Grand River Center Operations Management Services Request for ProposalCity of Dubuque
City Council Meeting
Consent Items # 07.
Copyrighted
October 17, 2022
ITEM TITLE: Grand River Center Operations Management Services Request for
Proposal
SUMMARY: City Manager providing information regarding the Grand River Center
Operations Management Services Request for Proposal (RFP) which
was issued on October 11, 2022. Sealed Proposals are due by 2:00
p.m. CST, November 7, 2022, with the recommendation to City Council
for approval on January 17, 2023.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
FIN aL[91:ILy,121zk ]
Description Type
Grand River Center Operations Management RFP- City Manager Memo
MVM Memo
Staff Memo
GRC Operations Management RFP
Staff Memo
Supporting Documentation
THE C
DUjIBQTE
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Grand River Center Operations Management Services RFP
DATE: October 11, 2022
Dubuque
WAWca 914
ii
2007-2012.2013
2017*2019
Leisure Services Manager Marie Ware is providing information to City Council for the
Grand River Center Operations Management Services RFP which was issued on
October 11, 2022. Sealed Proposals are due by 2:00 p.m. CST, November 7, 2022,
with the recommendation to City Council for approval on January 17, 2023.
v
Mic ael C. Van Milligen
MCVM:sv
Attachment
CC' Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Marie Ware, Leisure Services Manager
THE CF
D�Uj__B E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Manager
SUBJECT: Grand River Center Operations Management Services RFP
DATE: October 11, 2022
INTRODUCTION
Dubuque
AIFAmMu CKY
I I
2007-2012-2013
2017*2019
The purpose of this memo to share the Grand River Center Operations Management
Services RFP that has been released.
DISCUSSION
The Grand River Center opened in 2003 and during that time Platinum Hospitality has
been the operations manager for the facility. The City Council identified the Grand
River Center Future Operations: RFP, Direction and Agreement as a 2020-2022 High
Priority. The attached RFP was developed to solicit competitive sealed proposals from
qualified professional management firms capable of providing a full range of
comprehensive management services with a well -proven track record of services
consistent with generally accepted operation of a first-class conference and education
center.
The City seeks a professional, financially sound company and team to operate, market,
and manage the GRC under contract agreement with the City. The City is inviting
management firms to create a proposal that would establish a relationship with the City
that will be most beneficial to both the City and the management firm.
The RFP Committee consists of the following members:
Marie Ware, Leisure Services Manager
Cori Burbach, Assistant City Manager
Jason Lehman, Assistant City Attorney
Josh Larsen, Budget/Financial Accounting Analyst
Keith Rahe, Travel Dubuque
Julie Kronlage, Travel Dubuque
The timeframe for the RFP is as follows:
RFP issued:
Pre -proposal conference:
Deadline for requests, questions & technical info
Addenda (if any) issued by:
Sealed Proposals due:
Interviews and negotiations
Recommendation to and City Council approval:
ACTION REQUESTED
This has been provided as information only.
2
October 11, 2022
2:00 pm CST, October 24, 2022
2:00 pm CST, October 28, 2022
5:00 p.m. CST, November 2, 2022
2:00 pm CST, November 7, 2022
November -December, 2022
January 17, 2023
THE CITY OF
DUBOP�
E
Masterpiece on the Mississippi
Operations Management Services
Request for Proposal
Grand River Center Conference and Education Center
City of Dubuque, Iowa
Issue Date: October 11, 2022
Closing Date & Time: November 7, 2022; 2:00 pm
Leisure Services Department
1157 Central Avenue
Dubuque, Iowa 52001-5016
Page of
1.0 INTRODUCTION
The City of Dubuque, Iowa (the "City") is soliciting competitive sealed proposals from
qualified professional management firms capable of providing a full range of
comprehensive management services with a well -proven track record of services
consistent with generally accepted operation of a first-class conference and education
center. This proposal is for the Grand River Center Conference and Education Center
("GRC"), located at 500 Bell Street in Dubuque, Iowa.
The City is seeking a professional, financially sound company and team to operate,
market, and manage the GRC under contract with the City of Dubuque. The City invites
management firms to create a proposal that would establish a relationship with the City
that will be most beneficial to both the City and the management firm.
The GRC has been in operation since 2003. The three-story GRC provides breath -taking
views of the Mississippi River and the Tri-State area. The center features an 86,000
square foot conference and meeting facility which includes a 30,000 square foot exhibit
hall, a 12,000 square foot ballroom, and six meeting rooms. On the third floor, the River
Room is an all -glass enclosure with a balcony jutting over the Riverwalk. The GRC also
includes the grounds, sidewalks, common areas, lobby areas, executive offices, storage
utility facilities kitchen, laundry, plus outdoor and covered parking areas. (Appendix F)
The GRC's patio is connected to the Port of Dubuque Riverwalk which parallels the mighty
Mississippi River. The Riverwalk features Art on the River, a juried public art exhibit that
changes each year. Typically, two artworks are placed on the GRC property each year.
The GRC is connected to the 193-room Grand Harbor Resort and Waterpark via an
enclosed indoor skywalk. The Grand Harbor is privately owned and managed.
It is the goal of the City of Dubuque to advance the GRC as the high quality, multi -purpose
meeting facility to meet the needs of conventions, trade shows, consumer shows,
corporate meetings, and community events. The City of Dubuque will oversee and
manage the contract of the selected operations management firm.
The City invites submittals from qualified firms that have proven experience in providing
comprehensive management, marketing, and full -service operations at convention,
education, or exhibition facilities in comparable or larger markets.
This Request for Proposal (RFP) is for consolidated services. That is, firms should be
prepared to provide all management, marketing, and operations services. However, the
City will consider a firm's use of affiliated companies, joint ventures, or subcontractors, to
provide consolidated services.
At the conclusion of the RFP process described herein, and upon execution of an
Operations Management Agreement (the "Agreement"), a firm will be selected for the
comprehensive management, marketing, and operation of the GRC consistent with
generally accepted operations of a first-class conference, convention, and education
center. The selected firm will serve as an independent contractor of the City. The
Page 2 of 40
management firm must function as the single point of responsibility for the City, under no
circumstances shall the work or services covered by this agreement be subcontracted
without prior approval of the City. Some of the responsibilities of the selected firm will
include: budgeting; hiring and training of staff; the maintenance of the land, building,
furniture, fixtures, and equipment; local, national, and international sales and marketing
of the GRC; coordinating with the City and managing relationships with various product
and service providers; coordination of GRC utilization, scheduling, negotiating, and
licensing of events, and management of event parking and additional responsibilities that
may be required in the Agreement. The City owns the GRC building, the land on which
the building is situated, and related furniture, fixtures and equipment ("FF&E"). The
selected firm shall furnish such personal property as may be required to carry out the
firm's obligations (such as office supplies) and any other services as may be required by
the Agreement or as otherwise agreed with the City. The selected Firm and General
Manager will communicate with the Contract Administrator (currently the Leisure Services
Manager).
Timeline for Services
It is the intent of the City that the new operations management agreement will begin at
12:01 a.m. on April 1, 2023.
2.0 PROPOSAL GOALS AND OBJECTIVES
This RFP seeks proposals from qualified firms that will address the goals and objectives
outlined in this RFP. The selected firm will provide turn -key operations management and
marketing services.
The selected firm will be expected to complete the contracted scope of work within the
timeframe, under the general direction and coordination of the City's Contract
Administrator (currently Leisure Services Manager Marie Ware) and the City Manager, as
authorized by the City Council.
The City has identified the following operational goals and objectives for the GRC. The
intent is to achieve these goals in the timeliest and most cost-effective manner while
providing the highest quality customer service. Firms should consider these goals an
important part of the RFP process, as the ability to meet them will be carefully evaluated
in the selection process.
A. Manage day-to-day operations and maintenance of the GRC in a cost efficient,
high quality, and efficient manner that meets the highest industry standard.
1. Maximize direct spending benefitting the Dubuque economy.
2. Maximize GRC revenue generation and minimize expenses through
excellent management service.
Page 3 of 40
3. Maximize the economic impact to the community, region, and state (via the
accommodation of non -local events, trade shows, conferences, and meetings) and
overall utilization of the facility, while focusing on minimizing the annual operating
cost for the GRC.
4. Achieve the greatest possible profitability while decreasing the GRC's cost
impact on the City budget.
5. Enhance usage of the GRC by developing and implementing initiatives to
penetrate new markets, attract new events and activities, and promote the GRC.
6. Develop and execute strategies to ensure the GRC is competitive with other
conference centers in comparable markets and modify such strategies as market
conditions and trends change.
7. Partner with Travel Dubuque, local hotels and motels, and various tourist
destinations to develop and execute mutually beneficial marketing strategies.
8. Promote the business of existing local restaurant and retail establishments.
B. Provide high quality food and beverage services, including full -service meal
functions, concessions, and catering.
C. Ensure that events, exhibitions, trade shows, and other meetings are attracted to
and retained at the GRC by producing a customer -friendly, exhibitor -friendly, and cost-
effective environment.
D. Provide superior services to meeting planners, patrons, visitors, and other uses of
the GRC by maximizing customer satisfaction as exhibited by an industry -wide positive
image of the GRC and maximized re -bookings.
1. Develop, implement, and monitor internal and external, independent
performance measures to gauge and report levels of customer service satisfaction
in various metrics.
E. Properly maintain and safeguard the City's capital investment in the GRC through
the exercise of the highest standards of maintenance and preservation, including the
development and maintenance of a rolling 5-1 0-year capital improvements budget and a
well -established and documented maintenance plan.
F. Recruit and develop a customer -friendly, service -oriented, well -trained labor
workforce.
1. Include plan for taking affirmative action to ensure that all employment
practices are free from such discrimination.
