Request for Proposals_Thirty Inch Force MainMasterpiece on the Mississippi
Dubuque
bierd
All- America City
1
2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: RFP for Design of the Relocation of the 30" Force Main around the former
Public Works Garage Site and the Alliant Energy Site
DATE: May 2, 2012
City Engineer Gus Psihoyos recommends City Council approval to release an RFP for
the design to relocate the 30" Force Main from 12th Street to 7th Street.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
Masterpiece on the Mississippi
TO Michael C Van Milligen, City Manager
FROM Gus Psihoyos, City Engineer
Dubuque
All- America City
' 1
2007
SUBJECT RFP for Design of the Relocation of the 30" Force Main around the former
Public Works Garage Site and the Alliant Energy Site
DATE: April 19, 2012
INTRODUCTION
The purpose of this memo is to request authorization to release the attached RFP for
the design to relocate the 30" Force Main from 12th Street to 7th street
BACKGROUND
In 1969 the existing 30" force main was constructed from the Cedar Street lift station to
the Terminal Street lift station The force main route is shown in Appendix E, Exhibit 1
of the RFP (Yellow Line)
The route went through the former A Y McDonald site, the former City Public Works
site, and the Alliant Energy site During the early 1990's highway 151/61 was
constructed through Dubuque During the highway construction portions of the 30" force
main were relocated and the portion running through the A Y McDonald site was
abandoned However the portion running through the old Public Works Site and the
Alliant Energy site remained in place
In October of 2011, the City experienced a significant failure in the existing force main
Two breaks occurred simultaneously, one at the former Public Works garage site and
the other at the Alliant Energy site After Repairs were completed, a third break was
experienced at the former Public Works garage site The cost to repair the breaks,
which occurred on the former Public works site, was significant as the site is a super
fund site During the repair work some corrosion of the pipe was noted and it was also
found that when constructed the pipe was set on blocking prior to bedding, and the
blocking was not removed The areas of corrosion and the failed sections of pipe were
near the old blocking that was found to be still in place Soil and ground water
contamination has been identified on or near the existing 30" force main route that may
be a contributing factor to its deterioration
The adopted budget for FY 2013- FY2017 includes $849,124.00 for the design of the
entire force relocation, from 7th Street to 12th Street, and constructing the first phase,
from 9th Street to 11th Street.
DISCUSSION
With the adoption of the FY2013- FY2017 Five Year Capital Improvement Program
Budget, $849,124.00 has been established to begin the Relocation of the 30" Force
Main around the former Public Works Garage Site.
A description of the force main relocation is as follows:
Design• Establish a new alignment to re -route the 30" force main from 7th Street to
12th Street. The alignment will be based on a preliminary route established by City
Staff. The alignment will be coordinated with other City projects occurring along the
new route. The design will provide for a phased construction approach.
Construct Phase 1: The first phase will encompass constructing the force main pipe
from just east of the intersection of Elm Street and 11th Street to the 9th Street and
Washington Street intersection. A short section of the designed relocation will be
completed as part of the 7th Street reconstruction project. This phase completes the
section of pipe adjacent to the planned intermodal facility on Elm Street and
completes the installation near future intersection improvements for the two way
conversion of 9th and 11th Streets;
Construct Phase II & III (Future Projects): These two phases could happen in any
order. Phase II is the section of force main on Washington, 7th Street to 9th Street.
This section should be done in conjunction with the reconstruction of Washington
Street from 7th to 9th Streets. Phase III is the section of force main from the
intersection of 11th Street and Elm Street, to the tie -in point near 12th Street. This
phase would also include the tie -in to the existing force main at each end and the
abandonment of the existing pipe. Completing phase II and III would complete the
re- routing project.
The proposed schedule for the improvement projects is as follows:
RFPs released to the public:
Responses due:
Selection Committee Review
Recommendation to City Manager:
Engineering initiated:
Initiation of Public Bidding Sought:
Bids Due:
Award Contract:
Project Completion (Phase 1)
May 11,2012
May 24, 2012
May 29, 2012
June 11, 2012
June 18, 2012
August 20, 2012
September 6, 2012
September 17, 2012
November 16, 2012
2
The following staff members will review the proposals and formulate a recommendation:
1. Gus Psihoyos, City Engineer
2. Jonathan Brown, Water Pollution Control Manager
3. Tim Horsfield, Parking Division Manager
4. Ken TeKippe, Finance Director
5. John Klostermann, Street and Sewer Maintenance Supervisor
6. Nate Steffen, Engineering Technician
7. Todd Irwin, Engineering Technician
RECOMMENDATION
I recommend releasing the attached RFP to the public.
