RFP_5th and Bluff Street Public Restroom Design
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: 5th and Bluff Street Public Restroom Project Design RFP
DATE: September 27, 2012
Building Services Manager Rich Russell recommends City Council approval of the
Request for Proposals for the 5th and Bluff Street Public Restroom Project Design.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
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Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Rich Russell, Building Services Manager
THE CITY OF
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Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Rich Russell, Building Services Manager
DATE: September 27, 2012
SUBJECT: 5th and Bluff Street Public Restroom ProjectDesign RFP
Dubuque
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INTRODUCTION
This memo transmits the request to approve the attached Request for Proposals (RFP) for the 5th and Bluff Street Public
Restroom Project Design. This restroom facility will help serve the accessibility needs of businesses in the Cable Car Square
area, while also providing additional permanent restroom capacity for events at Washington Park.
DISCUSSION
The RFP Committee reviewed the RFP on September 6, 2012 and recommended we proceed with the search for a design
professional for the project. Members of the RFP team included Finance Director Ken TeKippe, ADA Inspector Gary Blosch,
Parking Supervisor Tim Horsfield, Human Rights Director Kelly Larson, Dubuque Main Street Limited Executive Director Dan
LoBianco,Assistant Planner Dave Johnson, Leisure Services Manager Marie Ware and Building Services Manager Rich
Russell.
RECOMMENDATION
Approval of the attached RFP.
PROJECT COST - BUDGET IMPACT
The construction budget for this project has been established with a funding amount of $195,000 plus $25,000 for design
services.
ACTION TO BE TAKEN
Approval of the attached RFP.
Prepared by:
Rich Russell
REQUEST FOR PROPOSAL (RFP)
THE CITY OF
ISSUE DATE: September 4, 2012
CONTACT: Rich Russell
PHONE NO: 563- 589 -4152
EMAIL. rrussell @cityofdubuque.org
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Masterpiece on the Mississippi
SUBMIT PROPOSAL /OFFER PRIOR TO:
CLOSING DATE: October 25, 2012
CLOSING TIME: 2:00 P.M. (local time)
SUBMIT TO:
SEE Section 8.0
FAX/EMAIL NOT ACCEPTED
DESCRIPTION:
Architectural Design and Construction Administration
Services for the 5th and Bluff Street Public Restroom Project
RECEIPT OF PROPOSAL
0 If you are considering a response
the left, fill in the information below
that you received this RFP.
NO RESPONSE REPLY
If do to to
ACKNOWLEDGEMENT
to this RFP, please mark the box to
and return this sheet as a confirmation
this RFP at this time, please mark the
below and return this sheet only.
• you not want respond
box to 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:
CITY OF DUBUQUE
BUILDING SERVICES
DEPARTMENT
REQUEST FOR PROPOSAL
5th and Bluff Street
Public Restroom Project
City of Dubuque, Iowa
September 4, 2012
Page 2 of 29
RFP ORGANIZATION
5th and Bluff Street Public
Restroom Project
City of Dubuque, Iowa
September 4, 2012
Table of Contents:
SECTION PAGE
1.0 Introduction ................................... ............................... 4
2.0 Project Objectives .......................... ............................... 4
3.0 Community Background ................... ............................... 5
4.0 Project Scope of Services ................ ............................... 5
5.0 Use of City Resources ..................... ............................... 9
6.0 Information to be Included in the Proposal .......................... 9
7.0 Proposal Question and Answers ........ ............................... 12
8.0 Submission Requirements ................ ............................... 12
Appendix A Consultant Evaluation Selection Process ........................... 15
Appendix B RFP Rules and Protest Procedure. 19
Appendix C City of Dubuque Contract Terms and Conditions. 21
Appendix D Insurance Requirements .................. ............................... 24
Appendix E Map of Site ................................... ............................... 34
Page 3 of 29
5th and Bluff Street Public
Restroom Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
September 4, 2012
1.0 INTRODUCTION
The City of Dubuque, Iowa is soliciting competitive sealed proposals from qualified
professional consulting firms to complete a design and perform construction management of
a proposed public restroom facility at the NW corner of 5th and Bluff Streets.
