documentation.
4.6.8 Mark-up an as-built plan of the project at the conclusion of construction.
4.6.9 Maintain all records for the project. Provide a copy of all records to the Leisure
Services Department.
4.7 — Administer Grant for the Project
4.7.1 Be familiar with all rules and regulations related to the grants used for this project.
4.7.2 Maintain contact with grant contacts and supply information required for federal LWCF
grant.
4.7.3 Request reimbursement of the improvements and engineering costs on the project
from grant awarding agency.
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4.7.4 Maintain all grant records.
4.7.5 Perform all grant activities required for grant.
4.7.6 Close out the grant as required by grant awarding agency.
4.8 — Perform Construction Inspection
4.8.1 All construction inspection will be performed for the project. This includes gradation
testing, concrete testing, roll testing of the sub-grade, casting beams or cylinders,
breaking beams or cylinders, maintaining a daily inspector diary, etc. if needed.
4.8.2 Supply all records to the City upon completion of the project.
4.9 — Perform Construction Survey
4.9.1 Perform construction staking of the project.
4.10 — Project Coordination
4.10.1 Coordination with City Staff: The consultant will participate in multiple coordination
meetings with the City of Dubuque to review preliminary plans and final plans. The
consultant should plan on a minimum of two (2) meetings for preliminary design and
two (2) meetings for final design.
4.11 — Schedule
4.11 .1 It is the intent of the City that the project (park reconstruction) shall be substantially
completed by December 31 , 2019. It is understood that community input may affect
the schedule on specific elements of the redevelopment plan. The Consultant shall
provide a recommended schedule for the project to meet the engagement and design
goal, and for the completion of the Project through award of contract, construction, and
project closeout.
5.0 USE OF CITY RESOURCES
5.1 — Use of City Resources for the RFP Preparation
All information requests shall be directed to the City's Project Manager as detailed in
Section 7.0 of this request for proposal. All Consultants should note that directly
contacting other City of Dubuque staff or any of the Selection Committee members
shall be considered inappropriate and grounds for disqualification.
5.2 — Materials Available for RFP
Most current aerial photographs of project area. A current aerial photograph of the
City of Dubuque is available in SID file format on DVD if requested by consultant.
5.3 — City Resources Available to the Selected Consultant
The City will make its ArcView GIS mapping and data analysis capabilities available
for this project as well as staff contact/resources persons in the Leisure Services,
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Planning and Engineering Departments. Digital aerial photos of the City of Dubuque
were taken in the spring of 2009.
6.0 INFORMATION TO BE INCLUDED IN PROPOSAL
The Proposal should address all of the points outlined in this RFP excluding any cost
information which shall be included in a separate sealed envelope labeled "Project Cost
Estimate". The Proposal should be prepared simply and economically, providing a straight-
forward, concise description of the ConsultanYs capabilities to satisfy the requirements of the
RFP.
To simplify the review process and to obtain the maximum degree of comparability, the
proposal shall include the following information and shall be organized in the order and
manner specified below. While additional data may be presented, the following subjects must
be included. They represent the criteria against which the proposal will be evaluated.
Letter of Transmittal
Provide a letter of transmittal briefly outlining the ConsultanYs understanding of the work and
list the Project Manager's name, address, telephone number and e-mail address. The name
that is provided for the Project Manager will be used as the primary contact person during the
RFP evaluation process.
Profile of Firm
Provide general information about the Firm, along with its area of expertise and experience
as it relates to this RFP. Describe the experience and success of the Firm in performing
similar projects. State the size of the Firm, the size of the Firm's professional staff, and the
location(s) of the office(s) from where the work on this project will be pertormed.
Discuss the ConsultanYs ability to integrate this project into their present workload. Include a
statement to specify if the Consultant currently has the capacity to undertake the project or
whether it intends to hire additional staff or partner with subconsultants.
Scope of Services
Describe the means, methodology and/or strategy by which the Consultant would satisfy the
scope of services for the approved budget as listed in Section 4.0 as well as what process
and outcomes the consultant would suggest to make the project a reality.
