Approval for Organizational Culture Change Consulting Services Request for Proposal (RFP)City of Dubuque
City Council Meeting
Consent Items # 011.
Copyrighted
November 21, 2022
ITEM TITLE: Approval for Organizational Culture Change Consulting Services
Request for Proposal (RFP)
SUMMARY: City Manager recommending City Council approval to issue a Request
for Proposals (RFP) for an Organizational Culture Change Consultant.
SUGGESTED Suggested Disposition: Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
Description Type
Organizational Culture Change Consultant RFP-MVM City Manager Memo
Memo
cover memo Staff Memo
RFP Supporting Documentation
THE C
Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Approval for Organizational Culture Change Consulting Services RFP
DATE: November 17, 2022
Assistant City Manager Cori Burbach is recommending City Council approval to issue a
Request for Proposals (RFP) for an Organizational Culture Change Consultant.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
v
Mic ael C. Van Milligen
MCVM:sv
Attachment
CC' Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Shelley Stickfort, Human Resources Director
Kelly Larson, Development & Learning Manager
Dr. Gisella Aitken-Shadle, Chief of Equity & Human Rights
Shante Weston, Civil Rights Specialist
Abhishek Rai, ICMA Local Government Management Fellow
THE CITY OF
DUB E
Masterpiece on the Mississippi
Dubuque
MI-Ameft City
2007-2012.2013
2017*2019
TO: Michael Van Milligen, City Manager
FROM: Cori Burbach, Assistant City Manager
DATE: November 17, 2022
RE: Approval for Organizational Culture Change Consulting Services RFP
INTRODUCTION
The purpose of this memo is to request City Council approval to issue a Request for
Proposals (RFP) for an Organizational Culture Change Consultant to work with
department managers over an 18-24 month period and authorize the City Manager to
negotiate a signed contract.
BACKGROUND
During a time of rapidly changing work culture locally and globally, the City has used six
tenets of a high performing government to frame their work: (1) Effective and innovative
teams, (2) Efficient processes, (3) Measurable and actionable results, (4) Clarity and
accountability, (5) Community engagement and (6) Equitable organization. Since 2018,
the City has conducted an annual employee survey that measures employee
satisfaction. The results of that survey, combined with other qualitative and quantitative
data, have informed many improvements in policy and practice since then. In addition
to the survey, in 2021 the City hired an outside consultant to facilitate employee focus
groups to further investigate themes of organizational culture, trust, and communication.
The Core Team, who is responsible for monitoring the health of the organization,
devised an 18-month work plan based on employee feedback. Hiring an outside
consultant to work with department managers on institutionalizing change in order to
become a more equitable organization of choice was one of the recommended actions.
DISCUSSION
While the consultant will have the opportunity to submit a customized workplan they
believe meets the RFP's goals, the scope of services must address the following goals:
1. The ultimate goal is to become a more equitable organization of choice that can
effectively recruit and retain a diverse, highly -qualified workforce.
2. City leadership value intentional investment in people and fostering a culture of
empowerment and ownership at all levels in the organization.
3. At the end of the 18-24 month period, individual growth of department managers
and organization -wide employee satisfaction, especially of underrepresented
employees, should noticeably improve, assuming implementation of the
consultant's recommendations.
4. Improving the organization's overall ratings regarding the six tenets of a high
performing government, with specific attention on trust, communication and
teamwork as measured by the annual employee survey and other qualitative and
quantitative mechanisms is desired.
Proposals will be due by December 7, 2022 and reviewed by the Core Team made up of
the following individuals:
Mike Van Milligen, City Manager
Cori Burbach, Assistant City Manager
Shelley Stickfort, Human Resources Director
Crenna Brumwell, City Attorney
Kelly Larson, Development & Learning Manager
Gisella Aitken-Shadle, Chief of Equity & Human Rights
Shante Weston, Civil Rights Specialist
Abhishek Rai, ICMA Local Government Management Fellow
BUDGETIMPACT
The available budget for the project is $150,000. It is anticipated that the project will
stretch over two fiscal years. $60,000 was carried over from FY2022 in the City
Managers Office that was intended for department manager professional development.
$60,000 is available in the current fiscal year from the same line item, and the remaining
funds would be available from the recurring line item in the FY24 budget.
RECOMMENDED ACTION
I respectfully request City Council approval to post the attached RFP, due December 7,
2022. 1 also request City Council authority for the City Manager to negotiate an
agreement and execute a contract for not to exceed $150,000 with the consultant
recommended by the Core Team.