After a professional services agreement is negotiated, the City requires the design and
construction phases for the project to be completed no later than June 30, 2013. 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 Building
Services Department as authorized by the City Council.
2.0 PROJECT OBJECTIVES
The City is in the process of addressing the need for accessible restrooms in the Cable Car
Square area of downtown. The City envisions that attendees of events at Washington Park
would also benefit by the provision of the facility. The completed project will produce a fully
accessible facility that serves the need of accessible restrooms for businesses that cannot
provide them due to space and topographic limitations.
The City anticipates the use of vandal- resistant fixtures and equipment, security cameras,
easily - cleaned finishes, drinking fountain with pet option and door hardware that allows for
locking the restrooms to prevent use based on time of day.
The final design will need to be in compliance with the City's Architectural Guidelines for
Historic Structures in the Historic Districts of the City of Dubuque.
http: // www. cityofdubuque .org /DocumentCenter /Home /View /1482
This particular project is located within the Cathedral Historic District.
http: // www. cityofdubuque .orq /index.aspx ?NID =1460
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Designer attendance at a Historic Preservation Commission meeting to present the design is
expected.
Sustainable design practices should be applied to all aspects of the project. In 2006, the
Mayor and City Council identified Sustainability and Green City designation as a top priority.
Since then, the city has been working to implement this priority as listed on the
www.sustainabledubugue.org website on all projects. The City will place special emphasis on
energy efficiency and constructing a high performance building to reduce long term operation
and maintenance costs and the incorporation of renewable energy components.
Value Engineering will be used throughout the design process to determine the extent of
sustainable design practice implementation. Value Engineering will also be utilized on all
other parts of the project as necessary to keep the project within budget.
In summary, the City is seeking a Consultant to design and engineer all aspects of the
project, prepare construction documents, assist the City with bidding the project and serve as
the project's Construction Administrator.
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 nearly
$142 million and funds a full range of services. The City's web site is www.citvofdubuque.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.
The job creation and unemployment numbers show that Dubuque is growing steadily in the
current economic climate. Dubuque's construction numbers reveal an even more
encouraging picture. The City has formed strong relationships with the local business
community to promote continued economic growth and success.
4.0 PROJECT SCOPE OF SERVICES
The following outline represents the minimum components for providing architectural
and construction management services for the 5th and Bluff Street Public Restroom
Project. The Consultant should describe the means or strategy by which they will
satisfy the Scope of Services. The construction budget for this project has been
established with a funding amount of $195,000 plus $25,000 for design services.
4.1 — Project Management & Accounting
4.1.1 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 Total Project Cost (TPC) budget are being
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monitored and adhered to at all times during the design and construction of the
project. One of the Project Manager's prime responsibilities is to track and facilitate
solutions for any issues that may arise during the design and construction phases.
This includes acting as the working lead on the project when city staff time is limited
and not available to coordinate critical path solutions. Additionally, the Project
Manager shall serve as the primary point of contact for all exchange of information
between the City and the Consultant.
4.1 .2 The Project Manager shall maintain an updated, Work Breakdown Structure
(WBS) /task outline for the duration of the design and construction administration
phases. The WBS shall contain line items for all major tasks and deliverable
components of the project. Each listed task shall be aggregated into groups of work
with and associated fee no larger than $10,000. Project Management shall be listed
as a separate task on the WBS. The Project Manager shall track on the WBS the
amount of work accomplished for each task that is listed.
4.1 .3 The Project Manager shall maintain an updated project schedule for the duration of the
design phase based on the tasks listed in the WBS. The Project Manager shall be
responsible for reviewing and monitoring the Contractors project schedule during
construction.
4.1.4 The Project Manager shall maintain an updated Total Project Cost (TPC) budget for
the duration of the project. The TPC budget shall be completed using the best
available information at the time of each submittal in order to provide an estimated
total cost for all components of the project. The budget shall include estimated
construction costs, equipment /furniture costs and all direct costs and reimbursable
expenses for the Consultant, Subconsultants and the City.
4.1.5 During the design and construction phases of the project, the Project Manager shall
submit to the City a bulleted progress report for the project. The summary shall only
contain a list of major events that have occurred since the last report submittal, along
with a list of work that will be accomplished in the upcoming weeks and a list of critical
items that need immediate attention.
