Request for Proposals for Leisure Services Comprehensive Master Plan Consultant ServicesCopyrighted
October 21, 2024
City of Dubuque ACTION ITEMS # 4.
City Council
ITEM TITLE: Request for Proposals for Leisure Services Comprehensive
Master Plan Consultant Services
SUMMARY: City Manager recommending City Council approval of the
Request for Proposals (RFP) for Leisure Services
Comprehensive Master Plan Consultant Services and direct
staff to post the RFP and initiate the consultant selection
process.
SUGGUESTED Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
1. MVM Memo
2. Staff Memo
3. Request for Proposal
Page 1635 of 1713
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Request for Proposals for Leisure Services Comprehensive Master Plan
Consultant Services
DATE: October 16, 2024
Leisure Services Director Marie Ware is recommending City Council approval of the
Request for Proposals (RFP) for Leisure Services Comprehensive Master Plan
Consultant Services and direct staff to post the RFP and initiate the consultant selection
process.
The RFP was presented to the park and recreation commission at their October 15,
2024 meeting and they unanimously recommended approval of the RFP.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen
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Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Marie Ware, Leisure Services Director
Dan Kroger, Recreation Division Manager
Steve Fehsal, Park Division Manager
Jared Charland, Leisure Services Project and Facilities Manager
Mary Bridget Corken-Deutsch, Community Development Specialist
Jason Duba, Assistant Planner
Temwa Phiri, Community Engagement Coordinator
Page 1636 of 1713
THE CITY OF
DiUB
E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Director
Dubuque
AII.lmeriea City
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2007,2012.2013
2017*2019
SUBJECT: Request for Proposals for Leisure Services Comprehensive Master Plan
Consultant Services
DATE: October 15, 2024
INTRODUCTION
The purpose of this memo is to recommend approval of the City Council of the enclosed
Request for Proposals (RFP) for Leisure Services Comprehensive Master Plan
Consultant Services.
BACKGROUND
The City Council in their 2021-23 goal setting made comprehensive parks master plan a
high priority. In subsequent budget cycles funding was approved. In the most recent
2024-26 city council goal setting Parks Maintenance/Refresh Action Plan was identified
as a high priority.
Dubuque is the first city in Iowa. Washington, Jackson, Grant, Flat Iron, and Phoenix
Parks were reserved for public use by the United States government when the City was
originally platted July 2, 1836. We are proud to have the oldest park system in Iowa.
Since that time the city's park and recreation assets and programs have grown to what
we have today. Research of available documents show that the last parks and
recreation comprehensive plan was a Recreation and Open Space Plan in 1982. The
City's comprehensive plan Imagine Dubuque 2037 references parks and recreation
often and has numerous action plans related to the department. The public continues to
express desires, wants, and needs related to the assets and programs of the
department.
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The City will solicit proposals from qualified professional consulting firms to provide for
comprehensive parks and recreation master planning. The comprehensive parks and
recreation master plan will include a quality -of -life assessment, natural resources plan,
and deferred maintenance assessment.
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The consultants will inventory and assess the current assets and levels of service and
compare to state and national standards. There would be a review of capacity,
functionality, accessibility, condition, and convenience. This will include work to identify
and document deferred maintenance. The assessment will provide data and information
necessary to evaluate how the Department facilities meet current and future needs.
A natural resources plan will inventory and analyze the natural resource assets,
invasive species, and other environmental issue identification, management practices,
and recommendations.
A key component of the assessment will be engagement of the community into the
process throughout the plan. Over the last six months as we talk with our residents
about concern areas or additions, they would like to see we have been referencing this
planning effort and have been encouraging them to lift their voices into the planning
process. The staff will be engaged in vision, mission, and organizational values
consistent with the plan.
Many more details are contained in the RFP. The RFP was developed by Recreation
Division Manager Dan Kroger, Park Division Manager Steve Fehsal, and Project and
Facilities Manager Jared Charland.
An RFP committee has been established with the following members:
Dan Kroger, Recreation Division Manager
Steve Fehsal, Park Division Manager
Jared Charland, Leisure Services Project and Facilities Manager
Mary Bridget Corken-Deutsch, Community Development Specialist
Jason Duba, Assistant Planner
Temwa Phiri, Community Engagement Coordinator
The RFP was presented to the park and recreation commission at their October 15,
2024 meeting and they unanimously recommended approval of the RFP.
BUDGET IMPACT
Funding is budgeted in the Parks Division and the Recreation Division for this project.
The total funding available is $397,000 based on the projects below.
Project
Budget
Project Number
Quality of Life Assessment
$40,000
3449900009
Deferred Maintenance Assessment
$90,000
3449900008
Natural Resources Plan
$59,000
3043000036
Comprehensive Parks Masterplan
$208,000
3043000001
I
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With the City Council high priority of parks maintenance/refresh action plan, during this
RFP process it will be determined if the current funding is adequate or whether an
additional request would be made in the FY 26 budget process.
ACTION REQUESTED
I respectfully request approval of the City Council of the enclosed Request for Proposals
(RFP) for Leisure Services Comprehensive Master Plan Consultant Services and direct
staff to post the RFP and initiate the consultant selection process.
Attachments
cc: Dan Kroger, Recreation Division Manager
Steve Fehsal, Park Division Manager
Jared Charland, Leisure Services Project and Facilities Manager
Mary Bridget Corken-Deutsch, Community Development Specialist
Jason Duba, Assistant Planner
Temwa Phiri, Community Engagement Coordinator
3
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idIL2'Fi.�. -
THE CITY OF
DUBUQUE
Masterpiece are the Mississippi
Consultant Professional Services
Request for Proposal
Leisure Services Comprehensive Master
Plan
City of Dubuque, Iowa
Issue Date: October 22, 2024
Closing Date and Time: November 13, 2024, 1:00 p.m. CST
Leisure Services Department
2200 Bunker Hill Road
Dubuque, Iowa 52001
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1.0 INTRODUCTION
The City of Dubuque, Iowa (The City) is soliciting competitive sealed proposals from qualified
professional consulting firms with extensive park and recreation experience to perform a
Comprehensive Master Plan (Plan) for the City's Leisure Services Department. This RFP is
designed to provide Consultants with the information necessary for the preparation of
competitive Proposals. The RFP process is for the City's benefit and is intended to provide
the City with competitive information to assist in the selection process. It is not intended to be
comprehensive. Each Consultant is responsible for determining all factors necessary for the
submission of a comprehensive proposal. Through this RFP, the City is seeking to enter into
a contract with a consultant that will provide the services described herein.
This RFP is partially funded by the American Rescue Plan Act (ARPA) and must be performed
in accordance with all rules and regulations related to ARPA. All funding for this project must
be obligated by December 31, 2024, and fully exhausted by December 31, 2026.
