City-Wide Water Distribution System, Storage and Pumping Improvements Project 2021 - Award of Engineering ContractCity of Dubuque
City Council Meeting
Action Items # 7.
Copyrighted
November 1, 2021
ITEM TITLE: City -Wide Water Distribution System, Storage and Pumping
Improvements Project 2021 -Award of Professional Engineering
Contract
SUMMARY: City Manager requesting authorization to enter a contract for professional
engineering services with Origin Design of Dubuque, Iowa for the City -
Wide Water Distribution System, Storage and Pumping Improvements
Project 2021 in the amount of $793,800.
SUGGESTED Suggested Disposition: Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
Description Type
City -Wide Water Distribution System, Storage and City Manager Memo
Pumping Improvements Project-MVM Memo
CtyWide Improvements Award MVM Memo Staff Memo
THE CITY OF
Dubuque
DUB TEE
All -America City
Masterpiece on the Mississippi
� pp
zoo�•*o 13
zoi720zoi9
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: City -Wide Water Distribution System, Storage and Pumping
Improvements Project 2021 - Award of Professional Engineering Contract
DATE: October 27, 2021
The City received two responses to a request for professional engineering proposals for
the City -Wide Water Distribution System, Storage and Pumping Improvements. After
review of the information provided by each firm and the innovation and initiative each
firm would bring to the project, including an evaluation of the costs associated with the
full scope of services, the selection committee recommends entering into a contract with
Origin Design.
Water Department Manager Christopher Lester requests City Council authorization to
enter a contract for professional engineering services with Origin Design of Dubuque,
Iowa for the City -Wide Water Distribution System, Storage and Pumping Improvements
Project 2021 in the amount of $793,800.
The City of Dubuque received notification from the Iowa Finance Authority on
October 5, 2021, that its Planning and Design State Revolving Loan (Iowa SRF)
Application was approved. The proposed engineering and design work will be funded in
their entirety through the Iowa SRF Loan.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Micliael C. Van Milligen
MCVM:jh
Attachment
CC' Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Christopher Lester, Water Department Manager
THE CITYF
DUiYB- E-E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Christopher Lester, Water Department Manager
Dubuque
AN -Americo CRY
2007-2012.2013
2017*2019
DATE: October 26, 2021
RE: City -Wide Water Distribution System, Storage, and Pumping Improvements
Project 2021
Award of Professional Engineering Contract
INTRODUCTION
The purpose of this memorandum is to request authorization to enter a contract for
professional engineering services with Origin Design of Dubuque, Iowa for the City -Wide
Water Distribution System, Storage, and Pumping Improvements Project 2021.
BACKGROUND
The City of Dubuque is looking to address necessary improvements associated with its
water distribution system. These improvements will address water resiliency, reduction of
bottlenecks, improve water storage and pumping at key locations throughout the
community to support the existing customer base, and prepare the city for increased
demands associated with the existing customers.
The project will also assist the City's need to reduce and better manage dead-end water
mains and other areas where water age and water quality can suffer due to lack of
circulation. The city will work with the successful engineering firm to identify the necessary
improvements following a hydraulic assessment using the City's hydraulic distribution
model currently residing with Origin Design, Dubuque, Iowa. The city will seek project
financing and authorize construction as deemed appropriate.
The work will be funded by a successful award of the City's application for an Iowa SRF
loan for the proposed improvements, and the successful award of an Iowa SRF Planning
and Design Loan. The planning and design application was submitted to the Iowa DNR on
October 1, 2021, and the city was in receipt of a successful application on October 5t'
DISCUSSION
On October 13, 2021, the City initiated a request for professional engineering proposals
for the City -Wide Water Distribution System, Storage, and Pumping Improvements.
The successful engineering firm will be required to complete the following scope of
services: Determine the requirements for land acquisition and easements, prepare
plats and easement exhibits as necessary and assist the City with obtaining these
requirements.
• Assist the City in soliciting for professional geotechnical evaluation and reporting
services as necessary for the design of the identified projects.
• Prepare construction plans and specifications for all projects identified as Phase 1
improvements
• North Cascade Road and Southwest Arterial Water Main Extensions,
• Southwest Arterial Water Tower, and
• Rockdale Road Water Main Extension.
Phase 2 improvements
• Central Avenue and Olympic Heights Water Main Extensions,
• and Central Avenue Booster Station.
• Each of these projects will be prepared for bid meeting the requirements of Iowa
SRF. The plans and specifications shall be sealed by a professional engineer
licensed in the State of Iowa. The firm shall also be required to prepare and obtain
any and all federal, state, and local construction permits. Including but not limited to
Iowa DNR Construction Permits, Joint Applications, Dubuque County Soil and
Erosion Control permit(s), and City of Dubuque Soil and Erosion Control Permit(s)
and Building Permit(s). Prepare bid opening documents, complete a bid review, and
prepare a written bid analysis and contract award documents meeting the
requirements of Iowa SRF including submittal of those documents on behalf of the
City.
