RFP Dubuque Marina Project~ Dubuque
THE CITY OF
DUB E A°-~~~~
Masterpiece on the Mississippi
2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Port of Dubuque -Riverside Marina Project
Request for Proposals for Professional Consultant Services
DATE: May 14, 2008
City Engineer Gus Psihoyos is recommending issuance of a Request for Proposals for
Professional Consultant Services to complete the preliminary development,
environmental review, final design and develop construction documents for the Port of
Dubuque -Riverside Marina Project.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
THE CITY OF DUbUgUe
'W~
DT TR ~ All•Amera;aCily
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Masterpiece on the Mississippi
2007
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer ~ ~
SUBJECT: Port of Dubuque -Riverside Marina Project
Request for Proposals for Professional Consultant Services
DATE: May 13, 2008
INTRODUCTION
The purpose of this memorandum is to request City Council approval to initiate the
Request for Proposals process for Professional Consultant Services to complete the
preliminary development, environmental review, final design and develop construction
documents for the Port of Dubuque -Riverside Marina Project.
BACKGROUND
The City of Dubuque, in cooperation with the Iowa Department of Natural Resources,
will receive a $3,037,802 BIG Tier II (Boating Infrastructure Grant) from the U.S. Fish
and Wildlife Service to develop visiting boating facilities along the Mississippi River at
the Port of Dubuque.
DISCUSSION
The Port of Dubuque -Riverside Marina Project will be located on the main channel of
the Mississippi River, downstream of the railroad train bridge. It is intended that the
proposed transient marina facility will accommodate up to 92 slips for boats 26 feet in
length or greater. In addition to the transient slips, accommodations will include laundry
facilities, sanitary pump-out facilities, a dockside shower and bath facility, and full dock
utilities including water and electrical connections. Upland connections, structures,
walkways and utility connections are to be included in this project. The Port of Dubuque
- Riverside Marina Project will be designed to be universally accessible.
The consultant selected for this project will have the specialized staff and experience in
marina development and design, in addition to the required environmental reviews,
permitting, and knowledge of current marina and dock construction standards. The
consultant shall also have prior experience and shall assist with the development of a
business management plan, an operational plan and budget, along with a marketing
plan for the transient marina facility.
The Project Steering Committee for Port of Dubuque -Riverside Marina Project
includes:
Cindy Steinhauser, Assistant City Manager
Robert Schiesl, Assistant City Engineer
Steve Sampson Brown, Project Manager
Laura Carstens, Planning Services Manager
Jenny Larson, Budget Director
Don Vogt, Public Works Director
Gil Spence, Leisure Services Manager
Ken TeKippe, Finance Director
Kelley Schiesl, Marketing Director, Chamber of Commerce
The Project Steering Committee will assist with the consultant selection process and will
provide input through project development phase for this project.
PROJECT SCHEDULE
The preliminary schedule for the Port of Dubuque -Riverside Marina Project is as
follows:
• RFP's released to consultants:
• Response Proposals due:
• Committee Review & Interview:
• Recommendation to City Council:
• Consultant -Issued Notice to Proceed:
• Planning, Environmental, Permits & Design
• Complete Construction Documents:
• Public Bidding Phase:
• Contract Award:
• Marina Construction:
BUDGET IMPACT
May 23, 2008
June 20, 2008
July 7 thru 11, 2008
July 21, 2008
August 4, 2008
August 2008 -January 2009
February 2009
March, 2009
April, 2009
April -July 2009
The estimate of probable cost for Port of Dubuque -Riverside Marina Project, including
preliminary and final design, environmental review and construction is $4,126,752.
The project funding summary is as follows:
CIP No. Fund Description Fund Amount
BIG Tier II Grant $3,037,802
1011861 Transient Docks -Main Channel 625,000
1021861 Transient Docks -Main Channel 250,000
3501861 Transient Docks -Main Channel 213,950
Total Project Funding $4,126,752
ACTION TO BE TAKEN
I respectfully request City Council approval and authorize to initiation of the Request for
Proposals process for Professional Consultant Services to complete the preliminary
development, environmental review, final design and develop construction documents
for the Port of Dubuque -Riverside Marina Project.
Attachment
Prepared by Robert Schiesl, Assistant City Engineer
cc: Cindy Steinhauser, Assistant City Manager
Steve Sampson Brown, Project Manager
Jenny Larson, Budget Director
Laura Carstens, Planning Services Manager
Don Vogt, Public Works Director
Gil Spence, Leisure Services Manager
Ken TeKippe, Finance Director
Kelley Schiesl, Marketing Director, Chamber of Commerce
REQUEST FOR PROPOSAL (RFP)
THE CITY OF ISSUE DATE: DATE, 2008
L~.uB ,~ CONTACT: Robert Schiesl
PHONE NO: 563-589-4270
FAX NO: 563-589-4205
Masterpiece on the Mississippi EMAIL: bschiesl@cityofdubuque.org
SUBMIT PROPOSAUOFFER PRIOR TO: SUBMIT TO:
CLOSING DATE: DATE, 2008 SEE Section 8.0
CLOSING TIME: 2:00 P.M. CDT FAX/EMAIL NOT ACCEPTED
DESCRIPTION:
Port of Dubuque
Riverfront Marina Project
Mississippi River
City of Dubuque, Iowa
RECEIPT OF PROPOSAL ACKNOWLEDGEMENT
If you are considering a response to this RFP, please mark the box to
the left, fill in the information below and return this sheet as a confirmation
that you received this RFP.