4.2 - Project Manager Deliverables
The following is a list of requirements that shall be provided throughout the project.
4.2.1 The Project Manager shall submit by electronic mail a copy of the WBS to the City on
a monthly basis. The WBS shall be submitted on the first day of each month. On the
day of submittal, the Project Manager shall be available for approximately 15 minutes
by phone to discuss items on the WBS.
4.2.2 The Project Manager shall submit an updated electronic copy of the project schedule
on the first day of each month. This submittal is required during the design and
construction administration phases.
4.2.3 The TPC budget shall be submitted to the City in an electronic file format on the first
day of each month.
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4.2.4 The Project Manager shall submit the progress report on the first day of each month.
The summary shall be submitted by electronic mail and be less than a single page in
length.
4.3 — Predesign Phase
4.3.1 Visit with City gain understanding of the space utilization needs.
4.3.2 Submit a brief technical memorandum that lists all Federal, State and City reviews,
permits and approvals that are required as part of the design and construction of the
project. The memorandum should detail how any specific review, permit or approval
may complicate or delay the completion of the project.
4.3.3 Key members of the Consultant project team will lead a project kick - off /scope review
meeting. The meeting will be held prior to the commencement of the schematic
design phase and will involve City staff and key project stakeholders. At the meeting,
the project team will confirm that they have a clear understanding of the project scope
by reviewing the information collected under Sections 4.3.1 -3 and receiving feedback
from City Staff and project stakeholders.
4.4 — Design Phase
General components included in the design of the project include: ADA- compliant restrooms
for both men and women, exterior drinking fountain that includes provisions for bottle filling
and pets and highly efficient mechanical and electrical systems.
Energy Efficiency:
The City desires a highly energy efficient building. To achieve a high performance building,
the following items must be incorporated into the project by the selected consultant:
• The project will need to be designed following the City's adopted 2009 International
Energy Conservation Code.
• Energy modeling — The City requires that an energy model be created during the
design of this project. The Consultant should be sure to select energy modeling
software that is compliant with achieving the 2011 ENERGY STAR label and
performance rebates offered by the utility companies. Additionally, if the consultant
desires to take advantage of the Section 179D Tax Deduction for Energy Efficient
Commercial Buildings granted under Title 26 of the IRS Tax Code, the City is willing to
allocate the achieved deduction to the designer consultant for a negotiated fee.
4.4.1 Schematic Design Services - The Consultant shall provide design services as
necessary to develop a schematic design that incorporates all aspects of the project
scope. Schematic design plans and an updated statement of probable Total Project
Cost shall be submitted to the City for review and comment. The consultant shall also
prepare specifications and assist with bidding of a deconstruction project for the
building during this phase.
4.4.2 Design Development Services - The Consultant shall provide design services as
necessary to create design development plans and contract documents that
incorporate all aspects of the project scope including any value engineering changes.
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Design development documents and an updated statement of probable Total Project
Cost shall be submitted to the City for review and comment. Additional submittals
shall include a Building Code, ADA and Life Safety Technical Memorandum which
shall list applicable versions of the codes that are being applied to the project, section
numbers of the code and items included in this project that are covered by each code
section, summarized code requirements for each code section and comments relating
to any code interpretations or assumptions.
4.4.3 Construction Document Services - The Consultant shall provide design services as
necessary to create a construction documents manual that includes final construction
plans and specifications that incorporate all aspects of the project scope. A 90%
construction documents manual and an updated statement of probable Total Project
Cost shall be submitted to the City for review and comment. Additional requirements
include an on -board final plan and specification review meeting with the City project
team.
4.5 — Construction Phase
4.5.1 Bidding Services - The City Building Department will manage the public bidding phase
of the project and the Consultant will provide assistance by:
• Developing a list of potential contractors or suppliers.
• Compile the bid package using American Institute of Architects standard format(or
similar), and incorporate City of Dubuque standard public bidding contract documents
and other applicable City general terms and conditions.
• Coordinate electronic and paper bid document distribution.
• Answer questions from Contractors.
• Organize and lead pre -bid informational meeting.