BUDGET IMPACT
The design and construction of the improvements will be through the FY2013
appropriation in the amount of $849,124.00 for the relocation of the 30 inch force main
around the former public works garage CIP 7102413.
The engineering design is expected to be $70,000 with the remaining balances being
used to cover the cost of construction, easements, and engineering services during
construction.
ACTION TO BE TAKEN
I respectfully request authorization to release to the public the attached RFP for the
design of the 30 Inch Force Main Relocation Project.
Attachments
Prepared by Todd Irwin
cc: Jenny Larson, Budget Director
Jonathan Brown, Water Pollution Control Manager
Tim Horsfield, Parking Division Manager
Ken TeKippe, Finance Director
John Klostermann, Street and Sewer Maintenance Supervisor
Nate Steffen, Engineering Technician
Todd Irwin, Engineering Technician
3
REQUEST FOR PROPOSAL
(RFP)
THE CITY OF
ISSUE DATE: May 11, 2012
CONTACT: Todd Irwin
FAX NON 663589 4205 563-589-4270
EMAIL: tirwin @cityofdubuque.org
DUB
Masterpiece on the Mississippi
SUBMIT PROPOSAL /OFFER PRIOR TO
CLOSING DATE: May 24, 2012
CLOSING TIME: 2:00 P.M. (local time)
SUBMIT TO
SEE Section 8.0
FAX /EMAIL NOT ACCEPTED
DESCRIPTION:
Design the Relocation of the Existing
from 7th Street to 12th street.
30 Inch Sanitary Sewer Forcemain
Approximately 2,340 LF.
RECEIPT OF PROPOSAL
If you are considering a response
❑ the left, fill in the information below
you received this RFP.
ACKNOWLEDGEMENT
to this RFP, please mark the box to
and return this sheet as a confirmation that
RFP at this time, please mark the box to
and return this sheet only.
NO RESPONSE
❑ If you do not want to respond
REPLY
to this
below
the left, fill in the information
COMPANY NAME
DATE
MAILING ADDRESS
CITY /STATE
ZIP CODE
AUTHORIZED SIGNATURE
PRINTED NAME
TITLE OF AUTHORIZED REPRESENTATIVE
EMAIL
PHONE
Page 1 of 29
Masterpiece on the Mississippi
CITY OF DUBUQUE
ENGINEERING DEPARTMENT
REQUEST FOR PROPOSAL
30 Inch Sanitary Sewer Forcemain Relocation
7th Street to 12th Street
City of Dubuque, Iowa
April 2012
Page 2 of 29
RFP ORGANIZATION
30 Inch Sanitary Sewer Forcemain Relocation
7th Street to 12th Street
Table of Contents:
SECTION PAGE
1.0 Introduction ................................... ............................... 4
2.0 Project Objectives. 5
3.0 Community Background... 6
4.0 Project Scope of Services... 7
5.0 City Resources 10
6.0 Information to be Included in the Proposal... ......... ....... 10
7.0 Proposal Questions and Answers 13
8.0 Submission Requirements............ 14
Appendix A Consultant Evaluation Selection Process. 16
Appendix B RFP Rules and Protest Procedure 20
Appendix C Insurance Requirements .................. ............................... 22
Appendix D City of Dubuque Contract Terms and Conditions .................. 26
Appendix E Project Related Data ....................... ............................... 29
Page 3 of 29
30" Sanitary Sewer Forcemain Relocation
7th Street to 12th Street
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
April 2012
1.0 INTRODUCTION
The City of Dubuque, Iowa is soliciting competitive proposals from qualified consultants
to provide engineering design services for the City's 30 Inch Sanitary Sewer Forcemain
Relocation 7th Street to 12th Street project
Force Main Background
During the late 1960's the existing 30 Inch force main was constructed from the Cedar
Street lift station to the Terminal Street lift station The original route of the 1969 force is
shown in Appendix E, Exhibit 1 This route (Yellow Line) went through the former A Y
McDonald site, the former City Public Works site, and the Alliant Energy site Highway
151/61 was constructed through Dubuque In the early 1990's During the highway
construction segment of the 30 Inch force main was relocated (Red Line) and the
segment running through the A Y McDonald site was abandoned
In October of 2011, the City experienced a significant failure in the existing force main
Two breaks occurred simultaneously, one at the former Public Works garage site, within
the building, and the other at the Alliant Energy site After Repairs were completed, a
third break occurred within the former Public Works building The cost to repair the
breaks that occurred on the former Public works site were significant as the site is a
super fund site During the repair work some corrosion of the pipe was noted and it was
also found that the pipe was set on blocking prior to bedding, and the blocking was not
removed The areas of corrosion and the failed sections of pipe were near the old
blocking that was found to be still in place Soil and ground water contamination has
been identified on or near the existing 30 Inch force main route Due to the location of
the existing pipe, the soil contaminants, and the questionable condition of the remaining
1969 pipe, the city has determined that it would be beneficial to relocate the force main
IIW, P C was hired as a consultant during the repair work and to evaluate the condition
of the existing force main, air relief stations, and emergency re -route procedures IIW,
P C was also asked to prepare a preliminary alternate route for the force main that
Page 4of29
would eliminate the approximately 3,266 If of the 1969 pipe. (Appendix E, Exhibit 2, Pg.