Cc: Shelley Stickfort, Human Resources Director
Crenna Brumwell, City Attorney
Kelly Larson, Development & Learning Manager
Gisella Aitken-Shadle, Chief of Equity & Human Rights
Shante Weston, Civil Rights Specialist
Abhishek Rai, ICMA Local Government Management Fellow
REQUEST FOR PROPOSAL (RFP)
THE CITY OF
ISSUE DATE:
CONTACT: Cori Burbach
DUB �
PHONE NO: 563-589-4110
EMAIL: cburbach@cityofdubuque.org
Masterpiece on the Mississippi
SUBMIT PROPOSAL/OFFER PRIOR TO:
SUBMIT TO:
CLOSING DATE:
SEE Section 8.0
CLOSING TIME:
DESCRIPTION:
Organizational Culture Change
Consulting Services
RESPONSE REPLY
❑ If you do not want to respond to this RFP at this time, please mark the box to the left, fill in
the information below and return this sheet only.
❑ If you intend to respond to this RFP by the deadline of 8:00 pm CST on Dec 7, 2022 and
would like to schedule up to four one -hour calls with Core Team members or department
managers to help prepare your written response (reference Sec 5.2.e on p 6 for additional
information), please mark the box to the left and return this sheet only to Assistant City
Manager no later than 5:00 pm CST on Nov 28, 2022.
COMPANY NAME:
DATE:
MAILING ADDRESS:
CITY/STATE:
ZIP CODE:
AUTHORIZED SIGNATURE:
PRINTED NAME:
TITLE OF AUTHORIZED REPRESENTATIVE:
EMAIL:
PHONE:
RFP ORGANIZATION
Organizational Culture Change Consulting Services
Table of Contents:
SECTION
PAGE
1.0
Introduction...............................................................
4
2.0
Project Objectives......................................................
4
3.0
Community Background ...............................................
5
4.0
Project Scope of Services ............................................
5
5.0
Use of City Resources .................................................
7
6.0
Information to be Included in the Proposal .......................
7
7.0
Proposal Question and Answers ....................................
9
8.0
Submission Requirements ............................................
10
Appendix A
Consultant Evaluation Selection Process ........................
12
Appendix B
RFP Rules and Protest Procedure ..................................
16
Appendix C
City of Dubuque Contract Terms and Conditions ..............
18
Appendix D
Insurance Requirements ..............................................
21
Page 2 of 22
Organizational Culture Change Consulting Services
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
1.0 INTRODUCTION
The City of Dubuque, Iowa is soliciting competitive sealed proposals from qualified professional
consulting firms to work with the City Manager and department managers to advance the City's
goal of becoming a more equitable organization of choice. During a time of rapidly changing
work culture locally and globally, the City has used six tenets of a high performing government
to frame this work: (1) Effective and innovative teams, (2) Efficient processes, (3) Measurable
and actionable results, (4) Clarity and accountability, (5) Community engagement and (6)
Equitable organization.
The City's Core Team (described below) anticipates that the duration of this work may be
anywhere from 12-24 months, depending on the proposed action plan. The consultant would
primarily work with the City's 27 department heads, although input may be gathered from the
larger organization to inform the work. It is anticipated that the consultant would submit a
proposed work plan that includes a combination of group work, individual coaching, and/or
policy and program recommendations.
2.0 PROJECT OBJECTIVES
Since 2018, the City has conducted an annual employee survey that measures employee
satisfaction. The results of that survey, combined with other qualitative and quantitative data,
have informed many improvements in policy and practice since then. However, the City of
Dubuque is an organization in transition in a global environment where the way we work is
changing rapidly. The objectives of the proposed contract include:
• Assisting the organization in becoming a more equitable organization of choice able to
attract and retain a diverse, highly -qualified workforce;
• Coach the City Manager and department heads in ways their leadership and
management strategies help or hinder creating an equitable organization of choice and
help or hinder employees in achieving the six tenets of a high performing government;
• Identify policies; process improvements; knowledge, skills and abilities (KSA)
development; and accountability structures to institutionalize change at all levels of the
organization;
• Assist the City Manager and department managers in developing skills and abilities
around core competencies of change management, communication & conflict
management, coaching & mentoring, and service delivery; and
• Improve communication and transparency at all levels of the organization.