• Prepare pre -bid addenda as required.
• Attend the bid opening, create bid tabulation, prepare an evaluation of bids and
recommendation for award of contract.
4.5.2 Construction Administration Services - The Consultant shall be responsible for the
following services:
• Attend pre- construction meeting.
• Monitoring of all construction activities and assist with coordination if required.
• Attend periodic construction coordination meetings.
• On a weekly basis, periodically observe and evaluate the Contractor's quality of work.
• Answer questions during construction on the interpretation and intent of the plans
and specifications.
• Review and approve material sources and shop drawings.
• Review and process payment applications by the general contractor.
• The Architect shall review requests for changes, process and log Requests For
Information, issue, log and assist in negotiating Contractor Proposal Requests, issue
and log Construction Change Directives and based on all of the previous, submit
recommendations to the City, and, if they are accepted, process Construction
Change Orders.
• On -site coordination of materials testing and technical inspections services as
necessary.
• Project schedule monitoring.
• Construction budget monitoring.
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• Substantial Completion inspection with City and Contractor and punch list creation.
• Actively monitor and report on punch list progress.
• Review and coordinate proper contractor submittal of Project Record Drawings.
• Issue Certificate of Substantial Completion.
• Observe the contractor's final testing and start -up of utilities, operational systems and
equipment. Ensure building commissioning is properly completed.
• Secure, review and transmit to the City warranties, maintenance manuals and similar
submittals as required in the project specifications.
• Project closeout.
4.6 - Quality Assurance /Quality Control
The Consultant shall have a formal written QA /QC program in place for the full duration of the
project. Upon request from the City and at anytime throughout the project, the Consultant
shall provide documentation to the City that verifies the QA /QC program is being actively
utilized and followed.
5.0 USE OF CITY RESOURCES
5.1 - Requesting Use of City Resources for Preparation of the RFP Response
• All information requests shall be directed to the City's Project Manager as detailed in
Section 7.0 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.
5.2 - Material Available for the RFP Response
• The City will make access to the building available for interested Proposers. Site visits
must be scheduled in advance by making an appointment.
5.3 - City Resources Available to the Consultant for use During the Project
• The City will make staff contact /resources persons available in the Building Services,
Housing, Engineering, Planning and Information Services Departments. Federal
funding is being used on this project and environmental clearances will be required
before construction can proceed. City staff will be responsible for coordination and
receiving approval for the necessary environmental clearances.
6.0 INFORMATION TO BE INCLUDED IN THE PROPOSAL
The Proposal should address all of the points outlined in this RFP excluding any cost
information which shall be included in a separate sealed envelope 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 this
RFP.
To simplify the review process and to obtain the maximum degree of comparability, the
proposal shall include the following information and shall be organized in the order and
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manner specified below. While additional data may be presented, the following subjects
must be included. They represent the minimum criteria against which the proposal will be
evaluated.
Letter of Transmittal
Provide a letter of transmittal briefly outlining the Consultant's understanding of the work and
list the Project Manager's name, address, office telephone number, mobile telephone number
and 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.
Index
The proposal shall contain a table of contents that delineates each section and the
corresponding page number.
Profile of Firm
Briefly provide general information about the Firm, along with its areas of expertise as they
relate to this RFP. Describe the experience and success the Firm has had in performing
similar projects. State the size of the Firm, the total size of the Firm's professional staff, the
location of the office where the work on this project will be performed, and the size of the
Firm's professional staff at the office 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 or strategy by which the Consultant would satisfy the scope of services
for the currently approved budget as listed in Section 4.0.
Include a basic work plan that delineates the Consultant's approach to the completion of the
project. The work plan, at a minimum, should include those components outlined in Section 4
of this RFP. The Consultant should indicate in the work plan those aspects that are expected
to be completed by City staff.
Highlight any parts of the work plan that will reflect the Consultant's unique philosophy or
insight regarding the approach to this project and how this approach positively impacts the
successful completion of the project.
Describe the means or strategy by which the Consultant would satisfy the Scope of Services.