Page of
2. Include statement it is an Equal Opportunity or Affirmative Action employer.
G. Work cooperatively with local organizations to attract and retain citywide events
including national and international events, trade shows, and meetings.
1. Develop and enhance strong working relationships with the City, Travel
Dubuque, Dubuque Main Street, Dubuque Area Chamber of Commerce, Greater
Dubuque Development Corporation, the National Mississippi River Museum and
Aquarium, and the Field of Dreams Movie Site.
2. Cooperate with the neighboring Grand Harbor Resort and Waterpark to
maximize the generation of hotel and motel room occupancy.
3. Cooperate with other Dubuque hotel and motel operators to increase and
maximize local and nearby hotel and motel occupancy.
H. Respond to and support the ever -changing needs of the community and users of
the facility with recommendations for expansion, renovations, and upgrades of services,
technology, and equipment for first-class operations.
I. Develop and establish open, clear, and responsive reporting systems with the City,
utilizing measurable and reported performance metrics.
1. Meet and exceed benchmarks established in the Agreement and any
adjustments thereto.
J. Achieve and exceed goals and objectives in a professional manner, consistent with
best industry practices and all applicable laws and ordinances.
K. Develop and implement an annual marketing plan to attract national and
international meetings, conferences, and conventions.
3.0 COMMUNITY BACKGROUND
The City of Dubuque is located on the Mississippi River in northeastern Iowa, directly
adjacent to Illinois and Wisconsin. As Iowa'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. 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 is 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 and partnership with the private and non-profit sectors to promote
economic development and sustainability. Downtown, neighborhood, and riverfront
Page 5 of 40
planning, sustainability, and revitalization are long-standing priorities of the City. The
City's website showcases and provides information on many aspects of the City's
operations. City Council goals and priorities are available on the City's website.
The Mayor and City Council have identified becoming a more sustainable and resilient
city as one of their top priorities for over 16 years. Implementation of a community -defined
sustainability plan is among the Council's priorities. Find out more at
www.sustainabledubuaue.ora.
The City is striving to be an equitable community of choice, one that is data driven,
outcome focused, and built on the four pillars of sustainability, resiliency, equity, and
compassion through people, partnerships, and planning.
The Imagine Dubuque Comprehensive Plan was adopted in 2017, following a year of
community engagement that gathered over 12,500 ideas from more than 6,000 residents
and stakeholders. The plan serves as a policy guide for the community's physical, social,
and economic development. Implementation of the plan recommendations will rely on
community participation, partnerships, and collaboration with residents and
organizations. The goal is to create a more viable, livable, and equitable community. The
Call to Action tracks progress on the Plan. Components of the plan are applicable to
responses to the RFP.
60,000 people work in Dubuque County and Dubuque's largest employers include John
Deere Dubuque Works, Dubuque Community Schools, MercyOne Dubuque Medical
Center, Medical Associates Clinic, P.C. Unity Point Health -Finley Hospital, Cottingham
and Butler, and Sedgwick, most of whom host events and activities at the Grand River
Center. The City of Dubuque and the Greater Dubuque Development Corporation
("GDDC") are focused on the continued growth and expansion of current Dubuque County
businesses, recruitment of a new workforce, and welcoming new businesses to the
community. Dubuque is home to higher education opportunities, including the University
of Dubuque, Clarke University, Loras College, Northeast Iowa Community College
("NICC"), and the neighboring University of Wisconsin -Platteville.
Dubuque has seen growth in its tourism industry year after year. Travel Dubuque has led
award winning efforts showcasing all there is to do in Dubuque and the region. Dubuque's
history as Iowa's first city and its beautiful historic architecture set Dubuque apart as a
travel destination that brings over 2,000,000 visitors to the area each year. The National
Mississippi River Museum and Aquarium is in the Port of Dubuque and is a major tourist
attraction for the region. The GRC is located within easy walking distance to historic Main
Street and the Millwork District. Over 50 murals are located throughout downtown and
create a unique experience for travelers and visitors to the community. Viking River
Cruises hosts national and international travelers and began docking this fall in the Port
of Dubuque. Explore Travel Dubuque's website and social media for more information.
The ever-expanding Field of Dreams Movie Site is just a quick 20-mile drive away and
attracts many travelers to the region. Explore Travel Dubuque's website and social media
pages for more information.
Page 6 of z
4.0 PROPOSAL SCOPE OF SERVICES
In preparing a response to this RFP, the firm should describe the means or strategy by
which they would satisfy the scope of services. The final scope of services will be
negotiated with the selected firm. The scope of services in this section is preliminary and
may be modified during the selection and negotiation process. The City will evaluate
submitted proposals and award an operations, management, and marketing agreement
to selected firm based on the best proposed solution to each individual section listed
below and in Section 2.0 Proposal Goals and Objectives.
The following outline represents the minimum components for performing the requested
services.
A. Operation Management Services - Operation management services requires the
professional management operator to manage, in the most efficient, high quality, and
cost-effective manner possible, all aspects of GRC operations such as groundskeeping,
custodial and maintenance services, security, sales, booking, marketing, event services
(including event set-up and tear -down, AV, scheduling, promotions, business relationship
development, sponsorship and promotional services), food and beverage services,
financial and administrative services (including accounting, budgeting, purchasing,
human resources, and contracting). Specific services and expectations of the
professional management operator will include, but not be limited to the following:
1. Day -to -Day Management and Operation -
a. Ensure that the facilities are kept clean, safe, sanitary, and
maintained in good working order.
b. Conduct repairs as necessary, certifying that work is compliant with,
and when possible, exceeds, City, state, and federal regulations.
C. Manage FF & E internal to the GRC. Provide, or cause to be
provided, all incidental services required in connection with the GRC or its
events, including but not limited to client development, promotional
activities, food service, and concessions.
d. Maintain an adequate staff of courteous, well -trained, and efficient
employees at the GRC and provide appropriate supervision of such
employees.
e. Create a focus on all aspects of the business, including but not
limited to local and corporate events, banquets, and activities, state, local,
regional, and national associations, consumer and trade shows,
government, social, military, educational, religious, and fraternal (SMERF)
events and activities, and local social activities and events.
Page 7 of z
f. Support (in-house or via third party vendor(s)) of the technical
environment of the GRC operations including but not limited to: audio and
visual systems, teleconferencing, end -point devices (such as computers,
laptops, printers, phones, mobile devices, servers, and cloud -based storage
systems), cybersecurity protection and monitoring, business operational
software systems (such as financial, payroll, e-mail, point -of -sale systems),
compliance with all relevant security and privacy standards,
telecommunications systems (including all wired and wireless systems such
as telephony systems and phones, networks systems and connectivity, low
voltage wiring, firewalls, routers, switches, internet services room display
screens, outdoor electronic signage, time clocks, television/video services),
HVAC and physical plant monitoring systems (including access control and
security), and any technology upgrades, maintenance, and support
activities.
2. Report Preparation - collect all revenues generated through the operation
of the GRC and document all expenditures necessary for the proper management,
operation, maintenance, and supervision of the facility. Prepare and submit
monthly and yearly financial, operating, maintenance, management, marketing,
and other such reports as required by the City.
3. Annual Plan - develop annual plans and operational budgets for the City
that have defined performance measures. Comply with such plans and budgets.
Upon conclusion of the fiscal year, ensure completion of an audit by a certified
public accounting firm to develop audited financial reports and to certify
compliance with generally accepted accounting principles.
4. Contract Administration - administer all utility and other contracts required
in the ordinary course of business in operating the GRC, and if necessary or
requested by the City, participate in the solicitation of, and negotiations with,
competing service providers.
5. Advise - provide such advice and assistance in relation to the operation,
marketing, management, maintenance, and supervision of the GRC as the City
may require including, but not limited to, recommending potential changes to
sources of revenue, partnerships, prices, policies, and other such practices that
could potentially add to the financial success of the facility.
6. Respond to City Requests - respond in a timely manner to requests from
the City and its agents or counsel.
B. Transition Services, if applicable, & Review of Services for Upgrades - Develop
transitional service plans for changeover of current management firm to new
management firm (if applicable). Perform a review of current services and provide
proposals for upgrades of services.
Page 8 of 40
C. Timeline/Schedule - The firm shall provide a recommended schedule for instituting
operations management services (as well as transition services, if applicable).
5.0 SUBMITTAL FORMAT TO BE INCLUDED IN PROPOSAL
The proposal should address all of the points outlined in this RFP. To simplify the review
process and 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 and Executive Summary
Provide a letter of transmittal briefly outlining the firm's understanding of the work. List the
name, address, telephone number, e-mail, and company website of the firm's preferred
contact person (the "Proposal Manager"). The Proposal Manager will be the primary
contact person during the RFP evaluation process. Provide a brief executive summary
(no more than two pages) that succinctly discusses the firm's approach and describe how
the firm is uniquely qualified as the best choice to manage the GRC.
Minimum Firm Qualifications
This section lists the criteria to be considered in evaluating the ability of firms interested
in providing the services specified in this RFP. A proposer must meet or exceed these
requirements to be considered for award. Any exceptions or qualifications to the
requirements listed should be clearly detailed in the proposal. Proposed firms shall:
A. Have extensive experience in providing services similar to those specified
in this RFP.
B. Firm shall have successfully performed services of similar scope with other
public, quasi -public, or private organizations.
C. Have knowledge of and comply with all currently applicable, and as they
become enacted during the Agreement term, federal, state, and local laws,
statutes, ordinances, rules, and regulations. All laws of the State of Iowa, whether
substantive or procedural, shall apply to this RFP and the Agreement, and all
statutory, charter, and ordinance provisions that are applicable to public contracts
in the City shall be followed with respect to this RFP and the Agreement.
D. Experience with municipal and city governments is desired.
E. Have the capacity and resources to acquire or provide all insurances and
other financial commitments as outlined in the terms of this RFP, the proposal, and
the Agreement.
