Sustainable City Task Force RFPTHE CTTY OF , Dubuque
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L~UB E ~~
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Masterpiece on the Mississippi
2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Request for Proposals for Sustainable City Task Force
DATE: January 17, 2008
In September 2006, the Dubuque City Council identified Green City Designation as one
of its top priorities. Since then, many initiatives have been underway to begin to make
Dubuque a more sustainable community. To date, City staff have been working to
identify activities already occurring in Dubuque that are green and/or sustainable. In
September 2007, the Dubuque City Council established a Sustainable and Green City
community task force to assist the city in defining the "Green City Designation" priority.
The task force is made up of broad-based community representatives including
representatives from local government, schools, utility companies, religious
organizations, neighborhood associations, youth organizations, non-profits,
environmental organizations, business stakeholders, city commissioners as well as city
staff.
One of the roles for this task force is to assist the city is soliciting proposals from
qualified individuals to provide professional consulting services to work with a variety of
community leaders and stakeholders to develop a vision defining what "sustainable" and
"green" mean to residents and business owners in Dubuque. This community vision will
be based upon the interactive objectives of economic prosperity, ecological integrity and
social/cultural equity. The consultant will also assist in development a list of
recommendations to achieve the elements of a sustainable community vision.
Included in this year's budget is $22,500 to hire a consultant to guide a strategic
planning process. Assistant City Manager Cindy Steinhauser and Management Intern
Cori Burbach are recommending Issuance of a Request for Proposals for consulting
services related to advancing Dubuque as a sustainable community and achieving
designated green city status.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
~V`
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Cori Burbach, Management Intern
THE CITY OF
I~LJB E
Masterpiece an the Mississippi
TO: Michael Van Milligen, City Manager
FROM: Cindy Steinhauser, Assistant City Manage
Cori Burbach, Management Intern
SUBJECT: Request for Proposals for Sustainable City Task Force
DATE: January 14, 2008
Dubuque
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Introduction
The purpose of this memorandum is to request the City Council to authorize publication
of a request for proposals (RFP) for consulting services related to advancing Dubuque
as a sustainable community and achieving "designated green city" status.
Background
In September 2006, the Dubuque City Council identified Green City Designation as one
of its top priorities. Since then, many initiatives have been underway to begin to make
Dubuque a more sustainable community. To date, City staff have been working to
identify activities already occurring in Dubuque that are green and/or sustainable. In
September 2007 the Dubuque City Council established a Sustainable and Green City
community task force to assist the city in defining the "Green City Designation" priority.
The task force is made up of broad-based community representatives including
representatives from local government, schools, utility companies, religious
organizations, neighborhood associations, youth organizations, non-profits,
environmental organizations, business stakeholders, city commissioners as well as city
staff.
Discussion
One of the roles for this task force is to assist the city is soliciting proposals from
qualified individuals to provide professional consulting services to work with a variety of
community leaders and stakeholders to develop a vision defining what "sustainable" and
"green" mean to residents and business owners in Dubuque. This community vision will
be based upon the interactive objectives of economic prosperity, ecological integrity and
social/cultural equity. The consultant will also assist in development a list of
recommendations to achieve the elements of a sustainable community vision.
Included in the FY 2008 budget is $10,000 in the City Manager's Budget and $12,500 in
the Engineering Department budget to hire a consultant to guide a strategic planning
process to determine Dubuque's goals for a green community and define an action plan
to achieve those goals. The two amounts would be combined to hire a consultant that
would work with the Sustainable City Task Force and Dubuque residents to develop a
community vision defining what it means to become a "sustainable and green city."
The consultant would also assist the city in developing strategies and timelines to
achieve the defined sustainable goals, researching funding opportunities and initiatives
underway in other communities, assisting in the development of public education
programs, and identifying partners for each presented recommendation.
Upon City Council approval of the issuance of the RFP, the proposed schedule is as
follows:
Weds., Jan. 23 Send out RFPs
Tues., Feb. 19 RFPs due
March 3-7 Consultant Interviews
Mon., March 17 Recommendation to City Council
Action Step
The action requested of the City Council is to authorize publication of the attached
request for proposals.