2.0 COMMUNITY BACKGROUND
The City of Dubuque is located on the Mississippi River in northeastern Iowa, 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 people. 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.
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 with the private and non-profit sectors to promote economic development and
sustainability. Sustainability and downtown, neighborhood, and riverfront planning, and
revitalization are long-standing priorities of the City Council. The City's website is
www.citvofdubuque.org. The City Council goals and priorities are available online here.
In 2006 and every year since, the Mayor and City Council identified becoming a more
Sustainable City as one of their goals or priorities for our community. A sustainable
environment is among the Council's Five -Year Goals for the years 2024-2029.
The City of Dubuque works to create a more inclusive community by assuring everyone has
equitable access to community services. This project will support the city staff, elected
officials, community organizations, and members of the public in reducing, and ultimately
eliminating, disparities experienced by our most marginalized residents, allowing them to
prosper. This project should strive to provide a better and more equitable experience for the
entire community.
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3.0 PROJECT BACKGROUND AND OBJECTIVES
3.1 — Background
3.1.1 The City of Dubuque Leisure Services Department maintains over 1,200 acres of
parkland and open space and over 300 facilities including an outdoor ice rink, baseball
and softball diamonds, disc golf course, skate parks, campground, marina, pools, golf
course, sport courts, trails, and more. No park and recreation master plan exists for
Dubuque Leisure Services.
3.2 — Objectives
3.2.1 This comprehensive report will have three major components: a quality -of -life
assessment, a natural resources plan, and a comprehensive parks and recreation
master plan.
3.2.2 Quality of Life Assessment
3.2.2A. Inventory and assess our current assets and levels of service and compare to
state and national standards.
3.3.213. Identify our community's needs and priorities regarding our City's facilities,
programs, parks, and services.
3.2.3 Natural Resources Plan
3.23A. This section should address land use planning, community needs and desires,
environmental management, and resource assessment.
3.2.4 Comprehensive Parks and Open Spaces and Recreation Plan —including but not limited
to:
3.2.4A Provide short, intermediate, and long-range management and development,
renovation, and/or redevelopment planning for recreation, park, and facilities.
3.2.413 Identify appropriate staffing needs to support park maintenance operations
based upon the Master Plan.
3.2.4C Identify appropriate staffing needs to support recreation operations based on
the Master Plan.
3.2.4D Deferred Maintenance and Condition Assessment
A. Identify, assess, and prioritize the deferred maintenance of parks, pools,
facilities, and buildings.
B. Identify safety and maintenance concerns.
C. Assist in the budgeting process by creating a probable cost estimate
associated with each deferred maintenance item.
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3.2.4E Identify ADA accessibility deficiencies and identify potential modifications.
3.2.4F Develop a strategic action plan that represent the values of the community for
the parks and recreation system.
3.3 — Budget
3.3.1 Funding is currently appropriated for the project through the following capital
improvement projects in a total all-inclusive amount of $397,000.
Project
Project Number
Quality of Life Assessment
3449900009
Deferred Maintenance Assessment
3449900008
Natural Resources Plan
3043000036
Comprehensive Parks Masterplan
3043000001
4.0 PROJECT SCOPE OF SERVICES
The following outline represents the minimum components for performing the consultant
services.
In preparing a response to this RFP, the Consultant should describe the means or strategy by
which they would satisfy the scope of services. The final scope of work will be negotiated with
the selected Consultant(s). The City will evaluate submitted proposals and award contracts to
selected Consultant(s) based on the best proposed means, methods, and/or solutions to each
individual section listed below.
4.1- Task 1- Conduct a Needs Assessment
4.1.1 Conduct a needs assessment that collects the opinions and ideas of the community The
assessment will include a complete inventory of the current state of the Leisure Services
Department, including its financial condition, operations, park and recreation systems,
facilities, programs, and services. The assessment shall include a review of current and
projected demographics, current planning standards, and regional and national trends.
The assessment should provide the data and information necessary to evaluate how the
Leisure Services Department facilities meet current and future needs and whether
modifications and/or additions will be required or should be considered.
4.2-Task 2 - Develop and Implement Public Engagement Strategy
4.2.2 The planning process must result in a shared, clearly defined vision for the Leisure
Services Department driven by input from the community. Public involvement is
extremely important to the City of Dubuque and informs decision making processes. The
successful Consultant will propose a robust and innovative public outreach strategy that
describes how the community and staff will be provided opportunities to participate in the
development of the Plan. In the submittals, Consultants should at a minimum provide the
following:
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4.2.2A Identify and describe a comprehensive strategy and methodology for citizen,
participant and stakeholder involvement (e.g. proposed outreach process, methods of
outreach, outreach tools, anticipated schedule).
4.2.213 Ensure the residents, user groups and other stakeholders are provided an
opportunity to participate in the development of the Plan.
4.2.2C Act as professional facilitators to gather specific information about services,
use, preferences and any department strengths, weaknesses, opportunities and
threats.
4.2.2D Provide well -organized and directed activities, techniques, and formats that will
ensure that a positive, open, and proactive public participation process is achieved.
4.2.2E Provide written records and summaries of the results of all public process and
communication strategies.
4.2.21F Develop and manage any online public involvement tools and data.
4.2.2G Throughout the entire process, help to build consensus and agreement of the
plan and if consensus is not possible, provide information for informed decision making
for City staff.
4.2.2H Design and implement an equity -driven planning process to ensure a
dissemination and gathering of information from a broad/representative community
spectrum.
4.3 Task 3 - Collect and Analyze Data
4.3.1 Review current long-range plans and related documents such as, but not limited to
Imagine Dubuque Comprehensive Plan, Chaplain Schmitt Island Master Plan and
Place Making Plan, Central Avenue Corridor Initiative, Historic Millwork District
Revitalization Plan, 50% by 2030 Community Climate Action and Resiliency Plan,
2015 Park Division Review, and Eagle Point Park Environmental Restoration
Management Plan.
4.2.2 Develop and administer a City-wide statistically valid community needs assessment
survey with a return rate that accurately represents a sampling of the community
population to identify community needs and issues on the Leisure Services
Department's parks, facilities, programs and services. This survey will be used as a
baseline to determine needs, desires, and willingness to pay.
4.2.3 Collect and interpret demographic characteristics and trends of the City's population
using information from the US Census Bureau's American Community Survey,
tapestry segmentation, regional and local sources, etc.
4.2.4 Compile data on participation, operations, technology, programming, programming
space and land use trends and acquisition opportunities and needs.
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4.2.5 Compile a complete inventory of indoor and outdoor facilities and parks including
amenities, capacity of each found within the system as well as its functionality,
accessibility, condition, and convenience, deferred maintenance, etc.