Include a basic work plan for each strategy that delineates the ConsultanYs approach to the
completion of the project. The work plan, at a minimum, should include those components
outlined in Section 4 of this RFP. The Consultant should indicate in the work plan any
aspects that are proposed to be the responsibility of City staff.
Highlight any parts of the work plan that will reflect the ConsultanYs unique philosophy or
insight regarding its approach to this project and how this approach positively impacts the
successful completion of the project. This is the consultanYs opportunity to convey ideas and
concepts with respect to the vision and goals outlined in the Scope of Services.
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Prolect Team Qualifications
Provide the names of all members of the project team associated with this project.
Specifically identify the supervisory and management staff including principals, the project
manager, and technical experts who would be assigned to this project. For each project
team member, provide their qualifications and experience, including any special training and
relevant continuing and professional education.
Include a flow chart that shows the communication path between the City and Consultant.
Include all project team members on the flow chart and show the supervisory relationship
between all members of the team. Be sure to include all subconsultants staff on the project
team flow chart.
Provide the name and location of other sub consulting firms that would be used by the
Consultant during the project and the approximate percentage of the work that would be
performed by each of these firms. Provide the qualifications and experience of all
subconsultant staff working on the project.
In submitting the Proposal, the prospective Consultant is representing that each person listed
or referenced in the proposal shall be available to perform the services as described. The
Project Manager, principals, management, and other project team staff may be changed in
accordance with the requirements described in Appendix C "3. Substitution of Project Team
Members".
Describe the experience and success of the project team members proposed for the
Dubuque project, in performing similar projects.
Include at least 3 client references (including individual contact names and telephone
numbers) for similar projects that have been completed by the Firm in the last five (5) years.
List the names of individuals on the project team including sub-consultants proposed for the
Dubuque project who have worked on the referenced projects.
Understandinq of Final Contract Terms
The Proposer should provide a statement that indicates they have read and understand
Appendix C — "City of Dubuque Contract Terms and Conditions," and agree to include the
clauses that are listed in Appendix C in the final signed contract. Any exceptions to the
Contract Terms and Conditions by the Consultant must be clearly stated in their submitted
Proposal.
Certificate of Insurance
The Consultant should provide a statement indicating that they are able to meet the City's
insurance requirements for professional services. (See attached Insurance Schedule J —
Appendix D.) Submittal of insurance documents as part of this RFP is not required.
Litiqation
Provide litigation information, if applicable.
Proposed Proiect Schedule
Provide a detailed project schedule for the project. Outline the time durations and estimated
completion dates for each major component of the proposed scope of work. The schedule
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should list all deliverables that are required throughout the project. Products should be
delivered in electronic format compatible with the City computer software and hardware.
Fees and Compensation — TO BE IN A SEPARATE SEALED ENVELOPE
Provide a proposed fixed cost, plus reimbursable expenses budget for each strategy
proposed to complete the requested scope of services. Breakdown costs by major scope
element and include a list of hourly rates for personnel assigned to the project.
Quotation of fees and compensation shall remain firm for a period of at least 90 days from the
RFP submission deadline.
Remember to separate the proposed budget from the other portion of the RFP submittal.
Initial screening will be done without knowing the ConsultanYs proposed fee for services.
Contract — A proposed contract for services must be included in the submittal. (The
proposed contract is not included in the page count for proposed submission.)
7.0 PROPOSAL QUESTIONS AND ANSWERS
If you have any questions concerning this proposal, or other technical questions, please
submit your requests to the City's designated Project Manager. The City has used
considerable efforts to ensure an accurate representation of information in this RFP. Each
Proposer is urged to conduct its own investigations into the material facts provided.
No answers given in response to questions submitted shall be binding upon this RFP unless
released in writing (letter or email) as an officially numbered and titled addendum to the RFP
by the City of Dubuque.
Any questions concerning this proposal must be received on or before 2:00 p.m. CST
on November 27, 2018. Any inquiries received after this date will not be answered. When
submitting a question to the Project Manager, please include the appropriate Consultant
contact information. All questions sent in an email must include Comiskey Park
Redevelopment in the subject line.