Include a copy of the Vertical Construction Scope of Service Checklist for the project (See
Appendix E), and clearly mark the services which your firm will provide as Architect and
Construction Administrator. Only mark services that are included in your proposed fee. At a
minimum, the submitted Vertical Construction Scope of Service Checklist should include the
services required by this RFP. The Consultant should indicate on the Checklist any work
items that are expected to be completed by City staff.
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
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team member, provide their qualifications and experience. Include any relevant training and
continuing or professional education.
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 subconsultant staff on the project
team flow chart.
Provide the name and location of other subconsulting 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 is representing that each person listed
or referenced in the proposal shall be available to perform the services as described. The
Project Manager, principals, managers, and other project team staff may be changed in
accordance with the requirements described in Appendix D, Section 3 - Substitution of
Project Team Members.
Describe the project experience and success of the team members proposed for the
Dubuque project, in performing similar projects. Specifically list any experience and success
designing commercial office space for municipalities similar to Dubuque.
Provide at least 3 client references (include individual contact names and telephone
numbers) for similar projects that have been completed by the Consultant in the last five (5)
years. List the names of individuals on the project team proposed for the Dubuque project
who have worked on the client reference projects.
Proposed Project Schedule
Provide a project schedule outlining the time durations and estimated completion dates for
each major component of the proposed scope of work. The schedule should list all
deliverables that are required throughout the project.
Quality Assurance /Quality Control
As a part of the proposal, specifically describe the quality control process that will be used
throughout the project. List the amount of hours for each phase that will be dedicated to
QA /QC and describe how those hours will be spent. The City expects that the majority of the
QA /QC process will be performed by someone who is not an active member of the design
team.
Understanding of Final Contract Terms
The Proposer should provide a statement that indicates they have read and understand
Appendix C — "City of Dubuque Contract Terms and Conditions ", and agree to include the
clauses that are listed in Appendix C in the final signed contract. Any exceptions to the
Contract Terms and Conditions by the Consultant must be clearly stated in the submitted
Proposal.
Certificate of Insurance
The Consultant should provide a statement indicating that they are able to meet the City's
insurance requirements for professional services. (See attached Insurance Schedule C —
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Appendix D.) Submittal of insurance documents as part of this RFP is not required.
Fees and Compensation
Provide a proposed fixed cost, plus reimbursable expenses budget for each strategy
proposed to complete the requested scope of services. Breakdown costs by major scope
element and include a list of hourly rates for personnel assigned to the project.
Quotation of fees and compensation shall remain firm for a period of at least 90 days from the
RFP submission deadline.
Remember to separate the proposed budget from the other portion of the RFP submittal.
Initial screening will be done without knowing the Consultant's proposed fee for services.
7.0 PROPOSAL QUESTIONS AND ANSWERS
If you have any questions concerning this proposal, please submit your requests to the City's
designated Project Manager. The City has made considerable efforts to ensure an accurate
representation of information in this RFP. Each Proposer is urged to conduct its own
investigations into the material facts provided.
No answers given in response to questions submitted shall be binding upon this RFP unless
released in writing (letter or email) as an officially numbered and titled addendum to the RFP
by the City of Dubuque.
Any questions concerning this proposal must be received on or before 2:00 p.m. CDT on
October 20, 2012. Any inquiries received after this date will not be answered. When
submitting a question to the Project Manager, please include the appropriate Consultant
contact information.
From the date of issuance of the RFP until final City action, the Proposer shall not discuss the
RFP with or contact any other City of Dubuque staff or any of the Selection Committee
members except as expressly authorized by the City's Project Manager identified in this
section (Section 7.0). Violation of this restriction will be considered a violation of the rules
and be grounds for disqualification of the Consultant's proposal.
Project Manager contact information is as follows:
Rich Russell, Manager
City of Dubuque
Building Services Department
50 West 13th Street
Dubuque, IA 52001
8.0 SUBMISSION REQUIREMENTS
Phone: 563.589.4152
E -mail: rrussell @cityofdubuque.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.
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PROPOSAL SUBMITTAL INFORMATION
• Submittal Deadline:
• Submittal Location:
• Submittal Contact &
Mailing Address:
October 25, 2012 on or before 2:00 p.m. CST
City of Dubuque
Building Services Department
50 West 13th Street
Dubuque, Iowa 52001 -4864
Building Services Manager
City of Dubuque Building Services
50 West 13th Street
Dubuque, Iowa 52001 -4864
• Submittal Copies: Two (2) paper sets of the proposal shall be provided.