1 thru 3)
This RFP is for the design and construction documents for all phases of the portion of
force main to be relocated. We anticipate construction to happen in at least three
phases, and the design will be done to accommodate this phased approach. The first
phase is the section in and around the proposed intermodal site (Appendix E, Exhibit 2,
Pg. 2) and a short section crossing 7th Street. This phase is the middle section of the
relocation and the pipe and any air relief structures will be installed and capped. This
phase needs to be constructed prior to November 15, 2012. Subsequent phases will be
budgeted for and constructed in conjunction with other City capital improvements
projects along the proposed route.
The anticipated timeframe to design the improvements is approximately two months,
following the signing of a professional services agreement /contract. The selected
consultant will be expected to complete the contracted scope of work within the
specified timeframe, under the general direction and coordination of the City's
Engineering Department, as authorized by the City Council. The City's goal is to initiate
the public bidding process for the first section of the improvements in early August
2012.
2.0 PROJECT OBJECTIVES
The objectives of the project are to:
1. Review the preliminary alignment and establish an alignment for the sanitary
sewer force main that optimizes the use of existing easements and ROW;
Identify the exact horizontal and vertical location of the existing force main at
the tie -in points. The City will provide an excavating contractor to expose the
existing pipe at the tie -in points, located near 12th Street and on the south
side of 7h Street at Washington.
2. Identify and obtain interest in any additional property required to construct the
force main; the preliminary route impacts two properties. (Appendix E, Exhibit
2, Pg 3)
3. Design the improvements based on the information provided in the RFP,
topographical survey, geotechnical and environmental investigations.
4. Coordinate alignment and placement of any structures with consultants
working on the preliminary plans for the Intermodal Site and the One Way to
Two Way Traffic Conversion Study for 9th and 11th Streets.
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5. Coordinate with other utility providers. There is a major underground electric
transmission line running along the South side of 9th street; a 12" high
pressure gas main running along the North side of 9th street; and a large
diameter storm sewer and water main on 11th street. Other utilities are
present in the area and close coordination with those utility companies is
required.
6. Obtain all required permits from the DNR, EPA, IDOT and the rail road. A
permit for the rail road will not be necessary to construct Phase 1.
7 Prepare bid documents (plans and specifications) for the construction of the
improvements outlined herein. The project will be bid as at least three
individual construction projects. The first will be for the work from 11th street
near Elm Street, to the intersection of 9th and Elm Streets. The portion
crossing 7th street will be included with the 7th Street reconstruction project,
schedules for construction this year. The construction documents should be
assembled accordingly.
In addition to providing design services, the Consultant may be asked to perform
construction services such as staking and inspection.
The City's budget for engineering services is as follows:
Design (Survey through Contract Award — All Phases) $70,000
3.0 COMMUNITY BACKGROUND
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 over $100 million and funds a full range of services. The City's web site is
www.cityofdubuque.orq.
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.
Page 6 of 29
4.0 PROJECT SCOPE OF SERVICES
Although the scope of services or the project plans may be divided, truncated, phased,
or expanded at the sole discretion of the City of Dubuque, the proposal shall outline
the means and methods by which the consultant will provide the scope of
services identified herein.
4.1 Project Management
The consultant shall identify one person to serve as the Project Manager for this
project. The Project Manager shall be the primary point of contact for the
exchange of all information between the city and consultant team. The Project
Manager will be required to perform the following:
4.1.1 Review all existing City Documents, Existing and Proposed Plans,
Environmental Reports, geotechnical reports for the proposed force main
route. Identify additional needed information to complete the design.