3.0 COMMUNITY & ORGANIZATION BACKGROUND
Page 3 of 22
The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to Illinois
and Wisconsin. The City is approximately 30 square miles in area, with a population of
approximately 60,000 people. The City's annual operating and capital budget is nearly $200
million and funds a full range of services. The City's web site is www.citvofdubuque.org.
The community has a stable and diversified manufacturing base and a growing service sector.
Dubuque is the major retail, medical, education and employment center for the tri-state area.
Tourism continues to be a major economic force in the community. City government works in
collaboration with the private sector to promote economic development. The job creation and
unemployment numbers show that Dubuque is growing steadily in the current economic
climate. Dubuque's construction numbers reveal an even more encouraging picture. The City
has formed strong relationships with the local business community to promote continued
economic growth and success.
The City organization is made up of 25 departments that deliver a full scope of services under
a City Manager form of government. It includes non -represented employees as well as
employees represented by six bargaining units. The Mayor and City Council have prioritized
"City Workforce Retention & Attraction" as a priority during their 2022-23 goal -setting process.
4.0 PROJECT SCOPE OF SERVICES
The following outline represents the minimum components for the Consultant's proposal.
Anticipated budget for this project is $150,000. The Consultant should describe the means or
strategy by which they will satisfy the Scope of Services, or at the Consultant's preference
provide an alternative, second hybrid strategy that would improve the results of the project. If
a hybrid strategy is being recommended by the Consultant, the Consultant should detail what
processes and methods would be used to improve the project outcome.
4.1 — Project Goals. The City seeks proposals for services to be completed over an 18-24
month period reflecting the most current best practices in the field of organizational culture
change.
4.1.1 The ultimate goal of the work is to become a more equitable organization of choice that
can effectively recruit and retain a diverse, highly -qualified workforce.
4.1.2 City leadership value intentional investment in people and fostering a culture of
empowerment and ownership at all levels in the organization. Proposed strategies should
center these values.
4.1.3 At the end of the 18-24 month period, individual growth of department managers and
organization -wide employee satisfaction, especially of underrepresented employees, should
noticeably improve, assuming implementation of the consultant's recommendations.
4.1.4 Improving the organization's overall ratings regarding the six tenets of a high performing
government, with specific attention on trust, communication and teamwork as measured by the
annual employee survey and other qualitative and quantitative mechanisms is desired.
4.1.5 As part of an organization -wide approach, the City Manager desires the option to engage
the consultant in executive coaching session(s).
Page 4 of 22
4.2 — Project Deliverables The proposal should include but is not limited to:
• A review of available qualitative and quantitative organizational data
• An analysis of the organization's current function and ability to achieve the six tenets of
a high performing government
• A plan to conduct teambuilding and professional development sessions with the City's
27 department heads
• Recommendations for individual department head professional development that align
with the team strategy
• A final written report delivered to the City Manager and Core Team outlining work
completed, best practices in building and maintaining healthy organizational cultures,
and recommended policy and practice changes and/or next steps.
4.3 — Project Management & Considerations
4.3.1 The Consultant will work closely with the Core Team to plan and execute the workplan.
The Core Team is comprised of the City Manager, Assistant City Manager, Human Resources
Director, City Attorney, Development and Learning Manager, Chief of Equity & Human Rights,
Civil Rights Specialist, and ICMA Local Government Management Fellow.
4.3.2 The Consultant shall maintain an updated project schedule for the duration of the study
based on the tasks listed in the workplan.
4.3.3 During the study, the Consultant shall submit to the Core Team a monthly progress
report. The summary shall contain four sections. The first section shall list major events that
have occurred since the last report submittal. The second section shall list work that will be
accomplished in the upcoming weeks. The third section shall list critical items that need
immediate attention. The last section shall identify all items that need to be addressed by the
City.
4.3.4 Interactions with department heads will likely include a combination of in -person and
virtual meetings and assigned work in between sessions.
4.3.5 Work should align with and support existing and ongoing efforts led by the Core Team
and Human Resources Department. These include rollout of an updated employee learning
management system and annual curriculum, organization -wide performance planning and
appraisal structure, compensation and classification study, Human Capital Management
module of new ERP system, a development offered by the City's intercultural competency and
emotional intelligence teams.
5.0 USE OF CITY RESOURCES
5.1 Requesting Use of City Resources for Preparation of the RFP Response: All information
requests shall be directed to the City's Project Manager, Assistant City Manager Cori Burbach.