Engineering Firm Review and Short List Process
The City received two engineering proposals on October 22, 2021. Each proposal was
reviewed and scored by an approved committee. Proposals were submitted by: Origin
Design of Dubuque, Iowa and Fehr Graham of Manchester, Iowa. The selection
committee comprised of staff from the Water, Engineering, and the W&RRC. The
committee reviewed each proposal to ensure that the minimum requirements of the
proposal format were met. They were tasked with reviewing each proposal using a
scoring system to place qualifying proposals on a consultant short-list for interview.
The following criteria was used to initially evaluate the submitted proposals:
1. The firm must have a high level of professional competence and a proven track
record in the preparation of similar projects:
a. Qualifications and experience of the Consultant and any subconsultants.
b. Demonstration of the project team's professional expertise and technical
abilities.
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.
e. Experience of the Consultant working on municipal projects in Iowa.
2. Review of the quality and completeness of the written proposal. The proposal should
clearly demonstrate understanding of the City's overall objectives for the project.
3. Review of the design approach/methodology in completing scope of services such as:
2
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
as an indication of their desire to work with the City of Dubuque.
4. Confirm inclusion of a proposed schedule required to complete the project.
The selection committee unanimously recommended a single firm be selected for the
project; therefore, no further questions were asked of the design firms.
Engineering Firm Selection and Recommendation
The selection committee evaluated the innovation and initiative each firm would bring to
the project and identified Origin Design as the firm that would be able to perform the
necessary work efficiently and economically in the time frame allotted by the city.
Origin Design demonstrated a clear grasp of the project scope and requirements. Origin
Design recently completed the application for the City of Dubuque's planning and design
loan application and the SRF Intended Use Plan along the preliminary engineering
report, submitted in support of this project under a previous agreement. Since
preparation of the Planning and Design Loan application for this project, Origin Design
has successfully been able to assist the city in obtaining the $1,570,000 loan as
requested. They were able to demonstrate their problem -solving abilities and keen
attention to detail regarding the complexity of the project. They are familiar with many of
the improvements that will be necessary to support continued growth and development
in the community and are prepared to start work immediately.
Origin Design has prepared similar work for the city including the final design, bid, and
construction management of the recently completed the 1.25 million- gallon Roosevelt
Street Water Tower project and associated water main improvements.
Both firms provided a schedule capable of meeting the submittal deadlines in 2023.
The responses from each firm enabled the committee to focus on reviewing each firm
side by side. The committee is recommending the team from Origin Design be selected
for this project due to their comprehensive and detailed understanding of the project,
ability to work and complete the work under time of the essence conditions.
The following is a cost summary of each firm following clarification of the cost proposals.
The Fehr Graham proposal contained costs associated with construction administration,
which for the purposes of the request was removed for a true comparison of expenses.
Origin Design Fehr Graham
Proposed Project Cost — $793,000 $950,000
Design Engineering Only
3
RECOMMENDATION
The selection committee upon review of the information provided from each firm
including an evaluation of the costs associated with the full scope of services
recommends the City enter into a contract with Origin Design.
BUDGETIMPACT
The City of Dubuque received notification from the Iowa Finance Authority on October 5,
2021, that its Planning and Design State Revolving Loan (Iowa SRF) Application was
approved. The proposed engineering and design work will be funded in their entirety
through the Iowa SRF. The planning and design application was submitted to the Iowa
DNR's SRF program on October 1, 2021, in the amount of $1,570,000, of which
$1,355,000 was identified as available via method of reimbursement for work associated
with the preliminary and final design engineering.
The remaining loan balance of $215,000 was identified for costs associated with
archeological, environmental, and geotechnical evaluations, land acquisition,
administration, finance, and legal fees.
The project will be administered through740-2836 Water Line Extensions to New
Developments with reimbursement from the Iowa SRF loan.
Description
Iowa SRF Loan Funds for Preliminary and Final Design
$1,570,000
Origin Design Proposed Fee for Preliminary and Final
Design
$793,800
Available Loan Balance
$776,200
REQUESTED ACTION
I respectfully request consideration and authorization for the City Manager to enter a
contract for professional engineering services with Origin Design of Dubuque, Iowa for
the City -Wide Water Distribution System, Storage, and Pumping Improvements Project
2021 in the amount of $793,800, funded via the Iowa State Revolving Loan fund.
cc: Jennifer Larson, Director of Finance & Budget
Kerry Leppert, Water Engineering Assistant
12