4.1.2 Prepare and submit to the Owner a bulleted progress report for the project
design on a monthly basis. The summary shall contain a list of major
events and accomplishments that occurred over the previous four weeks;
4.1.3 Oversee the design of the sanitary sewer force main improvements.
4.1.4 Work closely with all permitting authorities and the railroad to obtain all
necessary permit coverage prior to issuing project documents for bidding.
4.1.5 Secure contact of and communication with property owners, public
agencies, and other parties of interest in person and through written
correspondence necessary to complete the requirements of this project.
Utility companies must be contacted early in the project. All existing
utilities shall be located and included in all surveys and /or resultant plans.
Copies of topographic survey base sheets shall then be provided to all
utility companies serving the project area for their review. Electronic files
or disk copies of the base sheets shall also be made available. Utility
facilities and infrastructure shall then be incorporated into all project plans.
4.2 Engineering Analysis
4.2.1 Site Characterization — Data Collection
Page 7 of 29
The consultant must collect all data necessary for the design and
construction of the improvements.
4.2.1.1 Detailed Ground Survey
The consultant will have to perform all topographic survey work to
complete the design of the improvements. The ground control and
elevations are to be referenced to the City's existing geographical
information system; All surveys shall be tied to NAD 1983 State Plain Iowa
North FIPS 1401 (feet). It will be the consultant's responsibility to field -
locate structures, utilities, and easement limits etc., to establish and
protect limits of disturbance zones during construction. The minimum
area surveyed shall be an area 80 feet wide for the entire alignment. Also
the existing force main shall be located vertically and horizontally at the
tie -in points. The City shall employ an excavating contractor to allow the
pipe to be positively located by the consultant.
4.2.1.2 Environmental inspections
The consultant shall obtain and review all environmental reports that have
been completed in the area of the proposed alignment and provide or
obtain environmental services to perform additional investigations as
needed to make determinations as to the existing soil conditions and how
the conditions impact the design and construction of the proposed
improvements.
4.2.1.3 Additional Relevant Data
The consultant will be responsible for collecting any additional data that is
necessary for the design, construction, and maintenance of the proposed
improvements.
4.3 Design
The design of the improvements shall at a minimum address /include the
following: Assume Three phases and three complete plan sets.
❑ Existing conditions Plan for the corridor;
❑ SWPPP and Erosion & Sediment Control Plan (All Phases);
❑ Plan and Profile Drawings (All Phases);
❑ Traffic Control / Detour Route (phase 0;
❑ Construction Details (All Phases);
❑ Specifications (All Phases);
❑ Agency Coordination(AII Phases)
❑ Permit Applications (All Phases).
❑ Construction Cost Estimates (All Phases)
Page 8 of 29
4.3.1 Conceptual Design with Cost Estimate (All Phases)
The purpose of the conceptual (50 %) design is to ensure that the City concurs
with the proposed functional details and the proposed alignment /location of the
proposed improvements. The conceptual design will be based on the conceptual
route established the City. Multiple meetings with the City Engineer and other city
consultants may be necessary prior to the City's approval of the conceptual plan.
4.3.2 Preliminary Design with Cost Estimate (All Phases)
The purpose of the preliminary (75 %) design is to ensure that the City concurs
with the proposed functional details; the proposed alignment /location of the
proposed improvements; and the preliminary technical specifications. In
addition, review of the use of existing and potential need for additional
property /ROW will be evaluated by the City.
To construct the improvements, additional property may be required. This will
necessitate the consultant to prepare plats indicating metes and bounds, tie
lines, etc. of property(s) needed to accommodate project permanent
ROW /easements and any temporary construction easements. Work to produce
the plats should not commence until the City Engineer approves the elements of
the preliminary design. It is anticipated that two properties will be affected, near
11 th street and the hwy 151/61 off ramp at 11th street.
4.3.3 Final Design and Construction Documents with Cost Estimate (All Phases)
The final design tasks /deliverables shall at a minimum consist of:
❑ Final Plats Of required)
❑ Final Construction Documents
❑ Final Plans, Specifications and Cost Estimate
❑ Permits
❑ Presentation to City Staff
The Consultant shall be required to complete all of the
specifications required to complete the bid documents. The
detailed specifications shall include, but not be limited to, cover in
sufficient detail the type and quality of materials, required tests and
guarantees, methods of construction unrelated to OSHA
requirements, sequence of construction, and all other information
required for the construction of the project.
Consultant shall provide a set of reproducible paper and electronic
(ACAD) and (.PDF) construction plans and specifications signed by
a Professional Engineer licensed in the State of Iowa.
The plans shall include a minimum of three indivisible control points
to establish horizontal and vertical control for the project. The points
Page 9 of 29
must be tied into the City's GIS and must have at least three ties to
identify their location in the field.