All Consultants should note that directly contacting other City of Dubuque staff shall be
considered inappropriate and grounds for disqualification.
5.2 Material Available for the RFP Response
Page 5 of 22
a) Results of 2018-2022 annual employee survey and follow-up focus group
conversations, disaggregated by department where information is available
b) Past organization equity reports and staff memos regarding the organization's
efforts equity -related efforts
c) Employee demographics and data
d) City handouts attached to this RFP including: 1) Equitable Organization of Choice
summary, 2) City Manager's Management Philosophy and SPIRIT values statement, 3)
Department Manager organizational chart, 4) Dubuque: Past, Present & Future, 5) 2020
City Focus magazine, 6) Dollars & Cents, 7) Dubuque County population data, 8) City
awards
e) Responding firms will have the opportunity to schedule up to four one -hour calls
with Core Team member(s) and department managers to ask questions regarding
intended outcomes. These interviews are intended to help the firm craft their proposal.
Firms will coordinate with the Assistant City Manager to schedule these interviews
during the week of November 28, 2022.
It is anticipated that after the firm is chosen, the Core Team will be available for
additional discussions to help fine-tune the proposed workplan.
6.0 INFORMATION TO BE INCLUDED IN THE PROPOSAL
The Proposal should address all the points outlined in this RFP excluding any cost information
which shall be included in a separate attachment labeled "Project Cost Estimate". The
Proposal should be prepared simply and economically, providing a straightforward, concise
description of the Consultant's capabilities to satisfy the requirements of this RFP.
To simplify the review process and to obtain the maximum degree of comparability, the
proposal shall include the following information and shall be organized in the order and manner
specified below. While additional data may be presented, the following subjects must be
included. They represent the minimum criteria against which the proposal will be evaluated.
Letter of Transmittal
Provide a letter of transmittal briefly outlining the Consultant's understanding of the work and
list the Project Manager's name, address, office telephone number, mobile telephone number
and email address. The name that is provided for the Project Manager will be used as the
primary contact person during the RFP evaluation process.
Profile of Firm
Provide general information about the Firm, along with its area of expertise and experience as
it relates to this RFP. Describe the experience and success of the Firm in working on similar
projects. State the size of the Firm, the size of the Firm's professional staff, and the location
of the office from where the work on this project will be performed.
Discuss the Consultant's ability to integrate this project into their present workload. Include a
statement to specify if the Consultant currently has the capacity to undertake the project or
whether it intends to hire additional staff or partner with sub -consultants.
Page 6 of 22
Scope of Services
Describe the means or strategy by which the Consultant would satisfy the scope of services
for the currently approved budget as listed in Section 4.0.
Include a basic work plan that delineates the Consultant's approach to the completion of the
project. The work plan, at a minimum, should include those components outlined in Section
4.0 of this RFP. The Consultant should indicate in the work plan those aspects that are
expected to be completed by City staff.
Highlight any parts of the work plan that will reflect the Consultant's unique philosophy or insight
regarding the approach to this project and how this approach positively impacts the successful
completion of the project.
Proiect Team Qualifications
Provide the names of all members of the project team associated with this project. For each
project team member, provide their qualifications and experience. Include any relevant training
and continuing or professional education. Describe the experience and success of the project
team members proposed for the Dubuque project, in performing similar projects.
Provide at least three (3) client references (include individual contact names and telephone
numbers) for similar projects that have been completed by the Consultant in the last five (5)
years.
Proposed Project Schedule
Provide a project schedule outlining the time durations and estimated completion dates for
each major component of the proposed scope of work. The schedule should list all deliverables
that are required throughout the project.
Understanding of Final Contract Terms
The Proposer should provide a statement that indicates they have read and understand
Appendix C - "City of Dubuque Contract Terms and Conditions", and agree to include the
clauses that are listed in Appendix C in the final signed contract. Any exceptions to the Contract
Terms and Conditions by the Consultant must be clearly stated in the submitted Proposal.
Certificate of Insurance
The Consultant should provide a statement indicating that they are able to meet the City's
insurance requirements for professional services. (See attached Insurance Schedule C -
Appendix D.) Submittal of insurance documents as part of this RFP is not required.
Fees and Compensation
Provide a proposed fixed cost, plus reimbursable expenses budget for each strategy proposed
to complete the requested scope of services. Break down costs by major scope element and
include a list of hourly rates for personnel assigned to the project.
Quotation of fees and compensation shall remain firm for a period of at least 90 days from the
RFP submission deadline.