Page 9 of 40
F. Have the capacity and resources to provide all other services and meet all
other obligations of the firm in the Agreement.
G. Have appropriate material, equipment, and labor to perform specified
services under the Agreement.
Proposal Response Form
Provide a completed Proposal Response Form found in Appendix B.
Profile of Firm — Background and Qualifications
Provide a profile of the firm and describe its legal structure, principal officers, and
organizational structure. The proposer must identify and distinguish between its own
experience and qualifications and that of any parent entity, predecessor, or subsidiary of
the proposer, whether wholly -owned or partially -owned.
A. Provide an overview of the firm's profile.
B. Provide short biographical information of key executive personnel and staff,
including any subcontractors who will be assigned to execute the terms of the
Agreement. Provide short biographical information on key personnel and principals
of the firm that would oversee GRC assigned personnel and whether such
involvement will be on a fully informed daily basis or in an advisory capacity.
Include the resume(s) of the proposed on -site general manager or the candidates
for the general manager position. Resume(s) should describe each person's
qualifications and experience with managing and marketing public assembly
facilities. The response should include provisions ensuring that the selected on -
site general manager will not relocate to another facility or responsibility other than
the GRC until a minimum period of time has elapsed.
C. Provide firm's affirmative action plan and diversity, equity, and inclusion
plan.
D. To protect the City from the sudden loss of managerial services,
management shall ensure that there is at least one other manager on the GRC
staff who is thoroughly familiar with the management and operation of the facilities
and associated issues and processes, who could capably serve in an interim
capacity as the manager of the GRC.
E. Provide audited and certified financial statements for the firm's last three
years of operation. If the proposer is a joint venture, a copy of the joint venture
agreement must be submitted for each party. (Not included in page count and
provided as a file(s) via one separate USB file labelled Audited Financials).
Page 10 of 40
F. Provide a complete and detailed history of the firm's facility management
experience for the last five years. Information provided should include a description
of services provided, examples of successful operational strategies, and the term
of the management contract, with particular attention to:
1. Specific, quantifiable measure of success at other facilities managed
by the firm, with particular emphasis on conference facilities that are in
communities of a comparable size to Dubuque located in the Midwest.
2. Specific expertise gained from past management experiences
relevant to future GRC operations.
G. Provide an explanation of firm's experience in working with public entities
or other entities that operate and market facilities for a public entity, including
cooperative efforts, philosophy, and results.
H. Provide general information about the firm including but not limited to
corporate headquarters, age of the firm, firm history, annual revenues, number of
employees, and brief description of 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 operations management services. State the location(s)
of the office(s) from where the supervision of the management services will be
performed.
I. Proposers shall demonstrate the financial capacity necessary for the City to
assess the viability of the proposer to enter into and to provide the services at the
level anticipated in this RFP, or higher, as well as any action with respect to a
contemplated sale, act of receivership or reorganization of the proposer or any
subsidiary that is, or has previously been, engaged in delivery of the services
contemplated in this RFP.
J. Discuss the firm's ability to integrate this operations management and
marketing services contract into its present workload. Include a statement to
specify if the firm currently has the capacity to undertake the operations
management services or whether it intends to hire additional staff or partner with
subcontractors.
K. It is the sole responsibility of the successful proposer to ensure adherence
to all applicable local, state and federal wage and labor laws and employment
eligibility requirements.
Current and Former Management Contracts/Agreements
A. Information on four (4) comparable and relevant government owned, managed
facilities the firm has managed in the last ten (10) years. If not government owned, explain
facility(ies) applicability.
Page 11 of 4u
• Facility Name
• Physical Address
• Type of facility (e.g. convention center, conference center, education center)
• Relevant descriptive facility information including gross square footage and net
square feet of convention/exhibition space, meeting space, etc.
• Extent of responsibilities
• Discuss what specific, quantifiable measures of success have been achieved
through your company's services in operations management of the venue
• Dates of management
• Reference including contract administrator name, title, phone number, email, and
address that can attest to firm's performance
B. Information on any relevant facilities which the firm has managed within the past
ten years and now no longer manage other than those lost in a competitive process.
C. Provide a comprehensive list of contracts/agreements that have not been renewed
with the proposer within the last five years. Include name, physical address, and type of
facility, in addition to the name, title, address, and telephone number of the client contact
or contract administrator.
D. Disclose any management services agreement terminated, with or without cause,
or not renewed by a public or private entity for management and operations of any
conference and convention center, within the past five (5) years, together with the reasons
for termination or non -renewal.
Scope of Services
Describe the means, methodology, and/or strategy by which the firm would satisfy the
scope of services as listed in Section 4.0.
Include a basic work plan for each strategy that delineates the firm's approach to the
operations management services using the outline below. The work plan, at a minimum,
should include those components outlined in Section 4.0 of this RFP. The firm 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 firm's unique philosophy, insight,
or expertise regarding its approach to this operations management services and how this
approach positively impacts successful operations management services at GRC. This is
the firm's opportunity to convey ideas and concepts with respect to the goals, objectives,
and scope outlined in the Scope of Services.
A. Management Plan
1. Describe your overall philosophy on how GRC should be managed,
operated, and marketed.
Page of
2. Provide information on:
a. Employee/employer relationships and the proposed management
structure for the GRC;
b. How the management team will report to the firm's corporate offices
and to the City;
C. How the firm expects to interact with the City; and
d. How the firm's departmental functions, including
executive/administration, marketing/public relations, operations/event
services and finance/information services would report to the City.
3. Provide an organizational chart denoting any departments, divisions, senior
management positions, and supporting positions within each management and
operating department or division anticipated to provide on -site, day-to-day services
associated with the GRC.
4. Provide a suggested staff and organizational chart for that would reflect the
proposed operating structure for the GRC listing positions, functions, and
responsibilities for the operation locally of the GRC.
5. Provide resumes of key personnel and principals of the firm that will be
involved in the management of the GRC and whether such involvement will be on
a fully -informed, daily basis or in an advisory capacity. Include years of experience
with the firm, years of experience in the industry, educational background, and
relevant industry licensure, certifications, and affiliations. Distinguish between
project experience with the firm and experience with other companies.
6. If applicable, describe whether the firm is open to engaging, as employees
or independent contractors, current management company employees working at
GRC, provided such personnel are mutually satisfactory to the parties. Provide
examples, if any, of past employee transitions experiences and ways to address
potential challenges (such as preserving benefits/pensions of former employees
whom the firm has engaged under similar transitions from private -to -private
operations at other facilities).
B. Marketing Plan Philosophy
1. Discuss proposed marketing and promotional concepts that will further the
goals and objectives of the GRC while also maximizing the benefits to the Dubuque
area. This should include the firm's approach to co -promoting events and creating
new events and activities with, for example, Five Flags Civic Center or Travel
Dubuque.
Page 13 of 40
2. Explain how your firm's network and relationships with event/meeting
planners and/or promoters with venue networks will maximize bookings and
programming opportunities. Describe any opportunities that may be available to
the City in the event the firm operates or promotes other venues in the region.
3. Describe in general the proposed approach to booking, scheduling,
promoting, advertising, and marketing events at the GRC, including booking and
scheduling events with outside event planners, promoters, event coordinators,
meeting planners, and local events. This should include working with the City and
local stakeholders. Include specific examples from other, similar venues of the
firm's ability to attract, book, and schedule similar events and activities, including
examples of networking among the proposer's clients or other means used to
enhance bookings and programming.
C. Operations Plan
1. Provide a description of the policies and proposed methods of providing the
following management services for the GRC. Include a discussion of providing
these services in-house or by contracting with an outside party, as well as a
discussion of the firm's approach for dealing with existing agreements.
a. Event Set-up and Tear -Down - the labor, equipment, and materials
required to timely and adequately set-up and breakdown all events utilizing
the GRC.
b. Event Services - all services such as cleaning, business services,
electrical, carpentry, and plumbing required for a successful event.
C. Site Maintenance and Engineering - all maintenance and
engineering services required to guarantee a safe and well -maintained
facility and efficient operation of the GRC. Describe the upkeep and
preventative maintenance plan for the GRC.
d. Security - all security services needed to keep the GRC and
surrounding grounds safe for visitors and in compliance with all laws.
e. Custodial Services - the labor and maintenance required to clean and
service all areas of the GRC.
f. Technology and Audio/Visual (as outlined in section 4.0 A of this
RFP) - all technology services required for a successful event and day-to-
day technology operations, including but not limited to computer and
audio/visual support.
2. Identify those services intended to be contracted out and identify how local,
certified minority and women -owned businesses have been used in other facilities
Page 14 of 40
under the management of the proposing firm to provide services, supplies and
materials for the facilities, and what general plans the proposer would have in
terms of doing the same in Dubuque. This summary should include any
requirements that may have been placed on firms with whom the proposer has
contracted for services regarding their use of local minority and women -owned
businesses and subcontractors.
D. Transition Plan (if applicable)
1. Describe steps and timing of a transition plan should the firm be chosen.
E. Financial Plan
1. Provide a strategy for minimizing the annual operating expenses and
maximizing the annual operating revenues of the GRC.
2. Develop a budget for the first full year of operations under contract for the
GRC. Include a detailed description of all expenses and revenues, by line item,
and provide an explanation of how each line item was developed and the
assumptions used. The management fee, if any, paid to your firm should be
included as a separate line -item expense.
3. Develop a three-year operating budget for the GRC. All revenues and
expenses should be listed, by line item, along with all relevant assumptions used.
The management fee, if any, paid to your entity should be included as a separate
line -item expense. Provide examples of management reports that will be submitted
to the City monthly detailing profits/losses, surcharge details and any other
significant financial activity from the previous month.
