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TownClockPlazaRFPCITY OF DUBUQUE, IOWA MEMORANDUM May 2, 2001 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Request for Proposals (RFP) for Preparation of Plans and Specifications for the Opening of Main Street from 5th Street to 9th Street Public Works Director Mike Koch is recommending issuance of a Request for Proposal for preparation of plans and specifications for the opening of Main Street from 5th Street to 9th street. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Michael A. Koch, Public Works Director TO: FROM: SUBJECT: CITY OF DUBUQUE, IOWA MEMORANDUM May 2, 2001 Michael C. Van Milligen, City Manager Request for Proposals (RFP) for Preparation of Plans and Specifications for the Opening of Main Street from 5th Street to 9th Street INTRODUCTION At the City Council of April 16, 2001, the City Council directed City staff to develop construction plans and specifications for the reconstruction of Main Street from 5th to 9th Street. DISCUSSION Based on prior studies performed on these blocks of Main Street and a depth of knowledge has been developed through those studies, the list of engineering or architectural firms being solicited for this design is being limited to local area firms. The process will consist of: 1) Selecting a consulting firm for the project; 2) Preparing the final plans and specifications; and 3) the actual bid-letting. The anticipated schedule for this project will be as follows: Phase h RFP Selection Process Council Approves RFP Send RFPs to Consultants Receipt of RFPs Approval of Consultant May 7, 2001 May 11, 2001 May 25, 2001 June 4, 2001 Phase II Desiqn & Construction Plans to City Council November Notice to Property Owners November First Published Notice to Property Owners November Second Published Notice to Property Owners November Notice of Hearing of Plans & Specifications November Published Notice to Bidders November Receipt of Bids December Award of Contract December 19, 2001 23, 2001 23, 2001 30, 2001 30, 2001 30, 2001 17, 2001 17, 2001 This is a relatively short timeline to complete the plans and specifications and still work at an appropriate level with the many property owners who are directly affected by the project. City staff does not envision this design contract to include a significant public outreach because of the two recent studies of the Plaza. Any construction of the project is not anticipated until Spring, 2001, except possibly demolition and utility work; and it is anticipated that the work can be completed within this one-year period. This construction project would be mostly limited to Main Street improvements; however, there are future phases of the project on other east/west streets that are also being proposed for reconstruction in the next five-year period. RECOMMENDATION I would recommend that the City Council authorize City staff to solicit proposals from engineering and/or architectural firms from the area. ACTION TO BE TAKEN I would recommend that the City Council approve the recommendation to proceed with an RFP process. MAK/vjd CITY OF DUBUQUE, IOWA REQUEST FOR PROPOSALS May 7, 2001 TOWN CLOCK PLAZA - OPENING MAIN STREET FROM NINTH STREET TO FIFTH STREET Introduction The City of Dubuque is soliciting proposals from qualified engineering and architectural consulting firms to provide construction plans and specifications for the reconstruction of Main Street, from Ninth Street to Fifth Street, through what is now the Town Clock Plaza, a pedestrian mall. The Town Clock Plaza was constructed in the eady 1970's and was originally intended to refurbish the downtown and to update the area as the major retail center of the City. Like many other cities, outlying malls pulled the major retailers from the Plaza; and over the years, the Plaza has essentially developed into a professional office plaza complex, with a few specialty retail shops still remaining. Currently there are approximately 2,500 office workers in the Plaza area. Throughout the day, the Plaza has limited pedestrian traffic except during mid- day lunch breaks of the workers in the area when the Plaza becomes highly used and there is a great need for seating space and space for personal interaction. The Plaza is also the site of various popular outdoor evening activities. During these periods, the Plaza becomes a mecca of pedestrians, and Main Street would need to be closed to all traffic for such major events. Please note the following information relates to the minimum specifications of services, information to be included in the proposal, and evaluation criteria for the review of proposals. II. Community Profile The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to Illinois and Wisconsin. The City is approximately 27.5 square miles in area, with a 2000 population of 57,686. The City provides a full range of services. The community has a stable and diversified manufacturing base and a growing service sector. Dubuque is the major retail, medical, educational and employment center for the tri-state area. Tourism continues to be a major economic force in the community. City government continues to work with the pdvate sector to promote economic development. III. Submission Requirements An original and eight copies of each proposal must be received in the Office of the Public Works Director, Engineering Division, 50 W. 13th Street, Dubuque, IA 52001-4864 by 5 p.m. CDT on May 25, 2001. It is anticipated that a contract for services would be awarded by June 1, 2001. Further information may be obtained from the Public Works Director Michael A. Koch, at (563) 589-4270, by writing to the Public Works Director at the above address, by fax at (563) 589- 4205, or by E-mail at MKOCH@cityofdubuque.com. The City of Dubuque reserves the right to reject any and all proposals or portions of proposals received, and to negotiate changes with any firm in the scope of the work which is deemed in the best interest of the City. Firms whose proposals are not accepted will be notified as soon as the selected firm has been approved. The City of Dubuque shall not be liable for any cost incurred by any firms prior to the execution of an agreement or contract, nor any loss or delay with respect to delivery of proposals. The City of Dubuque is an Equal Opportunity Employer. IV. Information to be Included in the Proposal To simplify the review process and to obtain the maximum degree of comparability, the proposals shall include the following