4.2.6 Inventory and analysis of natural resources, invasive species, and other
environmental issue identification, management practices, and recommendations.
4.2.7 Review available funding and financing strategies that are options for funding future
improvements.
4.2.8 Develop Level of Service (LOS) standards to meet community needs and identified
community desires expressed in data. Standards should consider geographic
distribution of indoor and outdoor facilities and their amenities.
4.2.9 Provide usable and workable definitions and recommendations for designated park
and open space with acreages and parameters defined as appropriate.
4.4 Task 4 - Determine the Leisure Services Department's Strategic Direction and
Analysis of Forecasted Needs
4.4.1 The Consultant will review needs assessment outcomes with City staff and facilitate a
review of the Leisure Services Department strategic direction to identify and affirm the
long-range vision for the Department. This step of the Plan process is vital for
clarifying the Department's organizational direction for action planning, decision
making, and resource allocation. To determine the Leisure Services Department
strategic direction, the firm will assist the Department with accomplishing the following:
4.4.1A Review and develop the Leisure Services Department's vision, mission,
aspiration, and organizational values.
4.4.1 B Conduct a situational analysis and environmental scan utilizing the needs
assessment data to determine gaps in what is being provided versus the needs and
interests identified.
4.4.1 C Develop a list of critical issues and opportunities based on the results of the
situational analysis and environmental scan.
4.4.1 D Review the department's current equity plan, review data, and recommend
and develop a master plan that is equity driven.
4.5 Task 5 - Develop Recommendations and Implementation Strategies
4.5.1 To ensure that the Plan is implementable upon its adoption by the City Council, it
must include realistic, feasible and clearly defined planning scenarios. Based on the
outcomes of the needs assessment and the Leisure Services Department's strategic
direction, the firm will be expected to develop the following:
4.5.1A Prioritized recommendations to meet current and future needs through, but
not limited to, land acquisition, construction, renovation, or redevelopment of indoor
and outdoor facilities, development of additional recreational amenities, park
maintenance, etc.
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4.5.1 B Estimates and review of the capital and operational costs for land acquisition,
construction, renovation, or redevelopment of indoor and outdoor facilities,
development of additional recreational amenities, park maintenance, etc. The
analysis should be designed to connect with the Leisure Services Capital
Improvement Project plan.
4.5.1 C Recommendations for addressing operations, staffing, maintenance,
technology, programming and services and funding needs to support implementation
of this Plan.
4.5.1 D Evaluation of the feasibility, cost-effectiveness/return on investment of
suggested strategies and recommendations.
4.5.1 E Recommended strategies related to equity, climate change, and resiliency.
4.6 Task 6 - Create Action Plan: Strategic, Capital and Financial
4.6.1 The consultant must develop an action plan which includes strategies, priorities and
budget support and funding mechanisms for the short term, mid-term and long term, which
were developed during the previous stage in the process. The Action Plan must be a phased
with prioritized recommendations and a capital projects prioritization process/ranking system
for future strategic investments and level-of-service/reoccurring capital needs.
4.7 Task 7- Final Report and Presentation
The selected consultant shall submit a draft and final report which summarizes the findings
and conclusions and includes a clear demonstration that the firm has fulfilled all of the
elements contained in the agreed upon scope of work. The Plan must include written goals,
plans, objectives and policy statements that articulate a clear vision and "road map" for the
Leisure Services Department's future. A presentation of the final plan by the consultant to
the Leisure Services staff, the Park & Recreation Commission followed by City Council (3
total meetings) will be required.
The report, appendices, support materials, meeting minutes, photos and other files shall be in
electronic format provided throughout and at the closing of the project.
5.0 PROJECT MANAGEMENT
5.1 — Project Manager
The Consultant shall identify one person to serve as the Project Manager for this project.
The Project Manager shall be the leader of this effort and is expected to ensure that the
project scope, schedule, and budget are always being adhered to for the duration of the
project. Additionally, the Project Manager shall serve as the primary point of contact for
all exchanges of information between the City and the Consultant.
6.0 USE OF CITY RESOURCES
6.1 — Use of City Resources for the RFP Preparation
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All information requests shall be directed to the City's Park Division Manager as
detailed in Section 8 of this request for proposal. All Consultants should note that directly
contacting other City of Dubuque staff or any of the Selection Committee members shall
be considered inappropriate and grounds for disqualification.
6.2 — Materials Available for RFP
A current aerial photograph of the City of Dubuque is available if requested by
consultant.
6.3 — City Resources Available to the Selected Consultant
The City will make its ArcView GIS mapping and data analysis capabilities available for
this project as well as staff contact/resources in the Leisure Services Department. Digital
aerial photos of the City of Dubuque were taken in 2022.
7.0 INFORMATION TO BE INCLUDED IN PROPOSAL
The Proposal should address all the points outlined in this RFP excluding any cost information
which shall be included in a separate submission labeled "Project Cost Estimate". The
Proposal should be prepared simply and economically, providing a straight -forward, concise
description of the Consultant's capabilities to satisfy the requirements of the 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 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 the name, address, telephone number, and e-mail 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 and performing services utilizing American Rescue Plan Act funding.
Describe the experience and success of the Firm in performing 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 subconsultants.
Scope of Services
Describe the means, methodology and/or strategy by which the Consultant would satisfy the
scope of services for the currently approved budget as listed in Section 3.3 as well as what
process and outcomes the consultant would suggest to make the project a reality.
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Include a basic work plan for each strategy 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 might be completed by City staff or time and resources needed of the City staff.
Highlight any parts of the work plan that will reflect the Consultant's unique philosophy or insight
regarding its approach to this project and how this approach positively impacts the successful
completion of the project. This is the Consultant's opportunity to convey ideas and concepts
with respect to the goals outlined in the scope of services.
Project Team Qualifications
Provide the names of all members of the project team associated with this project. Specifically
identify the supervisory and management staff including principals, the project manager, and
technical experts who would be assigned to this project. For each project team member,
provide their qualifications and experience.
Include a flow chart that shows the communication path between the City and Consultant.
Include all project team members on the flow chart and show the supervisory relationship
between all members of the team. Be sure to include all subconsultants staff on the project
team flow chart.
Provide the name and location of other sub consulting firms that would be used by the
Consultant during the project and the approximate percentage of the work that would be
performed by each of these firms. Provide the qualifications and experience of all
subconsultant staff working on the project.
In submitting the Proposal, the prospective Consultant represents that each person listed or
referenced in the proposal shall be available to perform the services as described. The Project
Manager, principals, management, and other project team staff may be changed in accordance
with the requirements described in Appendix C 3 "Substitution of Project Team Members".