4. Understanding that the City will be financially responsible for, and have the
final approval of capital improvements, provide a description of the firm's role in
identifying and prioritizing capital improvements, including approval, billing,
purchasing, and letting of contracts.
5. Describe the firm's approach to annual fundraising to help sustain
operations of the GRC, including potential naming rights (not the GRC building
itself), operating and programming sponsorships, pouring rights, and any other
contractually obligated income ("COI"). Provide examples of past success with
fundraising at other, similar venues.
F. Compensation Proposal
The City's goal is not to provide an operational subsidy on maintenance related items.
The City is offering the following:
Page 15 of 40
Equipment Repairs and Maintenance: Ordinary equipment maintenance and
individual equipment repairs (includes but is not limited to HVAC, plumbing,
electrical, boilers, geothermal systems, kitchen equipment, attached and
freestanding equipment throughout the facility and mechanical systems, life safety
systems, elevators, and escalators) costing less than $5,000 will be paid by the
firm up to an aggregate in any fiscal year of $50,000. The City will be financially
responsible for repairs or maintenance in excess of $5,000 individually and
$50,000 in the aggregate in any fiscal year. In no event shall the firm's
responsibility for maintenance or repairs of all equipment exceed $50,000 in any
fiscal year. The cost of individual and aggregate repairs will be adjusted each year
based on the Consumer Price Index (CPI) of the preceding twelve (12) months
before seasonal adjustment. The adjustment begins July 1 of each year.
Maintenance and Service Contracts: Maintenance and service contracts (including
but not limited to technology as described in Section as outlined in section 4.0 A
of this RFP, fire extinguishers, HVAC, fire alarm system, sprinkler and fire
suppression system, kitchen equipment, pest control, lawn care and treatment,
landscape maintenance, carpet cleaning, escalator, and elevator) costing less
than $5,000 will be paid by the firm up to an aggregate in any fiscal year of $50,000.
The City will be financially responsible for maintenance and service contracts in
excess of $5,000 individually and $50,000 in the aggregate in any fiscal year. In
no event shall the firm's responsibility for maintenance and service contracts
exceed $50,000 in any fiscal year. The cost of individual and aggregate service
and maintenance contracts will be adjusted each year based on the CPI of the
preceding twelve (12) months before seasonal adjustment. The adjustment begins
July 1 of each year.
The individual and aggregate limits set forth for maintenance and service contracts
are separate and distinct from the individual and aggregate limits set forth for
equipment repairs and maintenance.
Capital Improvement and Capital Equipment: The City is responsible for capital
improvements to and capital equipment for the facility. The City will fund capital
improvements and capital equipment as approved by the City Council capital
improvement fund each year.
If the proposer believes they cannot successfully operate without an operational
subsidy as described above it is the City's desire to obtain creative compensation
proposals related to the management of the GRC. Proposals should include:
Base and Incentive Fee Structure — if under this plan, the selected firm would
receive a base fee and potential incentive fee in exchange for operating the GRC
while all operating revenues and expenses would be allocated to the City, please
describe.
Other Creative Management Fee Structure - identify any alternative compensation
Page 16 of 40
plans related to the operation of the GRC that the City should consider as a part
of the firm's submission. This could include options for marketing participation or
such other options which would further promote the success of the GRC and limit
the City's operating expense exposure.
Describe the nature and amount of the financial resources that would be committed
by the firm to enhance the likelihood of the successful operation and management
of the GRC. All compensation proposals must comply with applicable IRS
regulations to protect the tax-exempt status of the City's outstanding bonds.
At a minimum, the proposal shall address the following:
a. Base Fee - the amount of the annual fee for management services,
if any.
b. Incentive Fee(s) - identify the standards that will be used to
determine the amount of the incentive fee. Be advised that the City is
interested in incentives that balance the need for: (i) minimizing operating
deficits; (ii) maximizing the attraction of non -local, economic impact
generating events; and (iii) maintaining high standards of physical products
and service quality.
C. Capital Investments - identify areas in which the proposer will invest
in additional fixtures, equipment, or other aspects of the GRC.
Understanding of Final Agreement Terms
The firm should provide a statement that indicates it has read and understands Appendix
D — City of Dubuque Contract Terms and Conditions (the "Contract Terms and
Conditions") and agrees to include the clauses that are listed in Appendix D in the final
Agreement. Any exceptions to the Contract Terms and Conditions by the firm must be
clearly stated in their submitted Proposal.
Insurance Requirements
The firm 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 E.) Submittal of insurance documents as part of this RFP is not required.
Litigation and Dispute Disclosure
Indicate and disclose all lawsuits, including claims involving arbitration or other alternative
dispute resolution mechanisms, filed against the proposer and any affiliates within the
past five years of the date of this RFP. Notwithstanding the above disclosure requirement,
the proposer is not required to include the following claims:
Page 17 of 4u
• Personal injury suits resolved for an amounts less than $100,000 filed by visitors,
guests, invitees, licensees, or trespassers at or upon the real properties owned,
leased, operated, or managed by the proposer or its affiliates;
• Workers' compensation claims filed by employees of the proposer or its affiliates;
• Mechanics, supplier, or material liens of less than $5,000; and
• Real property tax appeals.
• Among the types of lawsuits that are expected to be disclosed are sexual
harassment claims; age discrimination claims; other claims involving protected
classes such as race, national origin, gender, gender identity, or sexual orientation;
breach of contract claims; and claims involving violations of collective bargaining
agreements.
Proposed Schedule/Timeline
Provide a detailed schedule for the operations management services, including transition
(if applicable) and the new management agreement. Outline tasks for all components
outlined in the RFP, including the time durations and estimated completion dates for each
major component of the proposed scope of services. Clearly define work tasks expected
of the City. The schedule should list all deliverables that are required throughout.
Financial Package, Fees, Compensation, and Proposed Operations Management
Agreement MUST BE IN A SEPARATE SEALED ENVELOPE marked "Management
Services Financial Proposal".
Provide a financial package, fees, or proposed fixed costs, plus reimbursable expenses
budget for the requested scope of services as well as breakdown costs provided as
necessary to understand the financial proposal package. A proposed draft agreement for
operations management services must be included in the submittal. Note, however, that
this draft agreement will not be legally binding, and all terms and conditions are subject
to review, modification, and approval by the City.
The proposed agreement is not included in the page count for proposed submission.
Include in the "Management Services Financial Proposal" envelope one (1) USB that
contains only the audited and certified financial statements. No print copies of the audited
and certified financial statements are to be included.
6.0 RFP TIMELINE, QUESTIONS. AND ANSWERS
Timeline
The following dates are provided for information purposes and are subject to change
without notice.
Contact the Contract Administrator to confirm any and all dates.
Page 18 of 40
RFP issued:
Pre -proposal conference:
Deadline for requests, questions and technical info
via email: (NOTE: encouraged to email before
this deadline)
Addenda (if any) issued by:
Sealed Proposals due:
Interviews and negotiations
Recommendation to and City Council approval:
estions and Answers
October 11, 2022
2:00 pm CST, October 24, 2022
2:00 pm CST, October 28, 2022
5:00 p.m. CST, November 2, 2022
2:00 pm CST, November 7, 2022
November -December 2022
January 17, 2023
All information requests, questions, and technical information shall be directed to the
City's Contract Administrator as detailed below. From the date of issuance of this RFP
until final City action, the firm shall not discuss the RFP with or contact any City of
Dubuque employee or any member of the Selection Committee except as expressly
authorized by the City's Contract Administrator. Violation of this restriction will be
considered grounds for disqualification of the firm's proposal. Contact with any City of
Dubuque employee or any member of the Selection Committee on other matters not
related to the GRC RFP and RFP process is allowed.
The Selection Committee has members from Travel Dubuque, the City Attorney's office,
the Budget and Finance Department, the City Manager's office, and the Contract
Administrator.
The City has used considerable efforts to ensure an accurate representation of
information in this RFP. Each firm is urged to conduct its own investigations into the
material facts provided.
No answers given in response to questions submitted shall be considered a part of this
RFP unless released in writing (letter or email) as an officially numbered and titled
addendum to the RFP by the City of Dubuque.
Non -Mandatory Proposal Conference: A pre -proposal conference will be held on
October 24, 2022 at 2:00 p.m. at the GRC meeting room 1 and will include a tour of the
facility and grounds. Email the City's Contract Administrator to receive an invitation. All
firms are encouraged to attend for clarification of the requirements and knowledge of the
facility.
Any questions concerning this RFP must be received on or before 2:00 p.m. CST
on October 28, 2022. Any inquiries received after this date will not be answered. When
submitting a question to the Contract Administrator, please include the appropriate
contact information for the firm. All questions sent in an email must include GRC RFP
Question in the subject line.
Page 19 of 40
It is the intent of the City that this RFP promotes competition. It shall be the firm's
responsibility to advise the City's Contract Administrator of any language, requirement, or
combination thereof which the firm believes restricts or limits the requirements stated in
this RFP to a single source. Such notification must be submitted in writing and must be
received by the Contract Administrator not later than five (5) working days prior to the bid
closing date. Any failure to notify the City's Contract Administrator as outlined above shall
be considered a waiver of any such objection.
Confidentiality of Documents
Except with the City's approval, proposer shall not, directly or indirectly, disclose, divulge,
or communicate to any person, firm, or corporation, other than the City or its designated
representatives, or as required by law, any non-public information which it may have
obtained during the proposal process concerning any matter relating to the scope of
services or the regular business of the City. In general, documents that are submitted as
part of the response to this RFP will become public records and will be subject to public
disclosure. If the firm follows the procedures prescribed by those statutes and designates
a document "confidential" or "trade secret", the City will withhold the document from public
disclosures to the extent that it is entitled or required to do so by applicable law.