❑ The Consultant shall incorporate all addenda and related design
and specification changes and updates into a final construction set
for distribution.
4.4 Bidding & Contract Award
During the Bidding and Award process the Consultant will be responsible
for:
❑ Answering contractor questions
❑ Issuing Addenda
❑ Recommendation of award
❑ Construction plans & Specifications that include all addenda
5.0 CITY RESOURCES
5.1 Use of City Resources for the RFP Preparation
All information requests shall be directed to the City's representative as detailed
in Section 7.0 of this request for proposal.
5.2 Material Available for the RFP
See Appendix E.
5.3 City Resources Available to the Selected Vendor
The City will make DAGIS (Dubuque Area Geographical Information System)
data (contours, property lines, property ownership, storm & sanitary sewer
systems and aerial photography) available for this project as well as staff
contact /resources persons in the Information Services Department and
Engineering Department.
6.0 INFORMATION TO BE INCLUDED IN PROPOSAL
The submitted proposal should address all aspects of the required work discussed in
this RFP, including any cost information which should be included in the submittal and
clearly titled "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.
Page 10 of 29
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 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.
6.1 Letter of Transmittal
Provide a letter of transmittal briefly outlining the Proposer's understanding of the
work and list the project manager's name, address, telephone number, fax
number and e-mail address. The name that is provided for the project manager
will be used as the primary contact during this RFP process.
6.2 Index
Each proposal shall contain a table of contents that delineates each section
contained in the proposal and the corresponding page number.
6.3 Profile of Firm
Provide general background information about the firm and its areas of expertise
as they relate to this RFP. Include information about the key project team
members who will be assigned to the project and their areas of expertise that will
be utilized on the project. Include a flow chart that shows the communication
path between the city and key project team members. Include all project team
members on the flow chart and show the supervisory relationship between all
members of the team.
6.4 Proposed Project Team Qualifications
Describe the experience and success of the Firm and key personnel proposed
for the Dubuque project, in performing similar projects. Specifically include any
experience and success the firm or key personnel have in working on sanitary
sewer force main design.
Include at least 3 client references (including individual contact name and
telephone numbers) from similar projects that have been completed in the last
five (5) years AND the list the names of project team members proposed for the
Dubuque project who have worked on the referenced projects.
Describe the name and location of other sub - contracting firms that would be used
by the Consultant during the project. List the approximate percentage of the
work that would be performed by each of these firms. Briefly describe any
relevant experience and qualifications of the sub - contracting firm.
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6.5 Scope of Services
Describe the means or strategy by which the Consultant would satisfy the Scope
of Services. Include a copy of the sub consultants completed Work Breakdown
Structure (WBS) for the project (See Appendix E), and clearly mark the services
which your firm will provide as main consultant. Only mark services that are
included in your proposed fee. At a minimum, the submitted WBS should include
the services required by the RFP. The Consultant should indicate in the WBS
any work items that are expected to be completed by City staff.
6.6 Proposed Project Schedule
Provide a design /construction project schedule outlining the time period and
estimated completion date of the proposed scope of work. This should include a
schedule and description of all deliverable reports /documents throughout the
project. The construction documents for the first phase of the project should be
ready to initiate public bidding in August of 2012.
6.7 Certificate of Insurance
The selected firm will be required to meet the City's insurance requirements for
professional services. (See attached Insurance Schedule C /Appendix C.)
6.8 Sustainable Dubuque Initiatives
In 2006, the Mayor and City Council identified Sustainability and Green City
designation as a top priority. Since then, the city has been working on numerous
projects to help implement this priority as listed on the website
http : / /www.sustainabledubuque.orq. The selected firm shall follow the Vision
Statement and eleven sustainable principles on this City of Dubuque project.
Hard copy can be provided upon request.
6.9 Federal Consent Decree
All potential contractors and consultants to the City of Dubuque (City) that
perform work that may apply to or impact the cities sanitary sewer collection
system shall sign the "Certification by contractor or consultant" Consent Decree
http:// www. citvofdubuque .orglDocumentView.aspx ?DID =3173 or a hardcopy can
be provided upon request. You are required to review the Consent Decree and
comply fully with its terms and conditions
6.10 Fees and Compensation
Provide a fixed fee budget for completion of the proposed scope of services with
cost breakdowns by major scope element; Topographic Survey, Platting, Sub
Surface Investigations, Design, Permitting, bidding & award. Also include a rate
structure. The Consultant will be progressively paid for the earned value of
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progress made for each major scope element completed, plus reimbursable
expenses, subject to the agreed upon Not -to- Exceed amount as written in the
signed contract. Invoices shall be paid on a monthly basis.