Describe the experience and success of the project team members proposed for the Dubuque
project, in performing similar projects. Specifically list any experience and success completing
park and recreation master planning, needs assessments, public engagement, data collection
and analysis, strategies, and implementation planning.
Include at least three (3) relevant client references (including individual contact names and
telephone numbers) for similar projects that have been completed by the Firm in the last five
(5) years. List the names of individuals on the project team proposed for the Dubuque project
who have worked on the referenced projects.
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 their 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 J —
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Appendix D.) Submittal of insurance documents as part of this RFP is not required.
Litigation
Provide litigation information, if applicable.
Proposed Project Schedule
Provide a project schedule for the project. Outline 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. Products should be delivered in an
electronic format compatible with city computer software and hardware.
Fees and Compensation — TO BE NAMED AS SEPARATE ELECTRONIC SUBMISSION
Provide a proposed fixed cost, plus reimbursable expenses budget for each strategy proposed
to complete the requested scope of services. Breakdown costs by major scope element and
include a list of hourly rates for personnel assigned to the project.
Contract
A proposed contract for services must be included in the submittal. The proposed contract is
not included in the page count for the proposed submission.
Quotation of fees and compensation shall remain firm for a period of at least 90 days from the
RFP submission deadline.
Ensure the separation of the proposed budget from the other portion of the RFP submittal.
Initial screening will be completed by the RFP committee without knowing the Consultant's
proposed fee for services.
8.0 PROPOSAL QUESTIONS AND ANSWERS
If you have any questions concerning this proposal, or other technical questions, please submit
an email with your requests to the City's Park Division Manager, Steve Fehsal. The City has
used 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.
Any matter of this RFP that requires explanation or interpretation must be inquired into by the
consultant in writing by November 6, 2024 prior to 2:00 p.m. E-MAIL all questions to
sfehsal cityofdubuque.org. All questions will be responded to in the form of written addenda.
All addenda shall become a part of the RFP. All Addenda will be posted on the City's website.
It is the consultant's responsibility to check for addenda located at the City's bid posting site
here.
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 or any of the Selection Committee members
except as expressly authorized by the City Project Manager identified in this section (Section
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8.0). Violation of this restriction will be considered a violation of the rules and be grounds for
disqualification of the Consultant's proposal.
Park Division Manager contact information is as follows:
Steve Fehsal
Park Division Manager
City of Dubuque
Leisure Services Department
2200 Bunker Hill Road
Dubuque, IA 52001-3010
9.0 SUBMISSION REQUIREMENTS
Phone: 563-589-4260
E-mail: sfehsal cityofdubugue.org
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:
■ Digital Submittal Location:
■ Submittal Copies: Proposal
Fees:
November 13, 2024, before 1:00 p.m. CST
ShareFile
One (1) electronic (.pdf) copy
One (1) electronic (.pdf) copy
Submit one (1) signed electronic .pdf version of the proposal to the digital submittal location
ShareFile address listed above. Label the document Leisure Services Comprehensive
Master Plan Proposal. Label second document of fees Leisure Services Comprehensive
Master Plan Fees. Add the name of the firm in each file name.
To confirm the city's receipt of the two electronic submissions, contact Lead Administrative
Assistant Angie Metcalf at mmetcalf(D_cityofdubuque.org or call 563-589-4262.
The proposal must be a document of not more than twenty-five (25) numbered 8-1/2 x 11-inch
pages, except for the project schedule which may be presented in 11 x 17-inch format, and not
including the letter of transmittal, the front and back covers and the separately submitted cost
proposals, or the proposed contract. Proposals should not include any pre-printed or
promotional materials. Any proposals exceeding 25 numbered pages will not be
considered.
Each addendum must 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 you have
received all addendums to this RFP before submitting the proposal.
The original proposal document shall be signed in blue ink by an officer of the Firm who is
authorized to legally bind the Proposer to its provisions. Proposals are to contain a statement
indicating the period during which the proposal will remain valid. A period of not less than
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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 and deposit 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 12 of 29
Page 1651 of 1713
Appendix A
Consultant Evaluation and Selection Process
EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the proposal
format. A selection committee will review qualifying proposals and select Firms for placement
on the consultant short-list for the project. The following criteria are among those that will be
used to initially evaluate submitted proposals.
A high level of professional competence and a proven track record in the preparation of
Park & Recreation comprehensive plans or similar:
a. Qualifications and experience of the Consultant and any subconsultants and
track record of the firms experience with subconsultants if a joint venture.
b. Demonstration of the professional expertise and technical abilities of the project
team members.
c. Experience of Consultant working on municipal park & recreation projects in
Midwest communities of similar size and/or similar parks and recreation assets.
d. Experience of the project team working with the public and other project
stakeholders in preparing parks and recreation master plans.
e. Experience with American Rescue Plan Act funded projects.
f. Experience of project team in working with the public and other stakeholders in
preparing similar reports and projects.
2. Community engagement strategy proposed and experience in community engagement
processes especially with marginalized and/or under -represented populations.
3. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall objectives and project scope.
4. 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.
5. Proposed schedule required to complete project.
CONSULTANT SHORT-LIST EVALUATION CRITERIA
A selection committee may choose to interview none, one, or all the consultants. Both the
original submitted proposal and the results of the Consultant interview if needed will be used
to select the final Consultant for the project. In addition to the above criteria, the following
criteria are among those that will be used to evaluate the Consultants on the short-list.
1. Criteria from the initial evaluation.
2. Equity driven planning processes used and/or proposed.
3. Responsiveness and compatibility between the Consultant and City:
Page 13 of 29
Page 1652 of 1713
a. Ability of the Consultant to maintain a high level of direct interaction and
communication with City staff.
b. Ability to listen, be flexible, and follow and/or implement direction and/or ideas or
concepts.
c. Interactions with the general public, City staff, and public officials.
4. Clear understanding of current industry trends.
5. Level of understanding project scope, proposal that meets the full scope, and ability to
deliver the comprehensive services requested.
6. Cost of the Leisure Services Comprehensive Master Plan in relationship to the services
offered.
7. Results of interview process
8. Information from references
SELECTED CONSULTANT - FEE NEGOTIATION PROCESS
Upon the completion of the evaluation of the proposals, the RFP Selection Committee will
recommend to the City Manager or City Council 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.
After authority is granted to negotiate an agreement and execute a contract with a Consultant,
the Consultant shall prepare an industry standard Work Breakdown Structure (WBS) to reflect
the Firm's approach to the completion of the project. The WBS, at a minimum, should include
work tasks for each of the components outlined in the RFP, a separate line item for each
deliverable, and list project management as a separate task. No individual task on the WBS
shall have a total value exceeding $10,000. The Consultant shall indicate in the WBS the work
tasks that will be completed by City staff.