CC: Sustainability Task Force
Gus Psihoyos, City Engineer
CITY OF DUBUQUE, IOWA
REQUEST FOR PROPOSALS
SUSTAINABLE CITY CONSULTING SERVICES FOR THE CITY OF DUBUQUE
INTRODUCTION
The City of Dubuque is soliciting proposals from qualified individuals to provide
professional consulting services to develop a community visi ~~~efining what it means
to become a "sustainable and green city."
The purpose of the project is to work with a var' ~~~ mmunity leaders and
t ~ ~,
s akeholders to develop a vision defining what ~inabl~~ d green mean to
residents and business owners in Dubuque. Thi munity vis~ ill be based upon
the interactive objectives of economic prosper ological integrit social/cultural
equity. The project will also result in a s~ is plan to achieve t elements of a
sustainable community vision. Ea~ I i ~~j~, ~~
~~
~'I' ia~i~~J~
BACKGROUND ~ ~';i ,~ ,~~'
The Dubuque City Council has idq becoming ~ii`designated green city" as one of
its top priorities. Several green p ~ ave bee~~~ lemented to date, including
efforts by the City, private business no-~t~-~~{~ ' ...organs ~ ns, and individual citizens.
Highlights of the City initiatives unde y incl` ~~ lishr I°a Mayor's Green Pledge
card, which calls resid ~~~ ommit a u b tices; creating an asset map
identifying examples ~en~ ' ` tice a jects in D~i ~uque; a program through the
,
City Housing and munity velopm ~ ,Department to assist low and moderate
income neighbort{ sin impro ig energy- ~ ciency in its housing stock; a Warehouse
District Revitalizati trat ~~ ill r ~alize currently vacant buildings and
incorporate# ,art gro~~ ipfE;~; ~~~ ~ tation of Downtown and Neighborhood
revitaliz f~~ ~~~~#' 'es, ~ urbside colle n of food scraps for composting to reduce
gree~~11~'e gas i ~ s; t ~~~rchase of energy-efficient vehicles by City departments;
and~,~ lementation mart 'growth and planned and managed growth principles
throw onstruction o ~edestY`~-friendly streetscapes and bike paths and other
progra~ ,
~n ~
Dubuque wash chos~~~~'as one of seven communities from across the country to be
selected to pa~ = tin the American Institute of Architects Sustainable Design
Assessment Tea ,' SAT) process. Community members have worked with national
volunteer consultan to identify ways Dubuque can become a more participative,
prosperous and responsible community. Their summary experience and vision for
Dubuque was "A green, livable, thriving, integrated community that goes from
good sustainability practices to great ones as a model for other cities." The
SDAT team will report back on ways to modify current designs and practices to help
attain that vision.
A Sustainable City Task Force has been created, which includes representatives from
local government, schools, utility companies, religious organizations, neighborhood
associations, youth organizations, non-profits, environmental organizations and
business stakeholders. A localized list of components describing what "becoming
green" might mean in Dubuque has yet to be discussed in the community at large. The
consultant awarded this contract will be responsible for leading a process to prioritize
this discussion.
This project has the potential to serve as a model for other communities to develop and
implement sustainable policies, green development and innovative technologies that
result in achieving reductions in negative environmental consequences. The project
could assist and facilitate collaboration with community €evelopment activities
undertaken by the City or private developers and provide tional opportunities to
empower the citizens of Dubuque to implement their sustainable and green
practices. .,~~~~~ ~~1,,
PROJECT SUMMARY ~~i- ~~~~~
The project has two main goals to be achieve ugh one consu .contract initially
coordinated by the City Manager's Office as fd s: ~ jjj
~j'' ` j
1) Assemble a list of the values, practices - ~ issu , ~at the Dubuqu ~ community
residents institutions and business stakehc~ ~3~ nt to int r
( ~~ eg ate as local reen
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priorities with emerging nation irements f i "Green City Designation." This
list should present ways that ~ ~~ unity w to express "Dubuque Going
Green." Public discussion of these e~~ d dev ~ 'nto a sustainable vision for
the community. The consultant sert7,1 es wi ~~e fa~{~ting discussions with the
Sustainable City T ~ a and ~~ ' c ni j~'I~ rge to consider sustainable
goals for the Cit a~e finesse `individualcitizens. Upon completion of
the visioning ss, an plicatio o begin the recognition process as a
designated ~~ commu will b ubmitted to an appropriate certifying
organization. ~ rep + fires d to the City Council as appropriate.