Quotation of fees and compensation shall remain firm for a period of at least 60
days from the RFP submission deadline.
7.0 PROPOSAL QUESTIONS AND ANSWERS
If you have any questions concerning this proposal, or other technical questions, please
submit your requests to the City's designated representative. 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, fax or email) as an officially numbered and titled
addendum to the RFP by the City of Dubuque.
Any questions concerning this proposal must be received on or before 12:00 p.m. (local
time) on May 21, 2012. Any inquiries received after this date will not be answered.
When submitting a question to the City's representative, 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 representative
identified in this section (Section 7.0) for this proposal. Violation of this restriction will be
considered a violation of the rules and be grounds for disqualification of the Proposer's
proposal.
Contact information is as follows:
Todd Irwin.
City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, IA 52001
Phone 563.589.4270
Fax: 563.589.4205
E -mail: Tirwin @cityofdubuque.org
Page 13 of 29
8.0 SUBMISSION REQUIREMENTS
Before submitting a proposal, each Proposer 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:
• Submittal
Mailing Address:
• Submittal Copies:
May 24, 2012 on or before 2:00 p.m. (Local Time)
City of Dubuque
Engineering Department
c/o Todd Irwin
50 West 13th Street
Dubuque, Iowa 52001 -4864
Proposal: Seven (7) hardcopies and one electronic
(.pdf) copy shall be provided.
Fees: Seven (7) hardcopies and one electronic
(.pdf) copy shall be provided (under
separate cover)
Submit one (1) original signed proposal and six (6) copies all labeled 30 Inch Sanitary
Sewer Force Main Relocation Project. Submitted proposals must be in delivered in
printed format. In addition, supply one (1) electronic version of the proposal in Adobe
Acrobat format. No faxed or e-mail proposals will be accepted. The proposal must be a
document of not more than twelve (12) numbered 8 -1/2 x 11 -inch pages, not including
the letter of transmittal, index, project schedule, dividers and the front and back covers.
Proposals should not include any pre - printed or promotional materials. Any proposals
exceeding 12 numbered pages may not be considered.
The original proposal document shall be signed in blue ink by an officer of the company
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 sixty (60) calendar days from the proposal closing date is required.
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 will not be responsible for any loss or delay with respect to delivery of
the proposals.
The City of Dubuque is not liable for any cost 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 the firms in responding to this RFP and those not specified in any
contract. All results from this project will remain the property of the City of Dubuque.
Page 14 of 29
Thank you for your consideration and interest in the project.
Sincerely,
Todd Irwin
Engineering Technician
City of Dubuque
Page 15 of 29
30 Inch Sanitary Sewer Force Main
Relocation 7th Street to 12th Street
THE CITY OF
Dusk
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
April 2012
Appendix A
Consultant Evaluation and Selection Process
Page 16 of 29
INITIAL EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the
proposal format. A selection committee of City of Dubuque personnel 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.
1. The proposed project team's level of professional competence and a proven
track record in:
❑ Designing large diameter sanitary sewers, Force mains, and IDOT
Highway Work;
❑ Applying for and obtaining the permits that will be required for this project;
❑ Working on municipal capital improvement projects in Iowa
2. The proposed project team's experience working together on similar projects.
3. The quality of the proposal based on the:
❑ Demonstrated understanding of the City's overall objectives;
❑ Design approach /methodology in completing scope of service;
❑ Level of interest;
❑ Knowledge of the project site;
❑ Proposed schedule;
❑ Creativity and problem solving ability;
❑ Ability to demonstrate initiative and motivation; and
❑ Local economic impact.
❑ Proposed fee in relationship to the services offered.
Page 17 of 29
CONSULTANT SHORT -LIST EVALUATION CRITERIA
A selection committee may or may not interview short - listed firms. If interviews are
held, both the original submitted proposal and the results of Consultant interview may
be used to evaluate consultants. In addition to the evaluation criteria listed above,
interviews will be judged on the consultant's:
❑ Responsiveness and compatibility with the City;
❑ General attitude and ability to communicate;
❑ Ability of the Consultant to communicate ideas through prepared documents and
presentations;
❑ Ability to listen, be flexible, and follow and /or implement direction and /or ideas or
concepts;
❑ How the Consultant team would interact with the general public, City staff, and
public officials; and
The City may also review direct and indirect references of previous work product. The
City may utilize site visits or may request additional material, information, presentations
from the Proposer(s) submitting the proposals.