If the City determines that a document that the firm has designated "confidential" or "trade
secret" is not entitled to protection from public disclosure, the City will provide notice of
that determination to the contact person designated by the firm, in any reasonable manner
that the City can provide such notice, at least five business days prior to the public
disclosure of the document. If the firm does not designate anyone to receive such notice
the City will not have any obligation to provide any notice of a determination of non -
confidentiality. If the firm does not designate anyone to receive such notice, or if, within
five business days after the City provides notice to the designated person, the firm does
not initiate judicial proceedings to protect the confidentiality of the document, the City will
not have any obligation to withhold the document from public disclosure.
By submitting to the City a document that the firm designates as "confidential" or "trade
secret", the firm agrees that in the event a third party brings any action against the City
or any of its officials, employees, agents, or volunteers to obtain disclosure of the
document, the firm will indemnify and hold harmless the City and its affected officials,
employees, agents, and volunteers from any and all costs, including attorney's fees,
incurred by or assessed against any such person. The firm also agrees that, at the City's
request, the firm will intervene in any such action and assume all responsibility for
defending against it, and the firm's failure to do so will relieve the City of all further
obligations to protect the confidentiality of the document.
Contract Requirements
At any time during the selection process or afterward until the Agreement is negotiated
and signed, the City reserves the right to terminate the process. The Agreement will be
negotiated with the most responsible and responsive proposer whose proposal meets the
Page 20 of 40
needs of the City to the best degree. The initial term of the Agreement should be assumed
to be five (5) years. Ultimately, the term of the Agreement shall be determined through
negotiations and mutual agreement of the parties. The City reserves the right to add to or
delete any item from this RFP when deemed to be in the best interest of the City.
No proposer shall assign its proposal or any right or obligation thereunder without the
prior written consent of the City. Prices quoted in the proposal shall include any and all
associated costs. All taxes of any kind or character payable on account of the work done
and materials furnished under the Agreement shall be paid by the proposer and shall be
deemed to be included in costs contained in the proposal. Proposal prices shall include
all royalties and costs arising from patents, trademarks, and copyrights in any involved in
the work. Whenever the proposer is required or desires to use any design, device,
material, or process covered by letters of patent or copyright, the proposer shall indemnify
and save harmless the City, its officers, agents or employees from any and all claims for
infringement by reason of the use of any such patented design, tool, material, equipment
or process, to be performed under the award/contract, and shall indemnify the City, its
officers, agents, employees, and volunteers for any costs, including litigation costs and
attorney's fees through the appellate process, expenses, and damages which may be
incurred by reason of any infringement claim, whether during or after the term of the
Agreement.
Any contract resulting from this RFP may be canceled by the City in whole or in part by
written notice of default to the proposer upon non-performance or violation of contract
terms, including the failure of the proposer to deliver materials or services within the time
stipulated in this specification, unless extended in writing by the City. In the event a
contract is canceled because of the default of the proposer, the City may (a) purchase
the services specified in this specification on the open market, or (b) negotiate a contract
with another proposer and establish the period of such contract.
Immediately after the notice of award, the winning proposer and its senior management
shall begin planning in conjunction with City staff to ensure fulfillment of all obligations.
Proposer will be expected to provide professional coordination services upon execution
of the Agreement, the expenses of which will be borne by proposer. Proposer will be
expected to attend meetings as required by the City or its designee to assist in transitions
(if any).
Contract Administrator contact information is as follows:
Marie L. Ware
Leisure Services Manager
City of Dubuque
Leisure Services Department
1157 Central Avenue
Dubuque, IA 52001-5016
Phone: 563.589.4264
E-mail: mware(a)cityofdubug ue.org
Page 21 of 40
7.0 SUBMISSION REQUIREMENTS
Before submitting a proposal, each firm shall make all investigations and examinations
necessary to ascertain site conditions and requirements affecting the full performance of
the Agreement and to verify any representation made by the City upon which the firm will
rely.
PROPOSAL SUBMITTAL INFORMATION
■ Submittal Deadline: November 7, 2022 before 2:00 p.m. CST
■ Submittal Location, Marie L. Ware
Contact & Mailing Leisure Services Manager
Address: City of Dubuque Leisure Services
Attn: Grand River Center RFP Proposal
1157 Central Avenue
Dubuque, Iowa 52001-5016
■ Submittal Copies: Seven (7) sets of the proposal shall be provided.
Submit seven proposals and also an electronic .pdf version, all labeled "GRC Operations
Management Services Proposal" excluding any proposal cost information and the
proposed management agreement.
The Financial Package, Fees and Compensation, and Proposed Operations
Management Agreement must be provided to the City in a separate, sealed envelope
marked "Management Services Financial Proposal". Firms shall provide a financial
package, fees, or compensation, plus reimbursable expenses budget for the requested
scope of services as well as breakdown costs provided as necessary to understand the
financial proposal package. A proposed draft agreement for operations management
services must be included in the submittal. Firms shall also provide an electronic .pdf
version of the financial package, fees and compensation, and the proposed operations
management agreement. The Management Services Financial Proposal envelope should
contain a separate USB with the audited and certified financial statements for the firm's
last three years of operation. Neither the financial statements nor the documents
contained in the Management Services Financial Proposal will be included in the page
count.
The proposal should be prepared simply and economically, providing a straight -forward,
concise description of the firm's capabilities to satisfy the requirements of the RFP.
Initial screening will be completed without knowing the firm's proposed financial package,
fees and compensation, or the proposed draft agreement.
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 USB along with the
Page 22 of 40
hardcopies of the proposal. No faxed or e-mail proposals will be accepted. The proposal
must be a document of not more than sixty (60) numbered, 8-1/2 x 11-inch pages, except
for the transitions schedule, if any, which may be presented in 11 x 17-inch format. The
page count does not include the letter of transmittal, the front and back covers, the
proposed agreement, the Proposal Response Form (Appendix B), or the separately
sealed cost proposals. The smallest typeface shall not be less than 11 points. Proposals
should not include any pre-printed or promotional materials. Any proposals exceeding
60 numbered pages will not be considered. The proposals shall be 100%
recyclable. No binders, folders, bindings, shiny covers, or other non -recyclable
material are to be used. The RFP must be able to be placed completely 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 firm.
Each addendum must be acknowledged in the Proposal Response Form (Appendix B)
by providing the addendum number and title. Failure to acknowledge each addendum
will be considered grounds for disqualification. It is solely the firm's responsibility to
ensure that all addendums to this RFP have been received before submitting the
proposal.
One original proposal document shall be signed in blue ink by an officer of the firm who
is authorized to legally bind the firm to its provisions and marked as such. Proposals are
to contain a statement indicating the period during which the proposal will remain valid. A
period of not less than one hundred twenty (120) calendar days from the proposal closing
date is required. Failure to comply with the above requirements shall be considered
grounds for disqualification.
Each firm assumes full responsibility for delivery and deposit of the completed proposal
package on or before the deadline. Any proposal received after the submittal deadline will
not be considered and will be returned unopened to the firm. The City is not responsible
for any loss or delay with respect to delivery of the proposals.
The City is not liable for any costs incurred by any firm prior to the execution of the
Agreement. All results and documents from this RFP process 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 23 of 40
Appendix A
FIRM EVALUATION AND SELECTION PROCESS
INITIAL EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum and mandatory
requirements of the proposal as outlined in Section 5.0. Proposals that do not meet
minimum and mandatory requirements will be rejected without further consideration. A
selection committee will review and score qualifying proposals using the established
criteria below and select firms for placement on the firm short-list for operations
management services. The criteria listed are not necessarily an all-inclusive list. Initial
screenings will be done without knowing the firm's proposed fee for services and other
items in the Management Services Financial Proposal envelope. The following criteria
are among those that will be used to initially evaluate submitted proposals.
Maximum Points
I Evaluation Criteria
50
Firm and Operations Management Experience
Firm experience
Proposed staff qualifications and experience
Operations management experience with convention and education
facilities of similar or larger size and scope
Prior experience with government entities
Prior experience similar marketplaces
Experience working with affiliated companies, joint ventures, or
subcontractors (if proposed)
45
Proposed Management Strategy/Plan Meets Goals, Objective,
Scope, and Requirements Outlined in RFP
Organization/management approach
Capacity to assume new business and improve existing business
Demonstrated approach and understanding of goals, objectives, and
scope outlined
Quality and completeness of proposal
Proposed timelines and schedule
5
MBE/WBE, Equity, and Sustainability Incorporation into Proposal
100 points
TOTAL
Page 24 of 40
SHORT-LIST EVALUATION CRITERIA
A selection committee will interview the short-listed firms chosen after the initial evaluation
criteria scoring. The interview is a very important part of the selection process. Both the
original submitted proposal and the results of the firm interview will be used to select the
final firm for the management services to begin negotiations.
Maximum Points I Evaluation Criteria
40 Firm and Operations Management Experience
Firm experience
Proven community relationships as outlined in RFP
Operations management experience with convention and education
facilities of similar or larger size and scope
40 Cost/Financial
Demonstrated financial stability and capability
Demonstrated ability to assemble necessary supports for
management, operations, and marketing
Sales and marketing successes
Financial package proposed
40 Proposed Management Strategy/Plan Meets Goals and
Requirements Outlined in RFP
Organization/management approach
Capacity to assume new business and improve existing business
Demonstrated approach and understanding of goals, objectives, and
scope outlined
Quality and completeness of proposal
Professional expertise and abilities of management team proposed for
the GRC
Proposed timelines and schedule
20 Results of Interview Process
20 References
Proven track record in operations management
Proven relationships and interaction with Contract Administrator
10 MBE/WBE, Equity, and Sustainability Incorporation into Proposal
170 points TOTAL
The City reserves the right to review and update weighting of the criteria after the initial
evaluation is complete and prior to interviews beginning.