~~i~l~~ll ' l,. . .
2) Dev ~ ~ ~strat~ ~ s to~ eve local sus~~ability goal targets. Current initiatives and
pre ` 'd compq nts ring in other communities should also be examined to
~~ ~ ,
` gate some t~~' ay~ ppropriate for Dubu ue. After affirmin a reen
~~~ q 9 9
c~o~' = nity designate ~~ ode consultant will be res onsible for workin with the
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Task ~_ ~ Q~rce and Ci staff o develop objectives, strategies, indicators, and
~ ~~
milestor~l to achieve ; community's vision /model. This process may include,
but is not hied to, ideration of ten significant sustainable components:
• He~,~~y~~ ecreased carbon dioxide and greenhouse gas emissions.
• Clea ~ ter: Elimination or improvement of practices that increase
pollutant levels in water supplies.
• Energy-Efficiency: Decreased dependence on coal, oil, electricity, and
other energy sources.
• Native Biodiversity: Improved and sustainable habitats for birds, fish, and
land animals.
• Fresh Local Food: Affordable access for all Dubuquers to healthy, local
food options.
• Green Buildings: Rehabilitation and efficient use of existing building stock
and construction of energy efficient, environmentally-friendly structures.
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• Reasonable Mobility: Access to multiple forms of energy-efficient
transportation for all citizens.
• Resource Recycling: Maximize recycling practices of Dubuquers to
minimize landfill use and pollution.
• Eco-Literacy: Inform all citizens about environmental and sustainability
issues.
• Equitable Economy: Encourage green manufacturing and the growth of
local, sustainable businesses.
These components have been identified as vital to achieving the Task Force's model for
sustainability, which includes achieving the objectives ~leconomic prosperity,
ecological integrity and social/cultural equity. ,,~~~~
Upon City Council concurrence with the recommendat~ ~fr~~'
Force, City staff will propose internal administrativ icies
such as: revised city codes, design incentive. ~iki award
Building/Business Council, ecoliteracy traini ~nd ener
9Y
prevention campaigns that reflect the goals ~ adopted recc
'~~.~ ~~~
Scope of Services ~p ~~
A r. 1111#+ ,,~~~~
p incipal product of this work wil
community means by the phrase 't~
will include the following:
1)
2)
3)
4)
5)
6)
7)
8)
Facilitate a Task Force visioning phi
for Dubuque. Incl ~~~~~ erview
makers in this pr
Select a "Gr City De ~ atioi
designation re ition.
apply for
Review informati Ile ! ~~ Cl~ilstaff and departmental initiatives under
way to d , ine h . interac~~r~~e selected process, goals and indicators.
Re ~>t~'~~wes ~ ~ r way in other communities; state, federal, and other
f ~ op ortu~~fire~; a ~ e time frame for those o ortunities as the rel t
~~ p ~~„~ €{~~~. Pp y a e to
Crd a streamlined' ' on ari~oals to guide further sustainable initiatives.
Identi ~St of possibl sks to accomplish those goals, an implementation strategy
to incort~ a tasks in ~ current operations, performance measures to determine to
what degr gals ~ ~ ~ hieved, and an on-going review process.
Assist in the e;~1. ~bpment of public education and training programs to foster
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sustainable cha~~~ in the community.
Identify possible partners for each recommendations.
The selected consultant will meet on a scheduled basis with the Sustainable City Task
Force and with City staff on an as-needed basis.