From the date of issuance of the RFP until final City action, the Proposer shall not discuss the
RFP with or contact any other City of Dubuque or any of the Selection Committee members
except as expressly authorized by the City Project Manager identified in this section (Section
8.0). Violation of this restriction will be considered a violation of the rules and be grounds for
disqualification of the ConsultanYs proposal.
Project Manager contact information is as follows:
Marie L. Ware
Leisure Services Manager
City of Dubuque
Leisure Services Department Phone: 563.589.4264
2200 Bunker Hill Road E-mail: mware@cityofdubuque.org
Dubuque, lA 52001-3010
Page 10 of 28
8.0 SUBMISSION REQUIREMENTS
Before submitting a proposal, each Consultant shall make all investigations and examinations
necessary to ascertain site conditions and requirements affecting the full performance of the
contract and to verify any representations made by the City upon which the Proposer will rely.
PROPOSAL SUBMITTAL INFORMATION
§ Submittal Deadline: November 27, 2018 before 2:00 p.m. CST
§ Submittal Location, Marie L. Ware
Contact & Mailing Leisure Services Manager
Address: City of Dubuque Leisure Services
Attn: Comiskey Park Redevelopment Proposal
2200 Bunker Hill Road
Dubuque, lowa 52001-3010
§ Submittal Copies: Eight (8) sets of the proposal shall be provided.
Submit eight proposals and also an electronic .pdf version, all labeled Comiskey Park
Engagement, Design, Construction Management and Grant Administration Services.
Submitted proposals must be delivered in printed format with the exclusion of the one
required .pdf version. The .pdf version shall be submitted on a compact disk or USB along
with proposal hardcopies. No faxed or e-mail proposals will be accepted. The proposal must
be a document of not more than twenty (20) numbered 8-1/2 x 11-inch pages, with the
exception of the project schedule which may be presented in 11 x 17-inch format, and not
including the letter of transmittal, the front and back covers and the separately sealed cost
proposals. Proposals should not include any pre-printed or promotional materials. Any
proposals exceeding 20 numbered pages will not be considered. The proposals shall
be 100% recyclable. No binders, folders, bindings, etc. are to be used. The RFP must
be able to be placed in a recycling bin after selection.
The City of Dubuque reserves the right to reject any and all proposals and to negotiate
changes with any consultant.
Each addendum must be acknowledged in the Letter of Transmittal by providing the
addendum number and title. Failure to acknowledge each addendum will be considered
grounds for possible disqualification. It is solely the ConsultanYs responsibility to ensure that
you have received all addendums to this RFP before submitting the proposal.
An original proposal document shall be signed in blue ink by an officer of the Firm who is
authorized to legally bind the Proposer to its provisions. Proposals are to contain a statement
indicating the period during which the proposal will remain valid. A period of not less than
ninety (90) calendar days from the proposal closing date is required. Failure to comply with
the above requirements shall be considered grounds for possible disqualification.
Each Consultant assumes full responsibility for delivery and deposit of the completed
proposal package on or before the deadline. Any proposals received after the submittal
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deadline will not be considered and will be returned unopened to the Proposer. The City of
Dubuque is not responsible for any loss or delay with respect to delivery of the proposals.
The City of Dubuque is not liable for any costs incurred by any Consultant prior to the
execution of an agreement or contract. Nor shall the City of Dubuque be liable for any costs
incurred by Firms that are not specified in any contract. All results from this project will
remain the property of the City of Dubuque.
The City of Dubuque appreciates your time and consideration of this RFP.
Sincerely,
Marie L. Ware
Leisure Services Manager
City of Dubuque
Page 12 of 28
THE CITY OF
Comiskey Park �UB E
Engagement, Design, Construction Masterpiece on the Mississippi
Management and Grant Administration Services
City of Dubuque, lowa
Consultant Professional Services
Request for Proposal
November 6, 2018
Appendix A
Consultant Evaluation and Selection Process
Page 13 of 28
INITIAL EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the
proposal format. A selection committee will review qualifying proposals and select Firms for
placement on the consultant short-list for the project. Initial screenings will be done without
knowing the consultanYs proposed fee for services to develop the short list. The following
criteria are among those that will be used to initially evaluate submitted proposals.