The format of the WBS shall summarize the fixed fee for each task listed, plus individually list
in separate section any associated reimbursable expenses that would specifically relate to this
project. A sample format of a WBS can be obtained from the City if desired.
Once the selected Consultant has prepared the WBS, the City and the Consultant will meet
and the final scope of work for the project will be negotiated by joint revision to the WBS to best
meet the goals of the project while considering available funding. During the negotiation
process, tasks to be completed by City staff, work reassignment to different project team
members, and the addition or elimination of tasks may be modified on the WBS to achieve the
best overall results for project.
The selected Consultant shall be responsible for updating the WBS to reflect any changes that
were agreed to during negotiations. After the final scope of services has been determined, a
design fee has been negotiated, and the WBS has been finalized, the Consultant shall
incorporate the WBS into the contract documents being prepared for signature.
Page 14 of 29
Page 1653 of 1713
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 decide 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 per month. The
invoiced amount shall be based on the Earned Value of the percent work completed as reported
on the most recently updated and submitted WBS.
Page 15 of 29
Page 1654 of 1713
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 8.0, who shall review the written
dispute and work with the City Manager to render a decision which shall be considered
final.
Page 1655 of 1713
Appendix C
City of Dubuque Contract 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 and the WBS being updated.
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 always, during the performance of this Agreement, provide insurance
as required by the attached Insurance Schedule J.
5. INDEMNIFICATION.
To the fullest extent permitted by law, Consultant shall indemnify and hold harmless
the City 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 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. ERRORS & OMISSIONS.
If 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 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
Page 17 of 29
Page 1656 of 1713
constructed as a limitation of the City's right to seek recovery of damages for
negligence on the part of the Consultant herein.
7. 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 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 Section 4.7 and Attachment _ of the
contract. 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.
8. 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 the Engineer and
approved by the City.
9. TITLE VI, ADA, & OTHER NON-DISCRIMINATION
During the performance of this contract, the contractor, for itself, its assignees, and
successor in interest, (hereinafter referred to as the "contractor") agrees as follows:
Page 18 of 29
Page 1657 of 1713
A. Compliance with Regulation
The contractor shall comply with the regulations relative to nondiscrimination in
federally assisted programs of the Department of Transportation (hereinafter
referred to as DOT), Title 49, Code of Federal Regulations, part 21 (hereinafter
referred to as the Regulations), as they may be amended from time to time,
herein incorporated by reference and made part of this contract.
B. Nondiscrimination
The contractor, with regard to the work performed during the contract, shall not
discriminate on the grounds of race, color, or national origin in the selection of
and retention of subcontractors, including procurement of materials and leases of
equipment. The contractor shall not participate either directly or indirectly in
discrimination prohibited by Section 21.5 of the Regulations, including
employment practices when the contract covers a program set forth is Appendix
B of the Regulations.
C. Solicitation for Subcontracts, including Procurement of Materials and Equipment
In all solicitations whether by competitive bidding or negotiations made by the
contractor for work to be performed under a subcontract, including the
procurement of material for leases of equipment, each potential subcontractor or
supplier shall be notified by the contractor of the contractor's obligations under
this contract and the Regulation relative to nondiscrimination on the grounds of
race, color, or national origin.
D. Information and Reports
The contractor shall provide all information and reports required by the
Regulation or directives issued pursuant thereto, and shall permit access to its
books, records, accounts, other sources of information and its facilities as may
be determined by the City of Dubuque, Iowa Department of Transportation, or
appropriate Federal Agency to be pertinent to ascertain compliance with such
Regulation, orders and instructions. Where any information required of
contractors in the exclusive possession of another who fails or refuses to furnish
this information, the contractor shall so certify to the Iowa Department of
Transportation, or the appropriate Federal Agency as needed and shall set forth
what efforts it has made to obtain the information.
E. Sanctions for Noncompliance
In the event of the contractor's noncompliance with the nondiscrimination
provisions of this contract, the City of Dubuque shall impose such contract
sanctions as the Iowa Department of Transportation, or applicable Federal
Agency, may determine to be appropriate, including, but not limited to:
i. Withholding of payments to the contractor under contract until the contractor
complies and/or
ii. Cancellation, termination, or suspension of the contract, in whole or in part.
Page 19 of 29
Page 1658 of 1713
F. Incorporations of Provisions
The contractor shall include the provisions of paragraphs (1) through (5) in every
subcontract, including procurement of materials and leases of equipment, unless
exempt by Regulations or directives issued pursuant thereto. The contractor shall
take such action with respect to any subcontractor or procurement as the City of
Dubuque, Iowa Department of Transportation, or appropriate Federal Agency
may direct as a means of enforcing such provisions, including sanctions for
noncompliance.
Page 20 of 29
Page 1659 of 1713
Appendix D
Insurance Requirements
My pi I)Lmkwuc Insurance Requircmenm for Professional Services
INSURANCE SCHEDULE J
1. COnt"Lanl than FurrWr a signed cerA Lo cf ineumrrae tq the My of Dubuque, Iowa fa
the co.4rhge rmwirM in Eyhibit I prig lo-mmrnendffV work and at the end 4 LFM prvjedl it the
Lem of work is longer than DD days. Conwwsus presenting arnrel certiPima kes shaI presets a
ceruFiicarte at the errd d emh prgau with the Fi W bMng. Eadr oerGFirarte stew be prepared on
the mcdl cuu-ei rL ADDRD rr:m approved by the Iowa Dep nmerd of brsuanoe cr sn egwyake N
apprcued by 1he Dialer or France arrd Budget. E irh rxrlifimta sl-mll indude a MMemmnL under
Desa-ptirn or Dpaakms as Ia why the .mum a wtr5 bowed. EgL Projed * dr Project
Lomton at -Dr corra7nuticn or Letsu ro Sarvicas Cornpmherlsrve Plan
2. A]I palms of insumrice nequred herrurrder steal be wih an irsurrr aMthrsized 15 do busbmm in
Ior^a and all insurers shall have a rating 0A a be der in the currrd AM. Besr5 Riding Guild.
3. Each cerlRmte shall be fumisJxd La Ow Fironce Department Df LFm City or Dubugue.
A. FailureloprvAde aovern ¢ required byW5 Irrsumn.Ge G�hedLille shall not be deern ed awaim raf
thew require merls by the aaty of Ek buque. Farliure to mtair or rroineain the requGrd insumnoe
shal tie omsidere d a metlerial brew a this agreement.
5. DarflracLcm shot rewie al subcarmIw its and sub-sut3rmsLlartls to d5tain arrd mmin lai durirr
the perrim, uieedwork insurance for Lieom-e-a�as described in this Iraurarwe Scheckde and
steal ablain carti6mtes d insuranuns rro-n all suci subcancuhanls and suh•sLib oonsrkanis.