Remember to separate the proposed budget from the other portion of the RFP submittal. Initial
screening will be done without knowing the Consultant's proposed fee for services.
Page 7 of 22
7.0 PROPOSAL QUESTIONS AND ANSWERS
If you have any questions concerning this proposal, please submit your requests to the
Assistant City Manager. The City has made considerable efforts to ensure an accurate
representation of information in this RFP. Each Proposer is urged to conduct its own
investigations into the material facts provided.
No answers given in response to questions submitted shall be binding upon this RFP unless
released in writing (letter or email) as an officially numbered and titled addendum to the RFP
by the City of Dubuque.
Responding firms will have the opportunity to schedule up to four one -hour calls with Core
Team member(s) and department managers to ask questions regarding intended outcomes.
These interviews are intended to help the firm craft their proposal. Firms should submit their
request to schedule these interviews no later than 5:00 pm CST on Nov 28, 2022 and will
coordinate with the Assistant City Manager to schedule these interviews during the week of
Nov 28, 2022.
Any questions concerning this proposal must be received on or before 5:00 pm CST on Nov
28, 2022. Any inquiries received after this date will not be answered. When submitting a
question to the Assistant City Manager, please include the appropriate Consultant contact
information.
From the date of issuance of the RFP until final City action, the Proposer shall not discuss the
RFP with or contact any other City of Dubuque staff or any of the Selection Committee
members except as expressly authorized by the City's Project Manager identified in this section
(Section 7.0). Violation of this restriction will be considered a violation of the rules and be
grounds for disqualification of the Consultant's proposal.
Project Manager contact information is as follows:
Cori Burbach
Assistant City Manager
50 W 13t" St
Dubuque IA 52001
cburbach(c-b_cityofdubugue.org
563.589.4110
8.0 SUBMISSION REQUIREMENTS
Before submitting a proposal, each Consultant shall make all investigations and examinations
necessary to ascertain site conditions and requirements affecting the full performance of the
contract and to verify any representations made by the City upon which the Proposer will rely.
PROPOSAL SUBMITTAL INFORMATION
■ Submittal Deadline: 5:00 pm CST on Dec 7, 2022
■ Submittal Contact & Attn: Cori Burbach, Assistant City Manager
Page 8 of 22
Email Address: cburbach@cityofdubuque.org
Submit one (1) electronic .pdf version, labeled <Organizational Culture Change Consulting
Services> City Hall Reorganization Study. Any proposals exceeding 10 numbered pages
will not be considered.
Each addendum shall be acknowledged in the Letter of Transmittal by providing the addendum
number and title. Failure to acknowledge each addendum will be considered grounds for
possible disqualification. It is solely the Consultant's responsibility to ensure that all
addendums to this RFP have been received before submitting the proposal.
Proposals are to contain a statement indicating the period during which the proposal will remain
valid. A period of not less than ninety (90) calendar days from the proposal closing date is
required. Failure to comply with the above requirements shall be considered grounds for
possible disqualification.
Each Consultant assumes full responsibility for delivery of the completed proposal package on
or before the deadline. Any proposals received after the submittal deadline will not be
considered, and will be returned unopened to the Proposer. The City of Dubuque is not
responsible for any loss or delay with respect to delivery of the proposals.
The City of Dubuque is not liable for any costs incurred by any Consultant prior to the execution
of an agreement or contract, nor shall the City of Dubuque be liable for any costs incurred by
Firms that are not specified in any contract. All results from this project will remain the property
of the City of Dubuque.
The City of Dubuque appreciates your time and consideration of this RFP.
Page 9 of 22
Organizational Culture Change Consultant
City of Dubuque, Iowa
THE C
DUUB-*TE
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
date
Appendix A
Consultant Evaluation and Selection Process
Page 10 of 22
CONSULTANT EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the proposal
format. The following criteria are among those that will be used to initially evaluate submitted
proposals.
1. A high level of professional competence and a proven track record in the areas
of organizational development focused on equity, inclusion, and belonging, professional
coaching, or similar:
a. Qualifications and experience of the Consultant and any sub consultants.
b. Demonstration of the project team's professional expertise and technical
abilities.
C. If a joint venture with sub consultants, the track records of the Firms
experience working together.
2. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall goals and objectives listed in Section
4.1.
3. Design approach/methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem -solving ability.
C. Ability of Consultant team to demonstrate initiative, motivation and
knowledge as an indication of their desire to work with the City of Dubuque.
