Mississippi R Educ. & Conf. CtrCITY OF DUBUQUE, IOWA
MEMORANDUM
May 31, 2001
TO:
The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Mississippi River Education and Conference Center
Request for Proposals were issued for amhitectural services and construction
inspection services for the Mississippi River Education and Conference Center.
Assistant City Manager Cindy Steinhauser is recommending the selection of HOK
Venue to provide the architectural services. She further recommends that the
construction inspection services component of the RFP not be awarded at this time and
that a separate process be initiated to award this contract to an independent firm
working directly for the City.
HOK Venue is an intemationally renowned firm that has designed conference and
convention centers for public entities such as the City of Dubuque. Recent examples of
their work can be seen in projects of similar size located in Lansing, Michigan;
Hattiesburg, Mississippi; Cincinnati, Ohio and North Charleston, South Carolina. HOK
Venue has the capacity to bring their team of designers, structural and civil engineers
and marketing staff together with their local partner in the project, UIstad Associates, to
address all of the issues involved with design development of this project. Their
proposal includes an inclusive design process during the schematic phase of the project
to determine all of the critical elements of this project. HOK Venue has successfully
delivered projects on time and on budget as it evidenced in the information provided
and obtained through reference checking. An amount sufficient to cover the
$1,510,000.00 cost of the consultant scope of work has been allocated in the City
budget.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
CC:
Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
4th Street. Peninsula [*]ot'k G~'oup
CITY OF DUBUQUE, IOWA
MEMORANDUM
May 30, 2001
TO:
Michael C. Van Milligen, City Manager
FROM: Cynthia M. Steinhauser, Assistant City Manager
SUBJECT: Consultant Selection for architectural and engineering services for
design of a conference and education center
Introduction
The purpose of this memorandum is to request City Council approval of the selection of
a consulting firm to provide architectural and engineering services for design of a
conference and education center.
Background
A review committee was established to solicit proposals for design services for the
construction of the proposed conference and education center that is part of the
America's River project recently awarded with Vision Iowa funds. The review
committee consisted of the workgreup called for in the Platinum Holdings LLC
Development Agreement. It included Administrative Services Manager Pauline Joyce,
Planning Services Manager Laura Carstens, Acting Economic Development Director
Pam Myhre, Rick Dickinson, Greater Dubuque Development Corporation Executive
Director, Sue Czeshinski, Convention & Visitors Bureau Director, Jerry Enzler, Dubuque
County Historical Society Executive Director, Jim Rix, Platinum Hospitality Group Chief
Executive Officer, and myself. In addition Building Services Manager Rich Russell and
Civil Engineer Bob Schiesl participated in the RFP and interview process.
On April 20, 2001 Request for Proposals were sent to over 25 national architectural
firms requesting their proposal to provide 1) architectural and engineering services for
the design of the conference and education center; and 2) construction inspection
services for construction of the conference and education center. A total of seven
proposals which included both items were received. On April 23, the review committee
met to determine which firms should be interviewed based upon the information
provided. The abilities and experience of the consultant team, the general
understanding of the proposed project, the proposed scope of work, the ability to meet
deadlines and the proposed fee for services were all reviewed as part of the decision to
invite the consultant teams to Dubuque for an interview. Those teams interviewed
included:
· Lohan & Associates (Chicago, III) and Straka-Johnson (Galena, III)
· The Durrant Group (Dubuque, la)
· Thalden Entertainment (Las Vegas, NV)
· HOK Venue (Kansas City, KS) and Ulstad & Associates (Dubuque, IA).
Discussion
On May 10th and 11th formal interviews were held with the above mentioned firms. The
formal interviews included a presentation by the consultant team and then a
question/answer session with the Committee. Elements considered critical in the firms
approach to designing this project included: 1) creativity and problem solving through
design; 2) cost estimating; 3) connection to adjacent projects and the remainder of the
peninsula; and 3) designing and programming function space. Elements considered
critical in the firms approach to construction inspection included: 1) experience of the
on-site personnel; 2) ability to manage similar sized projects; and 3) experience with
projects located adjacent to bodies of water. The track record of the proposed team in
working on past, successful projects was also viewed as a very important element to
both the design and construction inspection services for this project. In addition, fees
for services rendered was also used in the decision making process. The proposed
fees for the final four firms are as follows:
· Lohan & Associates
· The Durrant Group original
· The Durrant Group revised**
· Thalden Entertainment
· HOK Venue
Design fees*
$1,195,000-$1,595,000
$2,686,000
$2,715,500
$1,254,000
$1,510,000
Const. lnspecfionfees
$ 430,000
$ 403,200
includedin design fees
$120,000
$ 478,700
*Includes miscellaneous expenses such as travel and testing.