Submit one (1) original signed proposal, one (1) copy and also an electronic .pdf version, all
labeled 5th and Bluff Street Public Restroom Project.
Submitted proposals must be delivered in printed format with the exclusion of the one
required .pdf version. The .pdf version shall be submitted on a compact disk along with the
proposal hardcopies. No faxed or e-mail proposals will be accepted. The proposal must be a
document of not less than eight (8) more than fifteen (15) numbered 8 -1/2 x 11 -inch pages,
with the exception of the project schedule which may be presented in 11 x 17 -inch format,
and not including the letter of transmittal, index, dividers and the front and back covers and
the separately sealed cost proposals. Proposals should not include any pre - printed or
promotional materials. Any proposals exceeding 15 numbered pages will not be
considered.
Each addendum shall be acknowledged in the Letter of Transmittal by providing the
addendum number and title. Failure to acknowledge each addendum will be considered
grounds for possible disqualification. It is solely the Consultant's responsibility to ensure that
all addendums to this RFP have been received before submitting the proposal.
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
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
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incurred by Firms that are not specified in any contract. All results from this project will
remain the property of the City of Dubuque.
Upon receiving this RFP, we request that you complete the "Receipt of Proposal
Acknowledgement" — "No Response Reply" information contained on the first page of this
document and return it to the City's Project Manager by mail or email so the City can ensure
that each Consultant has received this Request for Proposal. The City of Dubuque
appreciates your time and consideration of this RFP.
Sincerely,
Rich Russell, AICP
Building Services Manager
City of Dubuque
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5th and Bluff Street Public
Restroom Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
September 4, 2012
Appendix A
Consultant Evaluation and Selection Process
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INITIAL 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.
1. A high level of professional competence and a proven track record in the preparation
of building projects in historic districts or similar:
a. Qualifications and experience of the Consultant and any subconsultants.
b. Demonstration of the project team's professional expertise and technical
abilities.
c. If a joint venture with subconsultants, the track records of the Firms experience
working together.
d. Experience of the Consultant working on municipal projects.
e. Experience of the Consultant working on municipal projects in Iowa.
2. Design approach /methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem solving ability.
c. Ability of Consultant team to demonstrate initiative, motivation and knowledge
as an indication of their desire to work with the City of Dubuque.
3. Proposed schedule required to complete project.
4. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall objectives for the 5th and Bluff Street
ADA Restroom for the City of Dubuque.
CONSULTANT SHORT -LIST EVALUATION CRITERIA
A selection committee may choose not to interview any firms, or to interview one or all of the
short- listed Firms. The selection committee may also choose to conduct phone interviews or
require the Firms to attend the interview session in person. Both the original submitted
proposal and the results of any Consultant interviews will be used to select the final
Consultant for the project. The following criteria are among those that will be used to
evaluate the Consultants on the short -list.
1. A high level of professional competence and a proven track record in the preparation
of building renovation projects or similar:
a. Qualifications and experience of the Consultant and any sub - consultants.
b. Demonstration of the project team's professional expertise and technical
abilities.
c. If a joint venture with subconsultants, the track records of the Firms experience
working together.
d. Experience of the Consultant working on municipal projects.
e. Experience of the Consultant working on municipal projects in Iowa.
f. Experience of the project team working with the public and other project
stakeholders in designing and constructing building renovation projects.
g. Overall success of past projects completed for the City of Dubuque.
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2. Design approach /methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem solving ability.
c. Ability of Consultant team to demonstrate initiative, motivation and knowledge
as an indication of their desire to work with the City of Dubuque.
3. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall objectives for the 5th and Bluff Street
Public Restroom Project for the City of Dubuque.
4. Proposed schedule required to complete project.
5. Responsiveness and compatibility between the Consultant and City:
a. General attitude and ability to communicate ideas clearly.
b. Willingness of the Consultant to maintain a high level of direct interaction and
communication with City staff.
c. Ability to listen, be flexible, and follow and /or implement direction and /or ideas
or concepts.
d. How the proposed Consultant team interact with the general public, project
staff, and public officials.
