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Port of Dubuque ConsultantMEMORANDUM October 30, 2001 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Consultant Selection for Project Manager Services for Port of Dubuque Responses were received for the request for proposal for project manager services and construction and inspection services for the public components of the America's River project. The workgroup called for in the Platinum Holdings Development Agreement reviewed the responses and interviewed three firms. The selection committee is recommending that the Durrant Group be retained to provide project manager and construction inspection services at a cost of $822,858. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager MEMORANDUM October 30, 2001 TO: FROM: SUBJECT: Michael C. Van Milligen, City Manager Cindy Steinhauser, Assistant City Manager Consultant Selection for Project Manager Services for Port of Dubuque Introduction The purpose of this memorandum is to request City Council approval of the selection of a consulting firm to provide project management services for the public improvements at the Port of Dubuque. Background A review committee was established to solicit proposals for project management services for the public improvements that are part of the America's River project recently awarded with Vision Iowa funds. These improvements include street, sidewalk and utility improvements, construction of the riverwalk, amphitheater and conference and education center. The review committee consisted of the workgroup called for in the Platinum Holdings LLC Development Agreement as well as city representatives. It included City Manager Mike Van Milligen, Rick Dickinson, Greater Dubuque Development Corporation Executive Director, Sue Czeshinski, Convention & Visitors Bureau Director, Jerry Enzler, Dubuque County Historical Society Executive Director, Jim Rix and David Hockenberry, Platinum Hospitality Group, Administrative Services Manager Pauline Joyce (the selected firm will report to Pauline Joyce), Planning Services Manager Laura Carstens, Associate Planner Pam Myhre, and myself. In addition Public Works Director Mike Koch, Economic Development Director Bill Baum and Building Services Manager Rich Russell participated in the review process. On September 5, 2001 Request for Proposals were sent to over 20 national architectural and construction firms requesting their proposal to provide 1) project management services for public improvements at the Port of Dubuque including the conference and education center; and 2) construction inspection services for these improvements. A total of five proposals were received. On October 2, the review committee met to determine which firms should be interviewed based upon the information provided. The abilities and experience of the consultant team, the general understanding of the proposed project, the proposed scope of work, the ability to meet deadlines and the proposed fee for services were all reviewed as part of the decision to invite the consultant teams to Dubuque for an interview. Those teams interviewed included: · The Durrant Group (Dubuque, la) · Hanscomb (Chicago, III) · HOK Design + Build (Kansas City, KS) Discussion On October 8th and 9th, formal interviews were held with the above mentioned firms. The formal interviews included a presentation by the consultant team and then a question/answer session with the Committee. Elements considered critical in the firms approach to designing this project included: 1) Experience with similar projects; 2) cost estimating; 3) construction inspection; and 4) experience in working with the Corps of Engineers. Elements considered critical in the firms approach to construction inspection included: 1) experience of the on-site personnel; 2) ability to manage similar sized projects; and 3) experience with projects located adjacent to bodies of water. The track record of the proposed team in working on past, successful projects and the commitment of staff to this project on a full-time basis were also viewed as very important elements to both the design and construction inspection services for this project. In addition, fees for services rendered was also used in the decision making process. The proposed fees for the final three firms are as follows: Base Bid Alternates* Total · The Durrant Group $720,308 $102,550 $ 822,858 · Hanscomb $793,600 $ 70,000 $ 863,600 * HOK Design + Build $979,410 $ 250,000 $1,229,410 *Includes miscellaneous expenses such as travel, testing, field office, safety inspection and additional cost estimating.. The result of the first interview process narrowed the review committee's decision to two firms, Hanscomb and The Durrant Group. Upon completion of the reference checks, the review committee met several times to discuss the strength and weaknesses of either proposal. Critical issues in these discussions involved the firm's ability to deliver the projects on time and budget, incorporating adjacent sites into the c;3nstruction management process, construction inspection services, cost estimation and success on previous projects. All committee members agreed that both firms were highly qualified and would be able to provide quality services for the City of Dubuque. Based upon this information, the consensus was to recommend that The Durrant Group be selected as the project manager firm. Recommendation Based on an extensive review of the proposals, interviews, follow-up discussion and reference checks, the interview Committee recommends that The Durrant Group be retained to provide project manager services for the public improvements at the Port of Dubuque. Action Step The action step for the City Council is to concur with the selection of The Durrant Group as the consultant to provide project manager services for the public improvements at the Port of Dubuque and direct the City Manager to negotiate a contract not to exceed $822,858.00. cc: Review committee RESOLUTION 473-01 A RESOLUTION APPROVING THE SELECTION OF A CONSULTANT TO PROVIDE PROJECT MANAGER SERVICES AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN APPROPRIATE CONTRACT FOR SAID SERVICES. Whereas, the City of Dubuque, Iowa has made a commitment to the America's River Project to design and construct public improvements at the Port of Dubuque; and Whereas, a Request for Proposals solicited consultant services to provide project manager services for the public improvements at the Port of Dubuque; and Whereas, The Durrant Group is recommended to provide the project manager services. NOW, THEREFORE, BE IT RESOLVED BY THE CiTY COUNCIL OF THE CiTY OF DUBUQUE, IOWA: Section 1. That the selection of The Durrant Group as the consultant to provide project manager services for the public improvements at the Port of Dubuque for the City of Dubuque is hereby approved. Section 2. That the City Manager is hereby authorized to execute, on behalf of the City Council of the City of Dubuque, Iowa, a contract with The Durrant Group for consultant services not to exceed $822,858.00 Passed, approved and adopted this 5th day of November, 2001. /s/ Terrance M. Duggan, Mayor Attest: /s/ Jeanne F. Schneider, City Clerk /'//~K~anne F. Schneider ~" City Clerk