QUALIFICATIONS
The selected consultant must have the requisite training and experience with
community-based sustainable development initiatives and community facilitation. The
selected consultant should be skilled in organization facilitation and communication,
~~
~~.
'nulti-faceted model of what the
~le and Green City." This work
~~~
sus~~nable and green priorities
~~~takeholders including policy
consultant and Task
I may include items
lishing a Green
i ~,, and pollution
3
coordination, management, and implementation. This includes the ability to articulate
and communicate with community groups and build partnerships.
The selected consultant should be both knowledgeable of and a practitioner of green
best practices appropriate to local sustainable development and knowledgeable in
securing potential funding.
The consultant must have performed similar work on other projects. This would include
the development of strategic planning sessions, workshops, presentations, and
materials providing credible, objective recommendations to ac ve goals of economic,
environmental and social/cultural sustainability. ,~#(~~~~
Please include a ro'ect list with contacts for all ~'~l 'ects that have been
completed in the past five years. Identify the ke ` rson Il-who worked on the
are
Please describe the name and location of
consultant. Please identify the approxi
performed by each of these firms. Include
subconsultant and their key personnel in working'
~~~ ~~~#~~~Ifi
INFORMATION TO BE INCLUDED R~~I
To simplify the review process and to ain th
proposal shall include ~~~~ing in a
specified below.
~~ ,~~
.fl~i,~~ ~~~~; -~,
bconsultants that wifl~ used by the
percen#r~~ of work I,would be
,,exp ~ ~ ce and qualific ions of the
-
,~ ~ ar projects.
~~~
,L ~~~~
~num~gree of comparability, the
n~~~i(~,be organized in the manner
Letter of TransrY~l ~ ~ ;f~
Provide a letter off ~ ittal 'Wing ~ consultant's understanding of the work
and the na ddres ne~~~~~ ~ email of the consultant.
~~1~~~~ ~~ ~i
Qual ''bons 1~1~ X11' . ~~
Pro~~ ~ general inforrtion abt-l~ the consultant and areas of expertise. Include unique
quali ns for this pro ct an~, ~tpenence in performin services on similar ro'ects
~Q ~l ~ g P 1
during t gE~z~~t five years. ~i~;
Fees
This program of ~ `services has been funded at $22,500 for Fiscal Year 2008.
Provide a proposed ost plus expenses budget for com letion of the sco a of services
P p
with cost breakdowns by scope element. Please be sure to include a detailed list of
hourly billing rates for additional services required outside the scope of services.
Quotation of fees and compensation shall remain firm for a period of at least 90 days
from the proposal submission deadline. Please provide the proposed cost for each
budget under separate sealed cover.
Initial screening will be done by the selection committee without the benefit of knowing
the proposed fee for services.
4
Submission Requirements
An unbound original plus a PDF version of the submission shall be received in the City
Clerk's Office of the City of Dubuque's 50 West 13th Street Dubuque Iowa 52001 by
5:00 p.m. CST Tuesday, February 19, 2008.
Each prospective consultant assumes full responsibility for delivery of the completed
submission package on or before the deadline. The City of Dubuque is not responsible
for any loss or delay with respect to delivery of the submissions. The City of Dubuque
reserves the right to reject any and all proposals and ne 'ate changes with any
prospective consultant. The City of Dubuque is not liable a cost incurred by any
prospective consultant prior to the execution of an agree or contract. Nor shall the
City of Dubuque be liable for any costs incurred b ective consultant not
specified in any contract. The City of Dubuque is a ~ I Op ity Employer.
~~~~
Evaluation Criteria ~~ ~~~
Pro osals will be screened to ensure that t ~eet the mi
p nimum rec ments of the
proposal format. Qualifying proposals wife ~, evaluat ?!~~~y a select pommittee.