4. Responsiveness and compatibility between the Consultant and City:
a. General attitude and ability to communicate.
b. Ability of the Consultant to maintain a high level of direct interaction and
communication with City staff.
C. Ability to listen, be flexible, and follow and/or implement direction and/or
ideas or concepts.
d. How the Consultant team interacts with the general public, city staff, and
public officials.
5. Proposed schedule required to complete project.
Responding firms will have the opportunity to schedule one one -hour call with Core Team
member(s) to ask questions regarding intended outcomes prior to the submittal deadline. This
interview serves the purposes of helping the firm craft their proposal as well as helping the
Core Team interview the firm. The Core Team reserves the right to schedule a second
interview for a short list of candidates if they determine the need to do so.
SELECTED CONSULTANT - FEE NEGOTIATION PROCESS
Upon the successful completion of the Consultant review process, the RFP Selection
Committee will recommend to the City Manager, the awarding of a contract to the highest
ranked Consultant. The Selection Committee will also request authority to negotiate with the
recommended Consultant a final scope of work and fee structure for the project.
Page 11 of 22
During the negotiation process, tasks to be completed by the Core Team and by all participating
department managers, work reassignment to different project team members, and the addition
or elimination of tasks may be modified in order to achieve the best overall results for project.
If a contract satisfactory and advantageous to the City can be negotiated at a price considered
fair and reasonable, the award shall be made to that offerer. Otherwise, negotiations with the
offerer ranked first shall be formally terminated and negotiations commenced with the
Consultant ranked second, and so on until a contract can be negotiated that is acceptable to
the City.
Upon the successful completion of contract negotiations, the selection committee shall
recommend that the City Manager execute a contract with the successful Consultant. The City
Manager will in turn make a decision to execute the contract or request the Dubuque City
Council make a final determination to award and execute the contract with a Consultant.
Payment for Work: The Consultant awarded the contract shall be paid once monthly. The
invoiced amount shall be based on the Earned Value of the percent work completed as reported
on the most recently completed update.
Page 12 of 22
THE CITY OF
Organizational Culture Change Consultant DUB E
City of Dubuque, Iowa
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
date
Appendix B
RFP Rules and Protest Procedure
MINOR IRREGULARITIES
The City reserves the right to waive minor irregularities in submitted proposals, providing
such action is in the best interest of the City. Minor irregularities are defined as those that
have no adverse effect on the City's best interests, and will not affect the outcome of the
selection process by giving the prospective Consultants an advantage or benefit not
enjoyed by other prospective Consultants.
EXCEPTIONS
Proposer exceptions to any part of the requirements stated in this request must be clearly
identified as exceptions and noted in the letter of transmittal and in the submitted project
cost estimate.
RANKING OF THE PROPOSALS
No debriefings or scoring information shall be released before the City Manager or City
Council has recommended that a contract be negotiated with the recommended Firm.
However, after authorization has been granted to negotiate a contract, all contents of the
submitted proposals shall become public information.
DEFINITIONS
The City has established for the purposes of this RFP that the words "shall", "must", or
"will" are equivalent in this RFP and indicate a mandatory requirement or condition, the
material deviation from which shall not be waived by the City. A deviation is material if,
in the City's sole discretion, the deficient response is not in substantial accord with this
RFP's mandatory conditions requirements.
The words "should" or "may" are equivalent in this RFP and indicate very desirable
conditions, or requirements but are permissive in nature. Deviation from, or omission of,
such a desirable condition or requirement will not in and of itself cause automatic rejection
of a proposal, but may result in being considered as not in the best interest of the City.
DISPUTES/EXCEPTIONS
Any prospective Proposer who disputes the reasonableness or appropriateness of any
item within this RFP document, any addendum to this RFP document, notice of award or
notice of rejection shall set forth the specific reason and facts concerning the dispute, in
writing, within five (5) business days of the receipt of the proposal document or notification
from the City. The written dispute shall be sent via certified mail or delivered in person to
the point of contact set forth in Section 7.0, who shall review the written dispute and work
with the City Manager to render a decision which shall be considered final.
Page 14 of 22
THE CITY OF
Organizational Culture Change Consultant DUB E
City of Dubuque, Iowa
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
date
Appendix C
City of Dubuque Contract Terms and Conditions
Page 15 of 22
TERMS AND CONDITIONS
The following clauses shall be included in the final signed contract:
1. CONSULTANT'S ENDORSEMENT ON PLANS.
The Consultant shall endorse the completed computations prepared under this
Agreement, and shall affix thereto the seal of a licensed professional engineer, or licensed
professional architect, licensed to practice in the State of Iowa, in accordance with the
current Code of Iowa.