1 . A high level of professional competence and a proven track record in the preparation
of park redevelopment plans or similar:
a. Qualifications and experience of the Consultant and any subconsultants.
b. Demonstration of the professional expertise and technical abilities of the project
team members.
c. If a joint venture with subconsultants, the track records of the Firms experience
working together.
d. Experience of the Consultant working on municipal park projects especially in
lowa.
e. Experience with grant administration of grant funding sources listed in this RFP.
2. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall objectives in the preparation of the
Comiskey Park — Engagement, Design, Construction Management and Grant
Administration Services.
3. Design approach/methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem-solving ability.
c. Ability of Consultant to demonstrate initiative, motivation and knowledge of the
City of Dubuque.
4. Experience with developing and implementing community engagement process,
especially with marginalized populations.
5. Proposed schedule required to complete project.
CONSULTANT SHORT-LIST EVALUATION CRITERIA
A selection committee will interview the short-listed Firms, if needed. If held, the interview is
a very important part of the selection process. Both the original submitted proposal and the
results of the Consultant interview, if needed, will be used to select the final Consultant for
the project. The following criteria are among those that will be used to evaluate the
Consultants on the short-list.
1 . A high level of professional competence and a proven track record in the preparation
of park or similar plans:
a. Qualifications and experience of the Consultant and any sub-consultants.
b. Demonstration of the professional expertise and technical abilities of the project
team members.
Page 14 of 28
c. If a joint venture with subconsultants, the track records of the Firms experience
working together.
d. Experience of the Consultant working on municipal projects in lowa.
e. Experience of the project team working with the public and other project
stakeholders in preparing plans for park facilities.
f. Experience with LWCF grant administration and the lowa Department of Natural
Resources (IDNR).
g. Overall success of past projects completed for the City of Dubuque.
h. Proven track record in a park redevelopment through construction.
i. Experience of project team in working with the public and other stakeholders in
preparing plans for park facilities.
2. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall objectives in the completion of the
Comiskey Park — Engagement, Design, Construction Management and Grant
Administration Services for the City of Dubuque.
3. Design approach/methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem-solving ability.
c. Ability of Consultant team to demonstrate initiative, motivation and knowledge
of the City of Dubuque.
4. Experience with developing and implementing community engagement process.
5. Responsiveness and compatibility between the Consultant and City:
a. General attitude and ability to communicate.
b. Ability of the Consultant to maintain a high level of direct interaction and
communication with City staff.
c. Ability to listen, be flexible, and follow and/or implement direction and/or ideas
or concepts.
d. How the Consultant team interacts with the general public, City staff, and public
officials.
6. Proposed schedule required to complete project.
7. Cost of the Comiskey Park — Engagement, Design, Construction Mangement and
Grant Administration Services for the City of Dubuque in relationship to the services
offered.
8. Results of interview process
9. Information from References
SELECTED CONSULTANT - FEE NEGOTIATION PROCESS
Upon the completion of the evaluation of the proposals, the RFP Selection Committee will
recommend to the City Manager or City Council, the awarding of a contract to the highest
ranked Consultant. The Selection Committee will also request authority to negotiate with the
recommended Consultant a final scope of work and fee structure for the project.
Page 15 of 28
After authority is granted to negotiate an agreement and execute a contract with a
Consultant, the Consultant shall prepare an industry standard Work Breakdown Structure
(WBS) to reflect the Firm's approach to the completion of the project. The WBS, at a
minimum, should include work tasks for each of the components outlined in the RFP, a
separate line item for each deliverable, and list project management as a separate task. No
individual task on the WBS shall have a total value exceeding $10,000. The Consultant shall
indicate in the WBS the work tasks that will be completed by City staff.
The format of the WBS shall summarize the fixed fee for each task listed, plus individually list
in separate section any associated reimbursable expenses that would specifically relate to
this project. A sample format of a WBS can be obtained from the City if desired.
Once the selected Consultant has prepared the WBS, the City and the Consultant will meet
and the final scope of work for the project will be negotiated by joint revision to the WBS in
order to best meet the goals of the project while considering available funding. During the
negotiation process, tasks to be completed by City staff, work reassignment to different
project team members, and the addition or elimination of tasks may be modified on the WBS
in order to achieve the best overall results for project.