Page 25 of 40
SELECTED FIRM - FEE NEGOTIATION PROCESS
Upon the completion of the firm short list evaluation, the RFP Selection Committee will
recommend to the City Manager the highest ranked firm and request authority to
negotiate with the recommended firm a final scope of services, fees, and financial
arrangements. The scope of services in this RFP is preliminary and may be revised during
the selection and negotiation process. The negotiated agreement will be reviewed by the
City Manager, signed by the firm, presented to the City Council for approval, and, if
approved, executed by the Mayor.
The City intends to award a contract to one provider to provide these services. The City
will enter into an agreement which it determines, after evaluation of all accepted
proposals, to be most favorable for the City. The City may not necessarily accept the
lowest cost proposal and may, in its sole discretion, accept any proposal and may waive
any minor informality or irregularity in proposals received. The City reserves the right to
select a firm and make an award to the provider determined to be the most advantageous
and beneficial to the City based on the City's evaluation criteria, or to make no award at
all. The City anticipates that negotiations will be necessary; however, the City reserves
the right to make an award without negotiations.
The intent is to enter in an agreement with the qualified firm with the highest scoring
proposal. Notwithstanding the foregoing, the City reserves the right to award the
Agreement to a qualified firm other than the one with the most points, if, in the City's
opinion, another firm's proposal offers the best value for the products and services
requested, taking into consideration the evaluation criteria of the RFP.
The City reserves the right to request clarification of the proposals without becoming
obligated to offer the same opportunity to any other qualified firms. The Selection
Committee may consider such clarifications in evaluating a proposal. A request for
clarification will not entitle a firm to revise, resubmit, alter, or amend its Proposal.
For the purposes of proposal evaluations, the Selection Committee may consider any or
all of the information received from qualified firms pursuant to the RFP, as well as the
City's knowledge of, and past experience with, the firm or its officers or employees.
The City reserves the rights to:
• Revise or extend this schedule at its sole option.
• Conduct pre -award discussion and/or pre -award contract negotiations with any or
all responsive and responsible proposers who submit proposals determined to be
reasonably acceptable to the City; conduct interviews or require presentations of
any or all proposers prior to selection; and make investigations of the qualifications
of proposers as it deems appropriate, including but not limited to, a background
investigation conducted by the Dubuque Police Department or any other law
enforcement agency.
• Request that proposer(s) modify its proposal to more fully meet the needs of the
City or to furnish additional information as the City may reasonably require.
Page 26 of 40
• In its sole discretion, expand or reduce the criteria upon which it bases its final
decisions regarding selection of a professional management operator for the GRC.
The City reserves the right to reject any or all proposals or parts of proposals, to
negotiate modifications of proposals submitted, and to negotiate specific proposal
elements with a proposer into a project of lesser or greater magnitude than
described in this RFP or the proposer's reply.
• Process the selection of the successful Proposer without further discussion.
• The City shall be the sole judge of proposers' qualifications and reserves the right
to verify all information submitted by the proposers.
A detailed schedule for the operations management services including transition (if
applicable) and the new management agreement will be finalized. An outline of tasks,
goals, scope, time durations, and estimated completion dates for each major component
of the proposed scope of work will be established. The firm shall indicate the work tasks
that will be completed by City staff. The schedule should list all deliverables that are
required throughout.
The City and the firm will meet and establish the final scope of services for the project as
negotiated by joint revision of tasks in order to best meet the goals and objectives of the
City while considering available funding (if appropriate). During the negotiation process,
tasks to be completed by City staff, work reassignment to proposal and management
services team members, and the addition or elimination of tasks may be modified in order
to achieve the best overall results for the City.
The selected firm shall be responsible for updating all tasks to reflect any changes that
were agreed to during negotiations. After the final scope of services has been determined
and the tasks finalized, the firm shall incorporate the tasks into the agreement documents
being prepared for signature.
Payment for Services: The firm awarded the agreement shall have negotiated financial
arrangements outlined in the Agreement.
Page 27 of 40
Appendix B
PROPOSAL RESPONSE FORM
Request for Proposals for Operations Management Services for Grand River Center, Dubuque,
Iowa
The undersigned, on behalf of the firm, certifies that: (1) this offer is made without previous understanding,
agreement, or connection with any person, firm, or corporation submitting a proposal on the same project; (2) is in all
respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to
bind the firm in whose name the proposal is submitted; (4) they have read the complete Request for Proposal and
understand all provisions; (5) if accepted by the City, this proposal is guaranteed as written and amended and will be
implemented as stated; and (6) mistakes in the submitted proposal will be the firm's responsibility.
NAME
D BA/SAM E
CONTACT
ADDRESS
PHONE
STATE OF INCORPORATION_
COMPANY WEBSITE ADDRESS
CITY/STATE_
EMAIL
NUMBER OF LOCATIONS NUMBER OF PERSONS EMPLOYED
TYPE OF ORGANIZATION: Public Corporation _ Private Corporation
Partnership Joint Venture Other (Describe):
BUSINESS MODEL: Small Business
Dealer Other (Describe):
ZIP
Sole Proprietorship
Manufacturer Distributor Retail
Not a Minority -Owned Business: Minority -Owned Business: (Specify Below)
_African American _ Asian Pacific _ Subcontinent Asian _ Hispanic _Native American
Other - Please specify
Not a Woman -Owned Business: Woman -Owned Business: (Specify Below)
_Not Minority -Woman Owned _ African American -Woman Owned
_Asian Pacific -Woman Owned_ Subcontinent Asian -Woman Owned _Hispanic Woman Owned
_Native American -Woman Owned _Other — Woman Owned — Please specify
ARE YOU REGISTERED TO DO BUSINESS IN THE STATE OF IOWA: Yes No
ACKNOWLEDGE RECEIPT OF ADDENDA: All addenda are posted to the City's RFQ/RFP web page
and it is the proposer's responsibility to check and confirm all addendum(s) related to this document.
NO. , DATED ; NO. , DATED ; NO. , DATED
In submitting a proposal, the firm acknowledges all requirements, terms, conditions, and sections of this
RFP document. Proposal submission format should be by order in which sections are listed throughout
the document. All minimum and general requirements should be specifically addressed and detailed in
firm's response. Exceptions to any part of this document should be clearly delineated and detailed.
Signature
Title
Date
Page 28 of 40
Appendix C
RFP RULES AND PROTEST PROCEDURE
MINOR IRREGULARITIES
The City reserves the right to waive minor irregularities in submitted proposals, provided
such action is in the best interest of the City. Minor irregularities are defined as those that,
in the City's sole discretion, have no adverse effect on the City's best interests and will
not affect the outcome of the selection process by giving the prospective firm an
advantage or benefit not enjoyed by other prospective firms.
EXCEPTIONS
Proposer exceptions to any part of the requirements stated in this RFP must be clearly
identified as exceptions, noted in the letter of transmittal, and described in the submitted
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 (subject to the confidentiality
provisions described in this RFP).
DEFINITIONS
For purposes of this RFP, the words "shall", "must", and "will" are equivalent 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.
For purposes of this RFP, the words "should" or "may" are equivalent and indicate
desirable conditions or requirements which 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 it may result in the proposal being considered as
not being in the best interests of the City.
DISPUTES/EXCEPTIONS
Any prospective proposer who disputes the reasonableness or appropriateness of any
item within this RFP, any addendum to this RFP, any notice of award, or any notice of
rejection shall set forth the specific reasons 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
Contract Administrator described herein, who shall review the written dispute and work
with the City Manager to render a decision which shall be considered final.
Page 29 of 40
Appendix D
CITY OF DUBUQUE STANDARD TERMS AND CONDITIONS
TAX-EXEMPT BONDS - The GRC is financed with tax-exempt bonds. Additional tax-
exempt bonds may be issued in the future to finance additions or improvements to the
GRC. Thus, the final agreement between the City and a selected firm for operations
management services must comply with federal tax laws that apply to the use of facilities
financed with tax-exempt bonds. Proposers must ensure that their proposals are in full
compliance with IRS guidelines and federal tax laws governing private business use of
facilities financed with tax-exempt bonds. Proposers are expected to adhere to
requirements found in Revenue Procedure 2017-13, and proposals should include an
opinion from bond counsel that the proposal adheres to IRS Revenue Procedure 2017-
13.
ADA COMPLIANCE -
1 . The firm shall comply with all applicable provisions of the Americans with
Disabilities Act (the "Act") (Public Law 101-336, 42 U.S.C. 12101 et seq.), all
applicable amendments thereto, and all applicable federal regulations under the
Act.
2. Programs policies, and alterations of any type shall comply with the 2010
Standards for Accessible Design, the ADA Title II regulation, Section 504 of the
1973 Rehabilitation Act, all applicable amendments thereto, and all similar statutes
and regulations prohibiting discrimination on the basis of disability.
3. The selected firm shall ensure that its websites and all online services, including
those websites or online services provided by third parties upon which the firm
relies to provide services or content, comply with, at minimum, Web Content
Accessibility Guidelines - WCAG 2.1 AA.
ASSIGNMENT - The City and the firm each are hereby bound and the partners,
successors, executors, administrators, and legal representatives of the City and the firm
are hereby bound to the other party to the Agreement and to the partners, successors,
executors, administrators, and legal representatives (and said assigns) of such other
party, in respect of all covenants, agreements and obligations of the Agreement. Any
assignment or attempt at assignment made without prior written consent of the City shall
be voidable at the City's option.
PROPOSAL CURRENCY/LANGUAGE - All proposal prices and financial terms shall be
shown in US Dollars ($). All prices must remain firm for the duration of the Agreement
regardless of the exchange rate. All responses must be submitted in English.
PROPOSAL FORM - Each proposer must submit an original proposal and additional
copies as required on the forms attached. The proposer shall correctly sign the proposal,
and the proposal may be rejected if it shows any omissions, alterations of the form,
additions not called for in the proposal, or any irregularities of any kind.