CanlmcLam agree that Mcy shall be liable for the failure of a subransullanl and sub-
!; ub mn!; Ld La nit lacbLain and mairlair. surh m-%vragm The City may request aoaplrvrswdh
tenricaim from the Carwiraclu.
9. A]I required endorsements steal be altach.ed % the caMKim te. The oertiBcalle Q due before The
conbra ragneementoan be approved.
F. )Afimever asp 150 Form a Bmt ra%ired the o.rrrerrt edffm of the Form must be used< or
an egriivalanR rum may be subshhuterj if &pprp ad by this Direclar of FwLmpee and BLid geL and
subject 10 the con radler ideMiFyin9 and ibirrd iin wrifrg all dlevia&k6 And exdme ors hom Il-re
ISO rQrn_
8_ Canlradas sha1 be required b carry LFw niniinwrr C&RwagmAirrts, cr greater if nsq.ried by lbw
a other bol agreemerfl, in €xhlriL 1. IF the cbnb, m %z limn} of labilhy are hipher U-M •Ihe
reL u ked Fri r&nLffn lrnits then the pry er's links shal ae LHuaUmern enCsnsqunsd irrift.
9. Ganlmcia sha1 be nesp xmit)ie for de dudkks ar+d self*irsured retention rrrr p&yment cf all paIioy
premirma arrd other oast am ooaled w Kh the insuranoe pcficim Fegumod bra
10. AI cerdFoLes d irx.raniz mmt indude agents narne, phone nurnber, And ewmiI adder.
11. The City drDubugrm rmeree5The rilght la require mrrplete, certified a*iesdaII required
irsuaroe paliciks, in dodn4endarse merfls, regrired by this Schedde at"tine_
12. The M' drDubuque resennrrThe right la madfp Ihese reWiremeuL%irdLid iig "uh base dcn
iJnnWs in the risk or cew spmbI ciraumslances ikurhg the lam of ire agreement, subject La
rnu4.ral agreement dr the parts.
Page 1 of 4 Scl+edule J Professional Services January 2A23
Page 21 of 29
Page 1660 of 1713
-C ity of Dubuq uc I n sura nce Rlequireme n[s for Professional Services
INSURANCE SCHEDULE ,J 1cantinued)
Exhibit. I
Al DOMMERC AL GENERAL LUG. MI ITY
General Aggregale Linit 52,000,000
Pr4rdudmr0on,pleted COtratons Aggnegahe LrniL SVM.000
Persanal wwt Advertising Injury Lirnk 1M000,000
Eat Ccmrrence W000,000
Fine carnage Limh {any one cmurrerwm) 150,000
Medical Payrnenls �5,000
lj L'Fwera9e shall be Yrr-hLen are anc-xwrerwx, rpd-daims made. fern. The general
IiabiiLyr ucmemge shall be wrilirn ire a®rd wiLh ISD Fomr CG W 01 or husness
cnrnem lbrrn IEP (10 -132. AI dtrrrelions iron Ile standard ISO m3m-nerrial general
I"iLyr Farm DG Oa 01, ar tip r•-A awrrers roan BP 00 02, shall be deary
idMrdffkKIL
2) Irrolade andorsenwmt i KFum rig thaL c.Dwemge is prinmy and norhKmn1rrbuhary.
3) Irrolyde Pneservmion d r' rne-iLal Irnmuniies Endvrsrenent. (Sample
ana hed).
4) Irrckme addrlianal insured endorsemenLfar:
Tire Chy or aLc3uque, erdrdi g all iLs elected and appa n ed oR9daK all iLs
ernpMoyees ared oclunteerg al iLs �rds, ovmrnb3kms xxibr auLhorilies ared
Lheir baard members, errrp13yreas arhd wcburam rs. Use ISO k-rm CG 20 M.
5) F nobay shaI include Warwer c+f Righli to Reaover from errs r-ndvrsemnnit.
6) Pbk' shall include asrraeIIaton and malarial chard erdarsernenL pmrxk&V
LFiiir� 430) days adranae vbnLten ndlix or camnlleGon, nrn-renewal, Fmd ck+ in
in5urmboe cm erb$e andbr limns and hen (I DM days wrimen nolive & non jo}nnenl
of premium shad be senL bv: CAy of Dubuque Fitianoe Depar{men4 50Wasi 13'
Street iDubUque, Im a 521)a1.
B) AUTOMOBILE UABkLfTY
03nrbired Single L.intil S1.000,0a0
Qwmmge shell include ale crAned, twee -coned, and Fined Yehieks, Ifllre Dvraracw's
busness does noL own any vcFK:M!s, voyerage is required vn non�oned and Eked
Yehides.
'7 Poky shall rtckide Warwer c+f Righl to Reamer from hers endorsement.
DI IfERS' CI3I PENSATIDN & EMPLOYERS LIABILWY
SLaluumy Benefits c&.erirp all employees inured cn the Rob by accident -Dr disease as
pre cn bed W km a Code Crap l er 85.
Daweragn A Stu kAorysSLai r of ktiva
Dawmmgm B Errkoy�em Liabi ty
Each Anaidenl $1 a0,000
EAth EmpkWee- isrsese $1 D0,000
P'rS My LirniL-0m;eax 55W.000
P ky shyi i rclude Waiver cl' Righll Lo Rermyer from OLhem endcrsernent.
PAge � OF 4 ScFe=ule J Prafassional Services January A23
Page 22 of 29
Page 1661 of 1713
City of Dubuque Insurance Requimmenls For Professional Sairkm
Cbra*p 9 lim i h� Alai be 9 rem her iF mpjiM h yr the unthm bdmmeea ins urer.
Ki
It, by kwa Cede Serian 85.1,E ire 03MracbN is noLrequred ha purchase Wadkers'
CampenimUen Insrraicm, the Cordnwwr steal have a ropy of *re Stated Ncnele Rion cf
Wadkers' Dmpensaftm or Empkgem' LJmbilib� Cmeermge kxm on Me! wi*r the Iowa
Workers' Compensation kn5Lffanoe C'+errrnisskmwr, as nequred by Iowa Gcie Secgion
9722_ Cumpldled farm must he attached.
DI UMBRELL dEXICESS LLh181LRY $IAN.D iO
The Gm noral Lability, Antwicble LkWiLyrarrd WNcrkeft Compensation Irsurance
requirements mmy be sathffiedwitha mrrdbiroLion of pem&rjrand Urnbrera-or Eivoesa
Limiktp Insurance. Fr Lhe ihnb<eka or Excem Insurance pdcy does ncl rorow he Firm of
he primary pe4lde5, iL shall iridurJte Lhe same wv:lo-mmenn as mcpw red d Bw primary
po kims indudirrg but not limited Vhbh er cf SubrogaIien send PHmmry imnd Kaqi-
Dmtr'mrrtcry in Farm of the City.