6. Cost of the 5th and Bluff Street Public Restroom Project in relationship to the services
offered.
SELECTED CONSULTANT - FEE NEGOTIATION PROCESS
Upon the successful completion of the Consultant review process, 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 major components outlined in the RFP, a
separate line item for each deliverable, and list project management as a separate task.
Each listed task shall be aggregated into groups of work with and associated fee no larger
than $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 a separate section any associated reimbursable expenses that would specifically relate to
this project. An example 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 in
order to best meet the goals of the project while considering available funding. During the
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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
in order 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 fee has been negotiated, and the WBS has been finalized, the Consultant shall
incorporate the WBS into the contract documents being prepared for signature.
If a contract satisfactory and advantageous to the City can be negotiated at a price
considered fair and reasonable, the award shall be made to that offerer. Otherwise,
negotiations with the offerer ranked first shall be formally terminated and negotiations
commenced with the Consultant ranked second, and so on until a contract can be negotiated
that is acceptable to the City.
Upon the successful completion of contract negotiations, the selection committee shall
recommend that the City Manager execute a contract with the successful Consultant. The
City Manager will in turn make a decision to execute the contract or request the Dubuque City
Council make a final determination to award and execute the contract with a Consultant.
Payment for Work: The Consultant awarded the contract shall have payment invoices
processed once monthly. 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 18 of 29
5th and Bluff Street Public
Restroom Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
September 4, 2012
Appendix B
RFP Rules and Protest Procedure
MINOR IRREGULARITIES
The City reserves the right to waive minor irregularities in submitted proposals, providing such
action is in the best interest of the City. Minor irregularities are defined as those that have no
adverse effect on the City's best interests, and will not affect the outcome of the selection
process by giving the prospective Consultants an advantage or benefit not enjoyed by other
prospective Consultants.
EXCEPTIONS
Proposer exceptions to any part of the requirements stated in this request must be clearly
identified as exceptions and noted in the letter of transmittal and in the submitted project cost
estimate.
RANKING OF THE PROPOSALS
No debriefings or scoring information shall be released before the City Manager or City Council
has recommended that a contract be negotiated with the recommended Firm. However, after
authorization has been granted to negotiate a contract, all contents of the submitted proposals
shall become public information.
DEFINITIONS
The City has established for the purposes of this RFP that the words "shall ", "must ", or "will"
are equivalent in this RFP and indicate a mandatory requirement or condition, the material
deviation from which shall not be waived by the City. A deviation is material if, in the City's
sole discretion, the deficient response is not in substantial accord with this RFP's mandatory
conditions requirements.
The words "should" or "may" are equivalent in this RFP and indicate very desirable conditions,
or requirements but are permissive in nature. Deviation from, or omission of, such a desirable
condition or requirement will not in and of itself cause automatic rejection of a proposal, but
may result in being considered as not in the best interest of the City.
DISPUTES /EXCEPTIONS
Any prospective Proposer who disputes the reasonableness or appropriateness of any item
within this RFP document, any addendum to this RFP document, notice of award or notice of
rejection shall set forth the specific reason and facts concerning the dispute, in writing, within
five (5) business days of the receipt of the proposal document or notification from the City.
The written dispute shall be sent via certified mail or delivered in person to the point of contact
set forth in Section 7.0, who shall review the written dispute and work with the City Manager to
render a decision which shall be considered final.
Page 20 of 29
5th and Bluff Street Public
Restroom Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
September 4, 2012
Appendix C
City of Dubuque Contract Terms and Conditions
Page 21 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 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.
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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 an 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.
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5th and Bluff Street Public
Restroom Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
September 4, 2012
Appendix D
Insurance Requirements
Page 24 of 29
1.
Insurance Schedule C
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 25 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
Each Occurrence $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
I50 commercial general liability form CG 0001, or Business owners form BP 0002, shall be clearly
identified.
b) Include I50 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 I50 form CG 2026.
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 26 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 27 of 29
5th and Bluff Street Public
Restroom Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
September 4, 2012
Appendix E
Map of Site
Page 28 of 29
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