Page 30 of
PROPOSAL INFORMATION IS PUBLIC — The proposal and all documents submitted
with any proposal shall become public documents subject to Iowa Code Chapter 22,
which is otherwise known as the "Iowa Open Records Law". By submitting the proposal
any document to the City of Dubuque in connection with a proposal, the submitting party
recognizes this and waives any claim against the City of Dubuque and any of its officers
and employees relating to the release of any document or information submitted. Each
submitting party shall hold the City of Dubuque and its officials, volunteers, and
employees harmless from any claims arising from the release of any document or
information made available to the City of Dubuque arising from any opportunity. Proposal
information requested by the public or other bidders will be provided in an alternative
format if the requestor is a person with a disability and requires an alternative form for
comprehension.
PROPOSAL REJECTION OR PARTIAL ACCEPTANCE - The City reserves the right to
accept or reject any or all proposals or parts thereof. The City further reserves the right
to waive technicalities and formalities in proposals, as well as to accept in whole or in part
such proposals where it is deemed advisable in protection of the best interests of the City.
CONFLICT OF INTEREST - The firm represents, warrants, and covenants that no
relationship exists or will exist during the Agreement period between the firm and the City
that is a conflict of interest. No employee, officer, or agent of the firm shall participate in
the selection or in the award if a conflict of interest, real or apparent, exists. The provisions
of Iowa Code Chapter. 68B shall apply to the Agreement. If a conflict of interest is proven
to the City, the City may terminate the Agreement, and the firm shall be liable for any
excess costs to the City as a result of the conflict of interest. The firm shall establish
safeguards to prevent employees, consultants, or members of governing bodies from
using their positions for purposes that are, or give the appearance of being, motivated by
the desire for private gain for themselves or others with whom they have family, business,
or other ties. The firm shall report any potential, real, or apparent conflict of interest to the
City.
CONTRACT DOCUMENTS — The Contract Documents are this Agreement, the Request
for Proposals, the firm's proposals, and additional documents, if any. In the event of a
dispute with respect to any term or condition in the Contract Documents, they shall be
interpreted in the following order: this Agreement, the Request for Proposals, the firm's
proposals, and additional documents, if any.
DISPUTES - Should any dispute arise with respect to the Agreement, the parties agree
to act immediately to resolve such disputes. Time is of the essence in the resolution of
disputes. The firm agrees that the existence of a dispute notwithstanding, it will continue
without delay to carry out all its responsibilities under the Agreement that are not affected
by the dispute and the City shall continue to make payment for all services properly
performed as outlined in the Agreement. Should the firm fail to continue to perform its
responsibilities regarding all non -disputed work, without delay, any additional costs
incurred by the City or the firm as a result of such failure to proceed shall be borne by the
firm. The unintentionally delayed payment by the City to the firm of any invoices not in
Page 31 of 40
dispute in accordance with the terms of the Agreement will not be cause for firm to stop
or delay performing the services required in the Agreement.
FORCE MAJEURE - Force majeure shall be any of the following events: acts of God or
the public enemy; compliance with any order, rule, regulation, decree, or request of any
governmental authority or agency or person purporting to act therefore; acts of war, public
disorder, rebellion, terrorism, or sabotage; floods, hurricanes, or other storms; strikes or
labor disputes; or any other cause, whether or not of the class or kind specifically named
or referred to herein, not within the reasonable control of the party affected. A delay in or
failure of performance of either party shall not constitute a default hereunder nor be the
basis for, or give rise to, any claim for damages, if and to the extent such delay or failure
is caused by force majeure. The party who is prevented from performing by force majeure
shall be obligated, within a period not to exceed fourteen (14) days after the occurrence
or detection of any such event, to give notice to the other party setting forth in reasonable
detail the nature thereof and the anticipated extent of the delay and shall remedy such
cause as soon as reasonably possible, or as mutually agreed between the parties.
INDEMNIFICATION - To the fullest extent permitted by law, the firm shall indemnify and
hold harmless the City, its officials, employees, agents, and volunteers from and against
all claims, damages, losses, and expenses, including but not limited to attorneys' fees,
arising out of or resulting from performance of the Agreement, provided that such claim,
damage, loss, or expense is attributable to bodily injury, sickness, disease, death, or
injury to or destruction of property, including loss of use resulting therefrom, but only to
the extent caused in whole or in part by any act or omission of the firm, or anyone directly
or indirectly employed by the firm or anyone for whose acts the firm may be liable,
regardless of whether or not such claim, damage, loss, or expense is caused in part by a
party indemnified hereunder.
LAWS AND REGULATIONS - The Agreement shall be governed, interpreted, and
enforced in accordance with all applicable federal, State of Iowa, and local laws,
ordinances, licenses, and regulations. The firm certifies that in performing the Agreement
it will comply with all applicable provisions of the federal, state, and local laws, ordinances,
licenses, and regulations. Venue for any action arising out of this Agreement shall be the
Iowa District Court for Dubuque County, Iowa, or the Federal District Court for the
Northern District of Iowa, Eastern Division.
METHOD OF AWARDING - The City reserves the right to make awards based on the
entire proposal or on an item -by -item basis. However, if firm's proposal is based on an
"all or none" condition, the City may consider its bid non -responsive and reject the entire
proposal.
NO GIFT STANDARD - The City of Dubuque is committed to upholding the highest ethical
standards in all its business practices. This standard recognizes the need to avoid even
the perception of improper gifts or favors to employees. Therefore, all suppliers have been
asked to abide by the City's "No Gift" standard. The "No Gift" standard also applies to all
Page 32 of 40
offers of discounts or free items at any place of business targeted toward a City employee
and not available to the general public, regardless of the value.
NON -COLLUSION STATEMENT - Neither the firm, nor anyone in the employment of the
firm, has employed any person to solicit or procure the Agreement nor will the firm make
any payment or agreement for payment of any compensation in connection with the
Agreement. There is no contract, agreement, or arrangement, either oral or written,
expressed or implied, contemplating any division of compensation for services rendered
under the Agreement or participation therein, directly or indirectly, by any other person,
firm or corporation, except as documented in the Agreement. Neither the firm, nor anyone
in the employment of the firm, has either directly or indirectly entered into any agreement,
participated in any collusion, or otherwise taken any action in restraint of free competitive
procurement in connection with the Agreement.
NON-DISCRIMINATION AND EQUAL OPPORTUNITY - All firms that engage in
contracts with the City of Dubuque, Iowa agree as follows: The firm will not discriminate
against any employee or applicant for employment because of race, sex, color, creed,
ancestry, national origin, marital status, familial status, religion, age, disability, sexual
orientation, gender identity, genetic information, status with regard to public assistance,
status as a veteran, or any classification protected by federal, state, or local law (the
"Protected Classes") except where age and sex are essential, bona fide occupational
requirements, or where disability is a bona fide occupational disqualification. Such action
shall include, but not be limited to the following: (a) employment, (b) upgrading, (c)
demotion or transfer, (d) recruitment or advertising, (e) layoff or termination, (f) rate of pay
or other forms of compensation, and (g) selection for training, including apprenticeship.
The firm further assures that managers and employees comply with both the spirit and
intent of federal, state, and local legislation, government regulation, and executive orders
in providing affirmative action as well as equal opportunity regarding to the Protected
Classes, as stated above. The firm will include, or incorporate by reference, the provisions
of the nondiscrimination clause in every contract or subcontract unless exempt by the
rules, regulations, or orders of the City and will provide in every contract or subcontract
that said provision will be binding upon each subcontractor.
REGULATORY AGENCY COMPLIANCE - Compliance with laws and regulations set
forth by regulatory agencies is required. These agencies include but are not limited to,
OSHA — Occupational Safety & Health Agency, EPA — Environmental Protection Agency,
ICC — Interstate Commerce Commission, DNR — Department of Natural Resources, and
DOT — Department of Transportation. The City of Dubuque expects that firms will offer
expertise on conformance to regulations applying to the products they sell and the
services they perform.
RIGHT TO PROTEST - Anyone wishing to file a protest concerning (1) the specifications,
(2) the RFP procedure or (3) the award of the Agreement must do so in writing in
accordance with the City's Protest by Bidders which is found in the City's Purchasing
Policy.
Page 33 of
SUSPENSIONS AND DEBARMENT - The firm hereby certifies, pursuant to 2 CFR pt.
180 and 2 CFR pt. 3000, that neither it nor its principles are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in the firm by any federal agency. The firm further certifies that it is not
presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from participation in any contracts with the City of Dubuque or the
State of Iowa. The firm shall ensure that all subcontractors utilized by the firm for any
service or product referenced in the Agreement meet the provisions of this paragraph.
TAXES - The City of Dubuque is exempt from sales tax and certain other use taxes. Any
charges for taxes from which the City is exempt will be deducted from invoices before
payment is made.
WARRANTIES - WORK - The firm shall perform services for the City pertaining to the
operations management services as set forth in the Agreement.
The firm shall be responsible for the quality, technical accuracy, completeness, and
coordination of all services performed under the Agreement. The firm shall, promptly and
without charge, provide all corrective services necessary as a result of the firm's acts,
errors, or omissions with respect to the quality and accuracy of the services.
The firm shall be responsible for any and all damages to property or persons as a result
of the firm's acts, errors, or omissions.
The firm's obligations under the Agreement shall exist without regard to, and shall not be
construed to be waived by, the availability or unavailability of any insurance, either of the
City or the firm.