The selected Consultant shall be responsible for updating the WBS to reflect any changes
that were agreed to during negotiations. After the final scope of services has been
determined, a design fee has been negotiated, and the WBS has been finalized, the
Consultant shall incorporate the WBS into the contract documents being prepared for
signature.
If a contract satisfactory and advantageous to the City can be negotiated at a price
considered fair and reasonable, the award shall be made to that offerer. Otherwise,
negotiations with the offerer ranked first shall be formally terminated and negotiations
commenced with the Consultant ranked second, and so on until a contract can be negotiated
that is acceptable to the City.
Upon the successful completion of contract negotiations, the selection committee shall
recommend that the City Manager execute a contract with the successful Consultant. The
City Manager will in turn make a decision to execute the contract or request the Dubuque City
Council make a final determination to award and execute the contract with a Consultant.
Pavment for Work: The Consultant awarded the contract shall be paid once monthly. The
invoiced amount shall be based on the Earned Value of the percent work completed as
reported on the most recently updated and submitted WBS.
Page 16 of 28
THE CITY OF
DuB E
Comiskey Park Masterpiece on the Mississippi
Engagement, Design, Construction
Management and Grant Administration Services
City of Dubuque, lowa
Consultant Professional Services
Request for Proposal
November 6, 2018
Appendix B
RFP Rules and Protest Procedure
MINOR IRREGULARITIES
The City reserves the right to waive minor irregularities in submitted proposals,
providing such action is in the best interest of the City. Minor irregularities are defined
as those that have no adverse effect on the City's best interests and will not affect the
outcome of the selection process by giving the prospective Consultants an advantage or
benefit not enjoyed by other prospective Consultants.
EXCEPTIONS
Proposer exceptions to any part of the requirements stated in this request must be
clearly identified as exceptions and noted in the letter of transmittal and in the submitted
project cost estimate.
RANKING OF THE PROPOSALS
No debriefings or scoring information shall be released before the City Manager or City
Council has recommended that a contract be negotiated with the recommended Firm.
However, after authorization has been granted to negotiate a contract, all contents of
the submitted proposals shall become public information.
DEFINITIONS
The City has established for the purposes of this RFP that the words "shall", "musY', or
"will" are equivalent in this RFP and indicate a mandatory requirement or condition, the
material deviation from which shall not be waived by the City. A deviation is material if,
in the City's sole discretion, the deficient response is not in substantial accord with this
RFP's mandatory conditions requirements.
The words "should" or "may" are equivalent in this RFP and indicate very desirable
conditions, or requirements but are permissive in nature. Deviation from, or omission
of, such a desirable condition or requirement will not in and of itself cause automatic
rejection of a proposal but may result in being considered as not in the best interest of
the City.
DISPUTES/EXCEPTIONS
Any prospective Proposer who disputes the reasonableness or appropriateness of any
item within this RFP document, any addendum to this RFP document, notice of award
or notice of rejection shall set forth the specific reason and facts concerning the dispute,
in writing, within five (5) business days of the receipt of the proposal document or
notification from the City. The written dispute shall be sent via certified mail or delivered
in person to the point of contact set forth in Section 7.0, who shall review the written
dispute and work with the City Manager to render a decision which shall be considered
final.
Page 18 of 28
THE CITY OF
DuB E
Comiskey Park
Engagement, Design, Construction Masterpzec� on the Mississ�ppi
Management and Grant Administration Services
City of Dubuque, lowa
Consultant Professional Services
Request for Proposal
November 6, 2018
Appendix C
City of Dubuque Contract Terms and Conditions
Page 19 of 28
TERMS AND CONDITIONS
The following clauses shall be included in the final signed contract:
1. CONSULTANT'S ENDORSEMENT ON PLANS.
The Consultant shall endorse the completed computations prepared under this
Agreement and shall affix thereto the seal of a licensed professional engineer, or
licensed professional architect, licensed to practice in the State of lowa, in accordance
with the current Code of lowa.
2. CHANGE IN SCOPE OF SERVICES.
No change in scope shall be permitted during this project without the prior written
agreement of both parties and the WBS being updated.