Factors to be considered by the committee incf{d the. i~~iing:
`ii I
• Qualifications and ex erienc f firm and a consultants
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3
• Qualifications and experi~~' ~~ the pri ~3 I consulting staff and of
subconsulting staff who will w onti~ 'ect; ~~i
• Understanding of project scope leve ' ~~,'~ est;~1~
• Approach to co ~ scope ~ ces~ ding creativity and problem
solving; ~~ i~'
• Responsiv and co ' tibility b E
• Ability to c` nicate; f
• Proposed cos ~ ~~~~
~}~~~~
~~~ ~ ~ ~~~
isul A~i~~~~~e, in , to an interv~w
n consultants and the City;
with the selection committee
selectiorY~dl~rinq ttIl,tveek of March 3 -
All qu'~ii ns and corm
~~x
Steinhau Assistant ~
csteinha dubu ue
563-690-603 ema ~
at 50 W 13th Str~~~~
nden~" regarding this RFP should be directed to Cindy
Manager, by telephone at 563-589-4110, by email at
or Cori Burbach, Management Intern, by telephone at
burbach(a~cityofdubugue.org. Both can be reached by mail
ue, Iowa, 52001 or by fax at 563-589-4149.
5
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6
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES
n-~e~aber~, e~pleyees;-and v~Iur~teer~'.
1. All policies of insurance required hereunder shall be with an insurer authorized to do
business in Iowa. All insurers shall have a rating of A of better in the current A.M. Best
Rating Guide.
2. All certificates of insurance shall state that prior to cancellation, non- renewal or any
material change in the insurance contract, thirty (30) days written notice shall be given to
the City of Dubuque if cancellation is prior to the expiration date. This endorsement
supersedes the standard cancellation statement on the Certificate of Insurance.
#l~
shall furnish a Certificate of Insuran he City of Dubuque, Iowa
for the coverage required in Paragraph 6 below. .,~I~~~ ,
Each certificate shall be submitted to the contractin
Failure to provide minimum coverage
requirements by the City of Dubuque.
insurance shall be considered a materially
~Iliot be deemE
re to obtain or
of this apreemer
General Liability a
furnish to the City of Dubuqu
policies carried and the limits of
'~~
---- -8------Auto
under
the City of Dubuque.
waiver of these
;~~p the required
A:greemen~~-Consultant shall
~urance companies showing
l~
Isingle limit; including uninsured,
~~`°''~1~~~~~~~~'
shall be delivered to the City within seven (7) days of the
t between the City and Consultant and receipt of initial
~t schedule.
he City that the work provided shall be performed in a qualified
and in accordance with the professional standards of care and
ie nature of the work rendered.
7
CITY OF DUBUQUE, IOWA
GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Governmental Immunitv. 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 de nses of governmental
immunity available to the City of Dubuque, Iowa under fbf Iowa Section 670.4
as it is now exists and as it may be am~~~ from time to time.
2. Claims Coverage. The insurance carrier further
shall cover only those claims not subject tot i
under the Code of Iowa Section 670.4 as i ~ '
from time to time. Those claims not subj Cc
covered by the terms and itions
3. Assertion of Government Immunitv. The City
for asserting any defense of go mental im
shall do so upon the ti ! ~~~~~~t~ en
4. Non-Denial of Coverage. The ins ce ~~~~
policy and the insur carrier ~ II
accruing to the Ci e, low
immunity unles '- until a rt of c et
defense(s) of,~~ ernmenta(' iimunity s
~v
not
Other
~fii
' ~~
~~ ~ o~i~~ ~~the coy
~It~~~, :~~~I
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s~~
'~}~ {i I
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?~i~`~' ±11 ~
,,,,.~1;~~ I
. ,
i.
s tti~ is policy of insurance
le ense of rnmental immunity
exists and as ay be amended
de of Iowa Secl X670.4 shall be
o ~~ this insil~e policy.
~, ~
"'~~ ue, Iowa shall be responsible
,and may do so at any time and
of the insurance carrier.
ent jurisdiction has ruled in favor of the
erted by the City of Dubuque, Iowa.
hall 1 deny coverage under this
~~
~~f the ri hts and benefits
this ~~''`for reasongs of overnmental
p ~ 9
''ation of governmental immunities shall
ailable under the policy.
8