WARRANTIES - INTELLECTUAL PROPERTY - The firm represents and warrants that
all the materials and services produced or provided to the City pursuant to the terms of
the Agreement shall be wholly original with the firm or that the firm has secured all
applicable interests, rights, licenses, permits, or other intellectual property rights in such
materials and services. The firm represents and warrants that the materials and services,
and the City's use of same, and the exercise by the City of the rights granted by the
Agreement, shall not infringe upon any other work or violate the rights of publicity or
privacy of, or constitute a libel or slander against, any person, firm, or corporation. The
firm further represents and warrants that the materials and services do not infringe upon
the copyright, trademark, trade name, trade dress patent, statutory, common law, or any
other rights of any person, firm, corporation, or other entity. The firm represents and
warrants that it is the owner of or otherwise has the right to use and distribute the products
and services contemplated by the Agreement.
Page 34 of 40
Appendix E
INSURANCE REQUIREMENTS
INSURANCE SCHEDULE J
shall furnish a signed certificate of insurance to the City of Dubuque, Iowa for
the coverage required in Exhibit I prior to commencing work and at the end of the project if the
term of work is longer than 60 days. Contractors presenting annual certificates shall present a
certificate at the end of each project with the final billing. Each certificate shall be prepared on
the most current ACORD form approved by the Iowa Department of Insurance or an equivalent
approved by the Director of Finance and Budget. Each certificate shall include a statement under
Description of Operations as to why the certificate was issued. Eg: Grand River Center
Management, 500 Bell Street
2. All policies of insurance required hereunder shall be with an insurer authorized to do business in
Iowa and all insurers shall have a rating of A or better in the current A.M. Best's Rating Guide.
3. Each certificate shall be furnished to the Finance Department of the City of Dubuque.
4. Failure to provide coverage required by this Insurance Schedule shall not be deemed a waiver of
these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance
shall be considered a material breach of this agreement.
5. Contractors shall require all subconsultants and sub-subconsultants to obtain and maintain during
the performance of work insurance for the coverages described in this Insurance Schedule and
shall obtain certificates of insurances from all such subconsultants and sub-subconsultants.
Contractors agree that they shall be liable for the failure of a subconsultant and sub-
subconsultant to obtain and maintain such coverages. The City may request a copy of such
certificates from the Contractor.
6. All required endorsements shall be attached to the certificate. The certificate is due before the
contract/agreement can be approved.
7. Whenever a specific ISO form is listed, required the current edition of the form must be used, or
an equivalent form may be substituted if approved by the Director of Finance and Budget and
subject to the contractor identifying and listing in writing all deviations and exclusions from the
ISO form.
8. Contractors shall be required to carry the minimum coverage/limits, or greater if required by law
or other legal agreement, in Exhibit I. If the contractor's limits of liability are higher than the
required minimum limits then the provider's limits shall be this agreement's required limits.
9. Contractor shall be responsible for deductibles and self -insured retention for payment of all policy
premiums and other cost associated with the insurance policies required below.
10. All certificates of insurance must include agents name, phone number, and email address.
11. The City of Dubuque reserves the right to require complete, certified copies of all required
insurance policies, including endorsements, required by this Schedule at any time.
12. The City of Dubuque reserves the right to modify these requirements, including limits, based on
changes in the risk or other special circumstances during the term of the agreement, subject to
mutual agreement of the parties.
Page 35 of 40
INSURANCE SCHEDULE J (continued)
Exhibit I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products -Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit (any one occurrence) $50,000
Medical Payments $5,000
1) Coverage shall be written on an occurrence, not claims made, form. The general
liability coverage shall be written in accord with ISO form CG 00 01 or business
owners form BP 00 02. All deviations from the standard ISO commercial general
liability form CG 00 01, or business owners form BP 00 02, shall be clearly
identified.
2) Include endorsement indicating that coverage is primary and non-contributory.
3) Include Preservation of Governmental Immunities Endorsement. (Sample
attached).
4) Include additional insured endorsement for:
The City of Dubuque, including all its elected and appointed officials, all its
employees and volunteers, all its boards, commissions and/or authorities and
their board members, employees and volunteers. Use ISO form CG 20 26.
5) Policy shall include Waiver of Right to Recover from Others endorsement.
6) Policy shall include cancellation and material change endorsement providing
thirty (30) days advance written notice of cancellation, non -renewal, reduction in
insurance coverage and/or limits and ten (10) days written notice of non-payment
of premium shall be sent to: City of Dubuque Finance Department, 50 West 13tn
Street Dubuque, Iowa 52001.
B) AUTOMOBILE LIABILITY
Combined Single Limit $1,000,000
Coverage shall include all owned, non -owned, and hired vehicles. If the Contractor's
business does not own any vehicles, coverage is required on non -owned and hired
vehicles.
1) Policy shall include Waiver of Right to Recover from Others endorsement.
C) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Statutory Benefits covering all employees injured on the job by accident or disease as
prescribed by Iowa Code Chapter 85.
Coverage A Statutory —State of Iowa
Coverage B Employers Liability
Each Accident $100,000
Each Employee -Disease $100,000
Policy Limit -Disease $500,000
Policy shall include Waiver of Right to Recover from Others endorsement.
Page 36 of 40
Coverage B limits shall be greater if required by the umbrella/excess insurer.
OR
If, by Iowa Code Section 85.1A, the Contractor is not required to purchase Workers'
Compensation Insurance, the Contractor shall have a copy of the State's Nonelection of
Workers' Compensation or Employers' Liability Coverage form on file with the Iowa
Workers' Compensation Insurance Commissioner, as required by Iowa Code Section
87.22. Completed form must be attached.
D) UMBRELLA/EXCESS LIABILITY $1,000,000
The General Liability, Automobile Liability and Workers Compensation Insurance
requirements may be satisfied with a combination of primary and Umbrella or Excess
Liability Insurance. If the Umbrella or Excess Insurance policy does not follow the form of
the primary policies, it shall include the same endorsements as required of the primary
policies including but not limited to Waiver of Subrogation and Primary and Non-
contributory in favor of the City.
E) PROFESSIONAL LIABILITY $2,000,000
If the required policy provides claims -made coverage:
1) The Retroactive Date must be shown and must be before the date of the
agreement.
2) Insurance must be maintained and evidence of insurance must be provided for at
least five (5) years after completion of the work or services.
3) If coverage is canceled or non -renewed and not replaced with another claims -
made policy form with a Retroactive Date prior to the date of the agreement, the
contractor must provide "extended reporting" coverage for a minimum of five (5)
years after completion of the work or services.
F) CYBER LIABILITY/BREACH $1,000,000
X Yes No
Coverage for First and Third Party liability including but not limited to lost data and
restoration, loss of income and cyber breach of information.
Page 37 of 40
Please be aware that naming the City of Dubuque as an additional insured as is required by this
Insurance Schedule may result in the waiver of the City's governmental immunities provided in Iowa Code
sec. 670.4. If you would like to preserve those immunities, please use this endorsement or an equivalent
form.
PRESERVATION OF GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Governmental Immunity. The insurer expressly agrees and states that the purchase
of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any
of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa
Section 670.4 as it is now exists and as it may be amended from time to time.
2. Claims Coverage. The insurer further agrees that this policy of insurance shall cover only those
claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it
now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa
Section 670.4 shall be covered by the terms and conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting
any defense of governmental immunity, and may do so at any time and shall do so upon the timely written
request of the insurer.
4. Non -Denial of Coverage. The insurer shall not deny coverage under this policy and the insurer
shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for
reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of
the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa.
No Other Change in Policy. The above preservation of governmental immunities shall not otherwise
change or alter the coverage available under the policy.
SPECIMEN
(DEPARTMENT MANAGER: FILL IN ALL BLANKS AND CHECK BOXES)
Page 38 of 40
Appendix F
OPERATIONS AND MANAGEMENT SERVICES FACILITY AREA
` �j"A FI3r-MrU Ti TW
1i
rti-
'6
7
t;
�11
T
4 a
L
Page 39 of 40
lird i Lera 2 Ake
� �� � �� ffneiiomCouarcu F
,� ExJri,)i- i :I v6m
—
Sr1gr ' Sipn � Rxrn FOR boa
} D f AM1 fi S 4
a � SG?Kali
�j _ ♦�Gvne
•1[� Staib k6. R7cK axa
bsal
Fnrancelrvm � 1 ] 3
ring g�
Meeting Room
Gelling
bimerssions
Su- Ft.
Theater
wssroam
u-Shave
Banquet
Ballfoam IA.S.C.DI
16
89.9ox13S.11—
12.416.09
L300
600
SLo
Salon A
i¢
4SAW 0.90
Z,3006.32
170
90
40
130
Salon 8
16
44 1Ox4390
1 935 J9
140
75
4O
100
Salon C
16
89.90x44141
3,965_59
375
192
40
260
Salon fs
16
89 90x4350
3,910.65
375
192
40
260
Mertbe Room 1
12
57. 50x40.70
'340.25
200
100
40
ill
MetEm24 Room 2
12
57 99xi4 Qg_
_ 1.955 40
200
log
40
113
Mt.e ft Room 3
12
* 77 5Qx32.0Q
1, RAQ QQ
200
goo
d0
ill
Meeting Room 4
_12.
. 54 5Ox31.10.
IAF94 95
200.
1_O.9
40.
112.
Meeting Room S
12
54.5001.10
1,95S.45
200
loop
40
112
Medina Room fi
12
54.50x65 20
I.S47 55
200
100
40
112
Meeting Raosx 1.2.3
12
57 504940
5.715 SD.
600
300
0
d00
Meeting Room 4.S,fi
12
54.50x10o.8o
549360
600
Boo
0
400
Exhlbit Hall tA,BI
33
195x1so
29 250.00
3.333
2.000
0
2.250
Exhibit Hall A
33
75x150
11,250.00
1,200
600
0
Boo
Exhlbii Nail 8
93
i2Ox250
18.mabo
2.133
1,400
0
1.4SO
River Room
76 4Ox31 11
2.376 8O
ISO
70
40
ICU
Page 40 of 40