3. SUBSTITUTION OF PROJECT TEAM MEMBERS.
The Project Manager, partners, management, other supervisory staff and technical
specialists proposed for the project may be changed if those personnel leave the
Consultant. These personnel may also be changed for other reasons however, in
either case, the City retains the right to approve or reject the replacements and no
replacements shall begin working on the project without the express, prior written
permission of the City of Dubuque.
4. INSURANCE.
Consultant shall at all times during the pertormance of this Agreement provide
insurance as required by the attached Insurance Schedule.
5. INDEMNIFICATION.
To the fullest extent permitted by law, Consultant shall indemnify and hold harmless
the City from and against all claims, damages, losses and expenses, including but not
limited to attorneys' fees, arising out of or resulting from pertormance of the Contract,
provided that such claim, damages, loss or expense is attributable to bodily injury,
sickness, disease or death, or injury to or destruction of property (other than the Project
itsel� including loss of use resulting therefrom, but only to the extent caused in whole or
in part by negligent acts or omissions of the Consultant, Consultant's subcontractor,
or anyone directly or indirectly employed by Consultant or Consultant subcontractor
or anyone for whose acts Consultant or Consultant's subcontractor may be liable,
regardless of whether or not such claim, damage, loss or expense is caused in part by a
party indemnified hereunder.
6. ERRORS & OMISSIONS.
In the event that the work product prepared by the Consultant is found to be in error
and revision or reworking the work product is necessary, the Consultant agrees that it
shall do such revisions without expense to the City, even though final payment may
have been received. The Consultant must give immediate attention to these changes
so there will be a minimum of delay during construction. The above and foregoing is not
Page 20 of 28
to be constructed as a limitation of the City's right to seek recovery of damages for
negligence on the part of the Consultant herein.
7. OWNERSHIP OF ENGINEERING DOCUMENTS.
All sketches, tracings, plans, specifications, reports on special studies and other data
prepared under this Agreement shall become the property of the City and shall be
delivered to the Project Manager upon completion of the plans or termination of the
services of the Consultant. There shall be no restriction or limitations on their future
use by the City, except any use on extensions of the project or on any other project
without written verification or adaptation by the Consultant for the specific purpose
intended will be the City's sole risk and without liability or legal exposure to the
Consultant.
The City acknowledges the Consultant's plans and specifications, including all
documents on electronic media, as instruments of professional service. Nevertheless,
the plans and specifications prepared under this Agreement shall become the property
of the City upon completion of the services and payment in full of all moneys due to the
Consultant.
The City and the Consultant agree that any electronic files prepared by either party
shall conform to the specifications listed in Attachment of the contract. Any change
to these specifications by either the City or the Consultant is subject to review and
acceptance by the other party. Additional efforts by the Consultant made necessary by
a change to the CADD software specifications shall be compensated for as Additional
Services.
The City is aware that significant differences may exist between the electronic files
delivered and the respective construction documents due to addenda, change orders or
other revisions. In the event of a conflict between the signed construction documents
prepared by the Consultant and electronic files, the signed construction documents
shall govern.
The City may reuse or make modifications to the plans and specifications, or electronic
files while agreeing to take responsibility for any claims arising from any modification or
unauthorized reuse of the plans and specifications.
8. SUBLETTING, ASSIGNMENT OR TRANSFER.
Subletting, assignment, or transfer of all or part of the interest of the Consultant in this
Agreement is prohibited unless written consent is obtained from the Engineer and
approved by the City.
Page 21 of 28
THE CITY OF
DuB E
Comiskey Park
Engagement, Design, Construction Masterpzec� on the Mississ�ppi
Management and Grant Administration Services
City of Dubuque, lowa
Consultant Professional Services
Request for Proposal
November 6, 2018
Appendix D
Insurance Requirements
Insurance Schedule J
Page 22 of 28
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THE CITY OF
DuB E
Comiskey Park
Engagement, Design, Construction Masterpzec� on the Mississ�ppi
Management and Grant Administration Services
City of Dubuque, lowa
Consultant Professional Services
Request for Proposal
November 6, 2018
Appendix E
Project Related Data
Page 27 of 28
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