2. CHANGE IN SCOPE OF SERVICES.
No change in scope shall be permitted during this project without the prior written
agreement of both parties.
3. SUBSTITUTION OF PROJECT TEAM MEMBERS.
The Project Manager, partners, management, other supervisory staff and technical
specialists proposed for the project may be changed if those personnel leave the
Consultant. These personnel may also be changed for other reasons however, in either
case, the City retains the right to approve or reject the replacements and no replacements
shall begin working on the project without the express, prior written permission of the City
of Dubuque.
4. INSURANCE.
Consultant shall at all times during the performance of this Agreement provide insurance
as required by the attached Insurance Schedule.
5. INDEMNIFICATION.
To the fullest extent permitted by law, Consultant shall indemnify and hold harmless the
Cityfrom and against all claims, damages, losses and expenses, including but not limited
to attorneys' fees, arising out of or resulting from performance of the Contract, provided
that such claim, damages, loss or expense is attributable to bodily injury, sickness,
disease or death, or injury to or destruction of property (other than the Project itself)
including loss of use resulting therefrom, but only to the extent caused in whole or in part
by negligent acts or omissions of the Consultant, Consultant's subcontractor, or anyone
directly or indirectly employed by Consultant or Consultant subcontractor or anyone for
whose acts Consultant or Consultant's subcontractor may be liable, regardless of
whether or not such claim, damage, loss or expense is caused in part by a party
indemnified hereunder.
6. TERMINATION.
City may terminate this agreement, with or without cause, upon providing 14 days written
notice to the Consultant.
7. ERRORS & OMISSIONS.
In the event that the work product prepared by the Consultant is found to be in error and
revision or reworking the work product is necessary, the Consultant agrees that it shall
Page 16 of 22
do such revisions without expense to the City, even though final payment may have been
received. The Consultant must give immediate attention to these changes so there will
be a minimum of delay during construction. The above and foregoing is not to be
constructed as a limitation of the City's right to seek recovery of damages for negligence
on the part of the Consultant herein.
8. OWNERSHIP OF ENGINEERING DOCUMENTS.
All sketches, tracings, plans, specifications, reports on special studies and other data
prepared under this Agreement shall become the property of the City and shall be
delivered to the City's Project Manager upon completion of the plans or termination of
the services of the Consultant. There shall be no restriction or limitations on their future
use by the City, except any use on extensions of the project or on any other project
without written verification or adaptation by the Consultant for the specific purpose
intended will be the City's sole risk and without liability or legal exposure to the
Consultant.
The City acknowledges the Consultant's plans and specifications, including all
documents on electronic media, as instruments of professional service. Nevertheless,
the plans and specifications prepared under this Agreement shall become the property of
the City upon completion of the services and payment in full of all moneys due to the
Consultant.
The City and the Consultant agree that any electronic files prepared by either party shall
conform to the specifications listed in Attachment _. Any change to these specifications
by either the City or the Consultant is subject to review and acceptance by the other
party. Additional efforts by the Consultant made necessary by a change to the CADD
software specifications shall be compensated for as Additional Services.
The City is aware that significant differences may exist between the electronic files
delivered and the respective construction documents due to addenda, change orders or
other revisions. In the event of a conflict between the signed construction documents
prepared by the Consultant and electronic files, the signed construction documents shall
govern.
The City may reuse or make modifications to the plans and specifications, or electronic
files while agreeing to take responsibility for any claims arising from any modification or
unauthorized reuse of the plans and specifications.
9. SUBLETTING, ASSIGNMENT OR TRANSFER.
Subletting, assignment, or transfer of all or part of the interest of the Consultant in this
Agreement is prohibited unless written consent is obtained from and approved by the
c►ty.
Page 17 of 22
THE CITY OF
Organizational Culture Change Consultant DUB E
City of Dubuque, Iowa
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
date
Appendix D
Insurance Requirements
Page 18 of 22
City of Dubuque Insurance Requirements for Professional Services
INSURANCE SCHEDULE J
1- 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 and of the project if the
term of work is longer than BOday s_ Contractors presenting annual certificates shall present
certificate at the and 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 Ditector of Finance and Budget Each certificate shall include a statement under
Description of Operations as to why the certificate was issued. Eg- Project# or Project
Location at or construction of
2 All policies of insurance required hereunder shall bewith 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_
Each certificate shall be furnished to the Finance Department of'ttre City of Dubuque-
4- Failureto 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 materlal breach of this agreement.