Ej PRDFES$MDNAL LIABdLITY SZ,OIX,CCI]
If the required paliGy prm&k-s claims -made w.%_-mge:
1) She Retroactir+e Dmfle muss be shown and must tie before Die dmfle of The
agreement.
2) Insurance rrusL be nmirtairrad and ere idexe d nsum rroe mLem be pr'auidad far at
lead We j5j years aftermmpie bon cfthe-An rk ar senke-s.
S) Ifaoverag e is cm nmr !d crnonwarewed and ndl rep!xed with anotherahrrm-
made peicy form nrPr a RetuaG.frwe Dale prior In the dale a 1he agreonent, the
c nLracbr muest prmide -extended reporting' DDverar for a, mrirmm ci five 15)
y ea rs ail er comp 10 for a f the vrer'k or servi cm.
FI CYBER LkkBkLrTYfBREADN SiSMCCI]
Yes x No
03veragm for Feist and Third Pmrb� lia6 ky rrdudirig but rKA limited 7o iosL dau mrrd
restoration, ass drirraomearrd cyber breath of info mkn.
cage 3 flF � Gchedule J Pmfessienal &enviers• January 2423
Page 23 of 29
Page 1662 of 1713
City of Dubuilue In sura nce Requirements for Professional Services
please be aware that wmir g the apy or Dubuque as an additional insured as is required by this
Immranoe S�heMle may ra5u11 in the waivm of the Chy's gowehhmenlal immurities provided in Iowa Co&
sea 6MA. Fr you would W-La fn preserve dhose immunities, phase use this endorseummt a an e4 hmIenL
iarrrn.
PRESERVATION OF GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. hlarnsabee r or Gd3v errrn enta I Irmmunhy. The ihshrer expressly agrees mid dales 1haL the purchase
of this parry and IheihdudngflfIhe City arDubugLie, k o as an Adcfitiorral Ireured does noLwahtie any
of the deherrses ci govmnmenlal imamri V womilahe t4 the City of Dubhqua, krm under Dade dr Icrwa
Seddon 67-DA as iL is naw exists and as iL emote be amended hvun tine to brne_
2. Chins {}bream. The wz urer iurilher agrees Lhat 1hn palsy of inshraFwe shah Dover ark lhas.e
dams not suhitmA to the defense of gmeemrmental inrnunky under din Cede ar kwa 5atlicn 67a.4 as iL
ncrx exists and as iL male be amended f vm lime to lime_ Those Ana in al sutijncl to Cade of k+wa
Senkm 670A shall be myened by the lermz aid earrdfara a this ihsur&Frce poFEY .
3. Awarfmaof iartmmenLknmmmihr_The C9tyciDubuque, laws shalom respanmtk iar asserting
any defense Df yaw errrnental in-nuanly, &A may 66 sa a any line arm] shah do so upon Lhe *m ly wriLie n
re! cluest d dre insurer.
6. Nwi-1 enial or Cure rage. The insurer shrall red deny Guwerwge unMN 0& pDioyr wvJ the in now
-sh ar not ue ry arry of Lhe rig hLs and bene%s a=LiFq go the City of Dubuque, k ra under Din pobjr iar
re! asonsflfgwemrnenLaI Fnmr.miLyunhss arid uh5l &-}curl a1 empeterht jurisdieiion has ruled in Favoraf
the dafensofspofgoti-ernmenLai irrrnunity asseriedbythe City d DutwgLo. Iowa.
rNa Qjha I;bw= in pt>re^_ The abDwe prese-walion ryf Wvehhmertlal imrrurities shall riot atherwise
change or alter the coverage avaiablt under the pricy.
SPECIMEN
�DEPARTMEWT MANAGER: FkLL iN ALL BUNKS AN D CHEC K 94. E-SM
Page of A Schedule J Professional %eruires January 2023
Page 24 of 29
Page 1663 of 1713
Appendix E
Project Related Data
AMERICAN RESCUE PLAN ACT (ARPA) COMPLIANCE
The following contract provisions along with this entire Request for Proposal will be
made a part of any resulting contract(s) that arise from this Request for Proposal.
Domestic Preferences for Procurement
As appropriate and to the extent consistent with law, the Contractor, to the greatest extent
practicable, shall provide a preference for the purchase, acquisition, or use of goods,
products, or materials produced in the United States (50% US or more) as noted in 2 CFR
§ 200.322, including but not limited to iron, aluminum, steel, cement, and other
manufactured products. The requirement of this section must be included in all subawards
per §200.322 including all contracts and purchase orders for work or products under
ARPA.
A. "Produced in the United States" means, for iron and steel products, that all
manufacturing processes, from the initial melting stage through the application
of coatings, occurred in the United States.
B. "Manufactured products" means items and construction materials composed in
whole or in part of non-ferrous metals such as aluminum; plastics and polymer -
based products such as polyvinyl chloride pipe; aggregates such as concrete;
glass, including optical fiber; and lumber.
Contract Work Hours and Safety Standards Act
Contracts awarded in excess of $100,000 that involve the employment of mechanics or
laborers must comply with 40 U.S.C. 3702 and 3704.
A. Each contractor is required to compute the wages of every mechanic and
laborer based on a standard work week of 40 hours. Work exceeding the standard
work week is permissible provided that the worker is compensated at a rate of not
less than one and a half times the basic rate of pay for all hours worked in excess
of 40 hours in the work week.
B. The requirements of 40 U.S.C. 3704 are applicable to construction work and
provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These
requirements do not apply to the purchases of supplies or materials or articles
ordinarily available on the open market, or contracts for transportation or
transmission of intelligence.
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Byrd Anti -Lobbying Amendment
Byrd Anti -Lobbying Amendment. Contractors that apply or bid for an award exceeding
$100,000 must file the required certification. Each tier certifies to the tier above that it will
not and has not used federal appropriated funds to pay any person or organization for
influencing or attempting to influence an officer or employee of any agency, a member of
Congress, officer or employee of Congress, or an employee of a member of Congress in
connection with obtaining any federal contract, grant or any other award covered by 31
U.S.C. 1352. Each tier must also disclose any lobbying with non -Federal funds that takes
place in connection with obtaining any Federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award.
Clean Air Act and The Federal Water Pollution Control Act
Contracts in excess of $150,000 must contain a provision that requires compliance with
all applicable standards, orders or regulations issued pursuant to the Clean Air Act and
the Federal Water Pollution Control Act. Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Equal Employment Opportunity
During the performance of this contract, the contractor agrees as follows-
(1) The contractor will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, sexual orientation, gender identity, or national origin.