SELECTED VENDOR FEE NEGOTIATION PROCESS
Upon the successful completion of Consultant interviews, the committee shall
recommend the selection of a Consultant to the City Manager. The City Manager may
in turn make a recommendation to the City Council. A finalized scope of work and fee
structure shall be directly negotiated with the Firm that is selected by the Dubuque City
Council.
After the City Council grants authority to negotiate a final scope of work and execute a
contract for the project, the Consultant shall prepare and submit to the City a separate
Work Breakdown Structure (WBS) to reflect the Firm's approach to the project. The
City's WBS — Vertical form shall be used by the Consultant. 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 the WBS should include project management as a
separate task. Each major task /scope element of the WBS shall have a defined cost
and schedule. The consultant shall indicate in the WBS the work tasks that will be
completed by City staff.
Once the selected consultant has prepared the WBS, the final scope of work for the
project will be negotiated with the City by joint revision to the WBS in order 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
Page 18 of 29
team members, and addition or elimination of tasks may be modified on the WBS in
order to achieve the best overall results for project. The selected consultant shall be
responsible for preparing and revising the final WBS. When the final scope has been
determined and 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. The Consultant shall also include in the final contract documents, the
language contained in Appendix D - City of Dubuque Contract Terms and Conditions.
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.
Page 19 of 29
30 Inch Sanitary Sewer Force Main THE CITY OF
Relocation 7th Street to 12th Street DUB E
Masterpiece on the Mississippi .
Consultant Professional Services
Request for Proposal
April 2012
Appendix B
RFP Rules and Protest Procedure
Page 20 of 29
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 Proposer an advantage or benefit not
enjoyed by other Proposers.
EXCEPTIONS
Proposer exceptions to any part of the requirements stated in this request must be
clearly identified as exceptions and noted in the transmittal letter and in the submitted
budget.
RANKING OF THE PROPOSALS
No debriefings or scoring information shall be released before the City Manager has
recommended that a contract be negotiated with the recommended firm. However,
after said authorization has been given, all contents of the selected proposal 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 in 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. The written dispute shall be sent via certified mail or delivered in person to
the point of contract 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 21 of 29
30 Inch Sanitary Sewer Force Main THE CITY OF
Relocation 7th Street to 12th Street DUB E
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
April 2012
Appendix C
Insurance Requirements
(Schedule C, August, 2011)
Page 22 of 29
Insurance Schedule C
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 end of the project if the term of work is longer than 60 days. Providers
presenting annual certificates shall present a Certificate at the end of each
project with the final billing. Each Certificate shall be prepared on the most
current ACORD form approved by the Iowa Department of Insurance or an
equivalent.
2. All policies of insurance required hereunder shall be with a carrier authorized to
do business in Iowa and all carriers shall have a rating of A or better in the
current A.M. Best's Rating Guide.
3. Each Certificate shall be furnished to the contracting department of the City of
Dubuque.
4. Failure to provide minimum coverage shall not be deemed a waiver of these
requirements by the City of Dubuque. Failure to obtain or maintain the required
insurance shall be considered a material breach of this agreement.
5. Subcontractors and sub subcontractor performing work or service shall provide a
Certificate of Insurance in accord with Exhibit I.
6. All required endorsements to various policies shall be attached to Certificate of
insurance.
7. Whenever a specific ISO form is listed, an equivalent form may be substituted
subject to the provider identifying and listing in writing all deviations and
exclusions that differ from the ISO form.
8. Provider shall be required to carry the minimum coverage /limits, or greater if
required by law or other legal agreement, in Exhibit I.
Page 23 of 29
Insurance Schedule C (continued)
Exhibit 1
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
Fire Damage Limit (any one occurrence) $ 50,000
Medical Payments $ 5,000
a) Coverage shall be written on an occurrence, not claims made, form All deviations
from the standard ISO commercial general liability form CG 0001, or Business
owners form BP 0002, shall be clearly identified
b) Include ISO endorsement form CG 25 04 "Designated Location(s) General Aggregate
Limit" or CG 25 03 "Designated Construction Project (s) General Aggregate Limit" as
appropriate
c) Include endorsement indicating that coverage is primary and non - contributory
d) Include endorsement to preserve Governmental Immunity (Sample attached)
e) Include additional insured endorsement for
The City of Dubuque, including all its elected and appointed officials, all its
employees and volunteers, all its boards, commissions and /or authorities and
their board members, employees and volunteers
using ISO form CG 20 10 Ongoing operations
B) AUTOMOBILE LIABILITY $1,000,000 (Combined Single Limit)
C) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Coverage A
Coverage B
Statutory—State of Iowa
Employers Liability
Each Accident $100,000
Each Employee - Disease $100,000
Policy Limit - Disease $500,000
a) Policy shall include an endorsement providing a waiver of subrogation to the
City of Dubuque
b) Coverage B limits shall be greater if required by Umbrella Carrier
D) UMBRELLA LIABILITY $1,000,000
E) PROFESSIONAL LIABILITY $1,000,000
Page 24 of 29
Preservation of Governmental Immunities Endorsement
1. Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and
states that the purchase of this policy and the including of the City of Dubuque, Iowa
as an Additional Insured does not waive any of the defenses of governmental
immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4
as it is now exists and as it may be amended from time to time.