items and be organized in the manner specified below. A. Letter of Transmittal A cover letter signed by an authorized representative of the firm briefly outlining the firm's understanding of the work, general information regarding the firm and individuals to be involved, and the name, address, telephone number, fax number, and e-mail address for the firm's pdmary contact person for the proposal. B. Profile of Firm General information about the firm, the firm's areas of expertise related to this RFP, and the firm's official name, address, and principal officers. C. Qualifications 1. Describe experience of the firm in the area of downtown redevelopment and urban design. The proposal shall include at least three references of past clients with which the firm has had similar projects and which have been completed within the past five years, and the names of the key personnel proposed for this project that worked in the referenced projects, and are expected to work on this project. List the name of the selected project manager, his/her qualifications and experience; and the names, qualifications, and experience of other key personnel who would be associated with the project. A substitute manager will not be allowed without prior written approval by the City of Dubuque. The percentage of time each person is anticipated to devote to the project should be included in the proposal. The project team should include civil engineering personnel who have worked on similar projects. In addition, the project team should include personnel experienced in architecture, landscape architecture, and/or urban design. Provide general information about other consulting firms that would be used by the prime firm in the study, and the approximate percentage of the work that would be performed by each of these firms. The proposal shall include the names, qualifications, and experience of key personnel in these other firms who will be associated with the project. There is a need on this project for the joint effort of an engineering firm for the streets and utilities, while keeping in mind the overall intent of the City for the aesthetic appearance of the final construction. 5. Discuss the firm's ability to integrate this project into the firm's present workload. Scope of Services The City of Dubuque, in collaboration with the private sector and general public, has undergone a lengthy process of downtown redevelopment and urban design. The project will consist of the construction of a two- lane/two-way Main Street, located within a 64-foot right-of-way, from Ninth Street to Fifth Street. Portion(s) of the street may have parking on one side or the other, on both sides of the street, or no parking at any time. Design of all the paving, utilities, sanitary sewer, storm sewer, water, street lighting, electrical systems, and the coordination of all private utility improvements or relocations that may become necessary in the conversion of the pedestrian mall back into Main Street. The existing aboveground electrical panel on the south side of Eighth Street shall be buried. Design shall consider that the Town Clock will remain in its current location, and the consultant shall provide for the exterior lighting of the clock. Development of the design of the street facility shall take into account the mixed use of the Plaza for both office workers (outdoor public events, pedestrian-oriented activities) and the parking needs of the adjacent businesses in the Plaza. Appropriate seating space, landscaping, and other amenities shall be included in the design. Development of an appropriate architectural theme for the sidewalk area behind the curb. The final plans shall be similar to the conceptual drawing attached. The architecture shall continue some of the same elements that have recently been constructed along Eighth Street, from Iowa to Locust Street. Meet with the property owners and the City Council on the refinement of the preliminary plans at approximately 50 percent (50%) completion of the plans. 6. Preparation of all bidding and construction documents, plans, and specifications for the entire project. 7. Preparation of a probable cost for the project, including all construction elements. 8. Coordination of the bid-letting and making a recommendation to the City on the lowest responsible bidder to be awarded the contract. While it has not yet been decided, the consultant may be hired by the City to perform construction inspection and materials testing in concert with representatives of the City Engineering staff. Proposed Proiect Schedule The City expects to select a consultant by June 4, 2001. Final design plans, specifications, and cost estimate shall be completed by November 1, 2001, for bid-letting in the Fall, 2001. VI. Fees and Compensation Provide a proposed cost plus expenses for completion of the scope of services with a cost breakdown by scope element. Fees and compensation shall remain firm for a period of at least 90 days from the proposal submission deadline. Please provide the proposed cost under separate cover. Initial screening will be done by a consultant selection committee without the benefit of knowing the proposed cost. VII. Evaluation Criteria Proposals will be screened to ensure that they meet the minimum requirements for the proposal format. A review of qualifying proposals will identify potential firms that most closely meet the needs of the City. Upon review of the proposals, top candidate firms may be asked to make a presentation to the City to discuss their qualifications, background and experience, and their approach to the study. Factors that may be considered, but not limited to, in the evaluation of a firm are as follows: 4. 5. 6. Evaluation of response to the RFP. Qualifications and experience of the firm and any subconsulting firms in the subject area. Comments from individual references. Cost of consultant contract and inspection fees if chosen by the City. The firm's ability to design and to meet the outlined schedule. Ability to design projects that are bid within the proposed budget, and completed within the project timeframe. The selection of the firm will be based on the proposal that, in the opinion of the City, serves the best overall interest of the City. A contract will be negotiated after the selection process has been completed. The scope of services may be adjusted to conform to new concepts or project needs that may develop or to maintain the consultant contract to the available project budget.