The contractor will take affirmative action to ensure that applicants are employed, and
that employees are treated during employment without regard to their race, color, religion,
sex, sexual orientation, gender identity, or national origin. Such action shall include, but
not be limited to the following:
Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of compensation; and selection for
training, including apprenticeship. The contractor agrees to post in conspicuous places,
available to employees and applicants for employment, notices to be provided setting
forth the provisions of this nondiscrimination clause.
(2) The contractor will, in all solicitations or advertisements for employees placed by or
on behalf of the contractor, state that all qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, sexual orientation, gender
identity, or national origin.
(3) The contractor will not discharge or in any other manner discriminate against any
employee or applicant for employment because such employee or applicant has inquired
about, discussed, or disclosed the compensation of the employee or applicant or another
employee or applicant. This provision shall not apply to instances in which an employee
who has access to the compensation information of other employees or applicants as a
part of such employee's essential job functions discloses the compensation of such other
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employees or applicants to individuals who do not otherwise have access to such
information, unless such disclosure is in response to a formal complaint or charge, in
furtherance of an investigation, proceeding, hearing, or action, including an investigation
conducted by the employer, or is consistent with the contractor's legal duty to furnish
information.
(4) The contractor will send to each labor union or representative of workers with which
he has a collective bargaining agreement or other contract or understanding, a notice to
be provided advising the said labor union or workers' representatives of the contractor's
commitments under this section and shall post copies of the notice in conspicuous places
available to employees and applicants for employment.
(5) The contractor will comply with all provisions of Executive Order 11246 of September
24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
(6) The contractor will furnish all information and reports required by Executive Order
11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of
Labor, or pursuant thereto, and will permit access to his books, records, and accounts by
the administering agency and the Secretary of Labor for purposes of investigation to
ascertain compliance with such rules, regulations, and orders.
(7) In the event of the contractor's noncompliance with the nondiscrimination clauses of
this contract or with any of the said rules, regulations, or orders, this contract may be
canceled, terminated, or suspended in whole or in part and the contractor may be
declared ineligible for further Government contracts or federally assisted construction
contracts in accordance with procedures authorized in Executive Order 11246 of
September 24, 1965, and such other sanctions may be imposed and remedies invoked
as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or
order of the Secretary of Labor, or as otherwise provided by law.
(8) The contractor will include the portion of the sentence immediately preceding
paragraph (1) and the provisions of paragraphs (1) through (8) in every subcontract or
purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor
issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that
such provisions will be binding upon each subcontractor or vendor. The contractor will
take such action with respect to any subcontract or purchase order as the administering
agency may direct as a means of enforcing such provisions, including sanctions for
noncompliance:
Provided, however, that in the event a contractor becomes involved in, or is threatened
with, litigation with a subcontractor or vendor as a result of such direction by the
administering agency, the contractor may request the United States to enter into such
litigation to protect the interests of the United States.
The applicant further agrees that it will be bound by the above equal opportunity clause
with respect to its own employment practices when it participates in federally assisted
construction work: Provided, That if the applicant so participating is a State or local
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government, the above equal opportunity clause is not applicable to any agency,
instrumentality or subdivision of such government which does not participate in work on
or under the contract.
The applicant agrees that it will assist and cooperate actively with the administering
agency and the Secretary of Labor in obtaining the compliance of contractors and sub-
contractors with the equal opportunity clause and the rules, regulations, and relevant
orders of the Secretary of Labor, that it will furnish the administering agency and the
Secretary of Labor such information as they may require for the supervision of such
compliance, and that it will otherwise assist the administering agency in the discharge of
the agency's primary responsibility for securing compliance.
The applicant further agrees that it will refrain from entering into any contract or contract
modification subject to Executive Order 11246 of September 24, 1965, with a contractor
debarred from, or who has not demonstrated eligibility for, Government contracts and
federally assisted construction contracts pursuant to the Executive Order and will carry
out such sanctions and penalties for violation of the equal opportunity clause as may be
imposed upon contractors and sub -contractors by the administering agency or the
Secretary of Labor pursuant to Part II, Subpart D of the Executive Order. In addition, the
applicant agrees that if it fails or refuses to comply with these undertakings, the
administering agency may take any or all of the following actions: Cancel, terminate, or
suspend in whole or in part this grant (contract, loan, insurance, guarantee); refrain from
extending any further assistance to the applicant under the program with respect to which
the failure or refund occurred until satisfactory assurance of future compliance has been
received from such applicant; and refer the case to the Department of Justice for
appropriate legal proceedings.
Contracting with small and minority businesses, women's business enterprises,
and labor surplus area firms
If the awarded contractor (prime) uses subcontractors, it must take all necessary
affirmative steps to assure that small and minority businesses, women's enterprises,
and labor surplus area firms are used. The following affirmative steps are required of
the prime contractor-
(1) Placing qualified small and minority businesses and women's business
enterprises on solicitation lists;
(2) Assuring that small and minority businesses, and women's business
enterprises are solicited whenever they are potential sources;
(3) Dividing total requirements, when economically feasible, into smaller
tasks or quantities to permit maximum participation by small and minority
businesses, and women's business enterprises;
(4) Establishing delivery schedules, where the requirement permits, which
encourage participation by small and minority businesses, and women's
business enterprises;
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(5) Using the services and assistance, as appropriate, of such organizations
as the Small Business Administration and the Minority Business
Development Agency of the Department of Commerce;
(6) Requiring the prime contractor, if subcontracts are to be let, to take the
affirmative steps listed in paragraphs (1) through LQ of this section.
Suspension and Debarment
This contract is a covered transaction for the purposes of 2 C.F.R. pt. 180 and 2 C.F.R.
pt. 3000. As such, the contractor is required to verify that none of the contractor's
principals (defined at 2 C.F.R. § 180.995) or its affiliates (defined at 2 C.F.R. § 180.905)
are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. §
180.935).
System for Award Management (SAM)
A contract award will not be made to parties listed on the government -wide exclusions
in the System for Award Management (SAM). SAM contains the names of parties
debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549.
Procurement of Recovered Materials
In the performance of this contract, the Contractor shall make maximum use of products
containing recovered materials that are EPA -designated items unless the product
cannot be acquired —
a. Competitively within a timeframe providing for compliance with the
contract performance schedule;
b. Meeting contract performance requirements; or
c. At a reasonable price.
2. Information about this requirement, along with the list of EPA designated items, is
available at EPA's Comprehensive Procurement Guidelines web site,
https://www.epa.gov/smm/comprehensiveprocurement-guideline-cpq-program
3. The Contractor also agrees to comply with all other applicable requirements of
Section 6002 of the Solid Waste Disposal Act."
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