2. Claims Coverage. The insurance carrier further agrees that this policy of insurance
shall cover only those claims not subject to the defense of governmental immunity
under the Code of Iowa Section 670.4 as it now exists and as it may be amended
from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be
covered by the terms and conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible
for asserting any defense of governmental immunity, and may do so at any time and
shall do so upon the timely written request of the insurance carrier.
4. Non - Denial of Coverage. The insurance carrier shall not deny coverage under this
policy and the insurance carrier shall not deny any of the rights and benefits
accruing to the City of Dubuque, Iowa under this policy for reasons of governmental
immunity unless and until a court of competent jurisdiction has ruled in favor of the
defense(s) of governmental immunity asserted by the City of Dubuque, Iowa.
No Other Change in Policy. The above preservation of governmental immunities shall
not otherwise change or alter the coverage available under the policy.
SPECIMEN
Page 25 of 29
30 Inch Sanitary Sewer Force Main THE CITY OF
Relocation 7th Street to 12th Street DUB E
Masterpiece on the Mississippi .
Consultant Professional Services
Request for Proposal
April 2012
Appendix D
City of Dubuque Contract Terms and Conditions
Page 26 of 29
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 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
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.
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 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
Page 27 of 29
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.
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 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.
Page 28 of 29
30 Inch Sanitary Sewer Force Main THE CITY OF
Relocation 7th Street to 12th Street DUB E
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
April 2012
Appendix E
Project Data:
1969 Force main Route and 1990 relocation (.pdf}
Preliminary Force Main Relocation route (pdf)
Work Breakdown Schedule (pdf)
Environmental studies and Preliminary plans
are available on the City FTP Site:
For FTP Site Access Contact:
Engineering Department
563 - 589 -4270
Page 29 of 29
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Work Breakdown Structure (WBS)
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Amount
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$ -
4 1 2 Progress Reports
$ -
4 1 3 Oversee Design
$ -
41 4 Permitting
$ -
4 1 5 Coordination with Stakeholders
$ -
Sub Total:
$ -
$ -
$ -
$ -
$ -
$ -
4.20 Engineering Analysis
$ -
4 2 1 Site Characterization
$ -
4 2 1 1 Detailed Gound Survey
$ -
4 2 1 2 Environmental / Geotechnical / Archeological
$ -
4 2 1 3 Additional Relevant Data
$ -
Sub Total:
$ -
$ -
$ -
$ -
$ -
$ -
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$ -
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$ -
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Sub Total:
$ -
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$ -
$ -
$ -
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4.40 Bidding & Award
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$ -
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$ -
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Work Breakdown Structure (WBS)
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Proposal
Amount
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Sub 1
Amount
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Sub 2
Amount
Sub 2
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Sub 3
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4 1 2 Progress Reports
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4 1 3 Oversee Design
$ -
41 4 Permitting
$ -
4 1 5 Coordination with Stakeholders
$ -
Sub Total:
$ -
$ -
$ -
$ -
$ -
$ -
4.20 Engineering Analysis
$ -
4 2 1 Site Characterization
$ -
4 2 1 1 Detailed Gound Survey
$ -
4 2 1 2 Environmental / Geotechnical
$ -
4 2 1 3 Additional Relevant Data
$ -
Sub Total:
$ -
$ -
$ -
$ -
$ -
$ -
4.30 Design
4 3 1 Conceptual Design with Cost Estimate 50%
$ -
4 3 2 Preliminary Design with Cost Estimate 75%
$ -
4 3 3 Final Design / Bidding Documents with Cost Est
$ -
Sub Total:
$ -
$ -
$ -
$ -
$ -
$ -
4.40 Bidding & Award
$ -
Sub Total:
$ -
$ -
$ -
$ -
$ -
$ -
Proposal Total
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$ -
$ -
$ -
$ -
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