**At the interview, the Durrant Group asked to modify their fee submittal.
The result of the first interview process narrowed the review committee's decision to
two firms, Thalden Entertainment and HOK Venue, both of whom were asked to
participate in a second interview process. The second interviews were held on May 24th
and 25th. Upon completion of the second interviews the review committee met several
times to discuss the strength and weaknesses of either proposal. Critical issues in
these discussions involved the firm's ability to deliver a creative design, incorporating
adjacent sites into the design process, specifically the hotel and brewery, success on
previous projects, and the ability to deliver a quality building with well programmed
space. It was agreed by all committee members that both firms were highly qualified
and would be able to deliver a quality product for the City of Dubuque. A majority of the
review committee selected HOK Venue with Jim Rix abstaining from the selection
because Thalden Entertainment is the designer for the hotel.
In addition, there was consensus on the part of the committee that the contract should
be awarded strictly for design services and not for construction inspection services.
This recommendation was based upon the concerns by the committee that the firm
providing construction inspection services should be a neutral third party hired
separately by the City of Dubuque to provide these services. This firm would act as the
City's representative and would provide better control over the inspection portion of the
project as opposed to being an adjunct service provided by the design firm. In
reviewing the matter with Public Works director Mike Koch, he identified two benefits to
having the selected design firm also provide the construction inspection service. First,
the construction inspector working for the design firm will maintain the intent of the
plans versus relying on an interpretation by the contractor. Second, the construction
inspector working for the design firm, will closely monitor the plans to protect the design
intended by the design firm. In discussing the matter with Les Reddick of Kane, Norby
and Reddick PC it was his opinion that the City's exposure to liability would be the
same under either scenario. The construction inspection fee for Thalden Entertainment
is $120,000 and for HOK Venue is $478,700. Both firms have indicated that should the
City of Dubuque decide not to exercise a contract for this service, their total proposed
fees would be reduced by the full amount identified for construction inspection services.
This would result in a $256,000 difference in costs between Thalden Entertainment and
HOK Venue.
· Thalden Entertainment
· HOK Venue
Design fee*
$1,254,000
$1,510,000
*Includes miscellaneous expenses such as travel and testing.
Recommendation
Based on an extensive review of the proposals, interviews, follow-up discussion and
reference checks, the interview Committee recommends that HOK Venue be retained
to provide architectural and engineering services for design of a conference and
education center. This firm is the recommended choice because they have proposed a
comprehensive scope of work with an approach that meets the objectives of both the
City and private sector developers.
HOK Venue is an internationally renowned firm who focus has been on the design of
conference and convention centers for public entities such as the City of Dubuque.
Recent examples of their work can be seen in projects of similar size located in
Lansing, Michigan, Hattiesburg, MS, Cincinnati, OH and North Charleston, SC. HOK
Venue has the capacity to bring their team of designers, structural and civil engineers
and marketing staff together with Ulstad Associates to address all of the issues involved
with design development of this project. Their proposal includes an inclusive design
process during the schematic phase of the project to determine all of the critical
elements for this project. HOK Venue has successfully delivered projects on time and
on budget as is evidenced in the information provided and obtained through reference
checking. An amount sufficient to cover the $1,510,000.00 cost of the consultant scope
of work has been allocated in the City budget.
Action Step
The action step for the City Council is to concur with the selection of HOK Venue as the
consultant to provide architectural and engineering services for design of a conference
and education center and direct the City Manager to negotiate a contract not to exceed
$1,510,000.00.
attachment
cc: Review committee
RESOLUTION NO. 249-01
A RESOLUTION APPROVING THE SELECTION OF A CONSULTANT TO
PROVIDE ARCHITECTURAL AND ENGINEERING SERVICES AND
AUTHORIZING THE CITY MANAGER TO EXECUTE AN APPROPRIATE
CONTRACT FOR SAID SERVICES.
Whereas, the City of Dubuque, Iowa has made a commitment to the America's River
Project to design and construct a conference and education center; and
Whereas, a Request for Proposals solicited consultant services to provide
architectural and engineering services for the design of a conference and education center:
and
Whereas, HOK Venue is recommended to complete the design project.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
Section 1. That the selection of HOK Venue as the consultant to provide
architectural and engineering services for the design of a conference and education center
for the City of Dubuque is hereby approved.
Section 2. That the City Manager is hereby authorized to execute, on behalf of
the City Council of the City of Dubuque, Iowa, a contract with HOK Venue for consultant
services not to exceed $1,510,000.00 ~
Passed, approved and adopted this 4th day of June, 2001.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider City Clerk