5_ Contractors shall require all subconsultants and sub-subcon sultants 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.
Contractflrs agree that they shall be liable for the failure of a subconsultant and sub-
subconsultant to obtain and maintain such coverages_ The City may req uest a copy of such
certificates from the Contractor-
B. All required endorsements shall be attached to certificate of insurance:
7_ Whenever a specific ISO form is listed required the c u rrent ed iti on oftheform must be used, or
an equivalent form may be substituted if approved by.the Director of Finance and Budget and
subjecttothe contractoridentifying and listing in writing all deviations and exclusions from the
ISO form_
S Contractors shall be required to carry the minimum coveragefllmits, or greater if required by law
or Other legal agreement, in Exhibitl. If the contractors limits of liability are higherthan the
required minimum limits then the providers limits shall be this agreements 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 numberr and email address_
11 _ The City of Dubuque reserves the right to require complete, certified d copies of all require
insurance policies, incIudtng.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 agreementof the parties_
Page 1 of ScheduleJ Professional Services Apd12021
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City of Dubuque Insurance Requirements for Professional Services
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 I 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_Tha insurer expressly agrees anti states that the purchase
cf this policy and the Including ofthe City of Dubuque, Iowa as an Additional Insured does not waive any
cf 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 CoveraQa. The-insu rer further agrees that this policy of.Insurance sh all cover only those
claims not subject to the defense of governmental immunity under the Code of Iowa Section 610.4 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 govern mental immunity unless and until a court of competentjurisdIction has ruled in favor of
the (Jefenses) 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 4 of 4 Schedule J Professional Services April 2021
Page 20 of 22
City of Dubuque Insurance Requirements for Professional Services
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 Occurrences $1,000,000
Fire damage Limit (any one occurrence) $50,000
Mad iCal 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 I SO commercial general
liabiIityIorm CG 00 01, or business owners form BP 00 02r shall be clearly
identified.
2) Include endorsement indicating that coverage is primary and non-contributory.
3) Include Preservation of Governmental Immuhlties En(Jorsement. (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 authoritie13 and
their board members, employees and volunteers_ Llse ISO form CG 20 26_
5) Policy shall include Waiver of Rightto Recover from Others endorsement
B) AUTOMOBILE LIABILITY
Combined Single Limit $1r00or000
Coverage shall include all owned, non -owned, and hired vehicles. If the Corrtracto r' 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.thejob 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 Rightto Recoverfrom Others endorsement_
Coverage B limits shall be greater if required by the umbrella/excess insurer.
OR
Page 2 of 4 Schedule J Professional Services April 2021
Page 21 of 22
City of Dubuque Insurance Requirements for Professional Services
INSURANCE SCHEDULE J (continued)
If, by Iowa Code Section 85.1A, the Contractor is not required to purchase Workers'
Compensation Insurancer the Contractor shall have a copy of the State's N0neIection of
Workers' Cam pensation or Emplay ers' Liability Coverage form an file with the Iowa
Workers' Compensation Insurance Commissioner, as required by. Iowa Coda Section
8722. Completed farm must be attached.
D) VMBRELLA&XCESS LIABILITY $1,000,000
The General Llability r Automobile Liability and WarK6rs Corn pe In n ation Insurance
requirements may be satisfied wittl a combination of primary and Umbrella or Excess
Liability I nsuran ce. If the Umbrella or Excess I nsuran ce policy does not follow the form of
the primary policies, it shall include the same endorsements as required of the primary
policies including Waiver of Subrag ation and Primary and Non-contributory in favor of the
City.
E) PROFESSIONAL LIABILITY $1,000,000
If the required policy provides claims -made coverage:
1) The Retroactive date must be shown and must be before the date of the
agreement_
2j 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 polio+ farm with a Retroactive Date prior to the date of the agreement, the
contractor must provitle `extended reporting" coverage for a minimum of five (5)
years after completion of the work or services_
F) CYBER LIABILITYfBREACH $1,000,000
Yes —No
Coverage for First and Third Party liability including but not limited to lost data and
restoration, Ioss of income and cyber breach of information_
Page 3 of 4 Schedule J Professional Services April 2021
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