NO RESPONSE REPLY
If you do not want to respond to this RFP at this time, please mark the
box to the left, fill in the information below and return this sheet only.
COMPANY NAME: DATE:
MAILING ADDRESS:
CITY/STATE: ZIP CODE:
AUTHORIZED SIGNATURE:
PRINTED NAME:
TITLE OF AUTHORIZED REPRESENTATIVE:
EMAIL: PHONE:
PORT OF DUBUQUE
RIVERFRONT MARINA PROJECT
MISSISSIPPI RIVER
CITY OF DUBUQUE, IOWA
REQUEST FOR PROPOSAL
CITY OF DUBUQUE
ENGINEERING DEPARTMENT
DATE, 2008
Port of Dubuque
Riverfront Marina Project
Mississippi River
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
DATE, 2008
INTRODUCTION
The City of Dubuque, Iowa (hereafter referred to as The City) is soliciting competitive
sealed proposals from qualified professional consulting firms for professional services to
complete the planning, preliminary development, environmental compliance, final
engineering design, develop construction documents, bidding and construction phases
for the Port of Dubuque - Riverfront Marina Project located on the Mississippi River.
Page 2 of 29
It is anticipated that the timeframe for the project will be approximately six months
following the signing of a professional services agreement. 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.
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 $116 million and funds a full range of services. The City's web site is
www.cityofdubuque.org.
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.
The following is background information regarding the development of the project and
submittal requirements:
• Project Description, Background and Funding
• Scope of Services
• Project Schedule
• Submittal Requirements
• Selection .Process and Criteria
PROJECT BACKGROUND
The City of Dubuque, in cooperation with the Iowa Department of Natural Resources,
will receive a $3,037,802 BIG Tier II (Boating Infrastructure Grant) from the U.S. Fish
and Wildlife Service to develop visiting boating facilities along the Mississippi River at
the Port of Dubuque.
A unique opportunity exists with the Riverfront Marina Project because of its proposed
location adjacent to "America's River Project." The America's River Project is a
cooperative effort of the City of Dubuque, the Dubuque County Historical Society, the
Dubuque Area Chamber of Commerce, Dubuque County, the State of Iowa Vision Iowa
Fund, and the Platinum Hospitality Group. This private-public partnership has created a
national campus of educational, environmental, recreational and historical activities that
focuses on the Mississippi River.
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Situated adjacent to the America's River Project, the Riverfront Marina project will
provide much needed transient docking facilities that will allow users access to the
many exciting amenities the Port of Dubuque has to offer, including:
National Mississippi River Museum & Aquarium
Diamond Jo Casino
Dubuque River Rides riverboat excursions
Ice Harbor Park
Mississippi Riverwalk Recreational Trail
American Trust River's Edge Plaza
Grand River Convention Center
Grand Harbor Resort and Waterpark
Alliant Energy Amphitheater
In addition, adjacent downtown Dubuque offers a wide variety of restaurants, bars,
theaters, hotels and historic destinations that will appeal to and attract transient dock
users.
PROJECT DESCRIPTION
The Port of Dubuque - Riverfront Marina Project will be located on the main channel of
the Mississippi River, downstream of the railroad train bridge. It is intended that the
proposed transient marina facility will accommodate up to 92 slips for boats 26 feet in
length or greater. In addition to the transient slips, accommodations will include laundry
facilities, sanitary pump-out facilities, a dockside shower and bath facility, and full dock
utilities including water and electrical connections. Upland connections, structures,
walkways and utility connections are to be included in this project. The Port of Dubuque
- Riverfront Marina Project will be designed to be universally accessible.
PROJECT FUNDING
The City has established funding for the project. The budget for the project is
$4,126,000.00 including preliminary and final design, environmental review and
construction.
The City has received a U.S. Fish & Wildlife Service -Boating Infrastructure Grant (BIG)
Tier II administered in Iowa by the Iowa Department of Natural Resources (IDNR).
These funds will be used for engineering and other professional consulting services, for
design and construction of the project, for obtaining permits, and for environmental
review requirements.
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The City is now ready to proceed with the BIG project. Federal regulations require the
City to use a RFQ/RFP process in the selection of professional consulting services for
the project.
The Contract Agreement between the City and the IDNR for the BIG Tier II funding is
provided in this RFP.
PUBLIC INVOLVEMENT
At least three public informational meetings will be held during the project to gather
input, communicate progress and present concepts.
Two additional public meetings with the City Council will be included with the project.
The City Council will be kept informed of progress and proposed concepts for the
duration of the project.
Key members of the project team are expected to be present at all public involvement
meetings. All deliverables should be submitted in hardcopy and electronic formats
compatible with the City's computer software and hardware.
SCOPE OF SERVICES
A concept plan for the development of the marina is included in the BIG application
provided in this RFP. This concept should serve as a starting point for development of
this project and it is fully understood that changes to this concept are expected as the
project progresses. This project includes the following items as set forth in the BIG
application, that the City expects the Riverfront Marina Project to offer transient boaters:
^ 92 Slips for boats larger than 26' with dock & utility services and ice protection
system.
• Adequate mooring capacity
• Fuel dock
• Laundry facilities
• Quality pump out and waste reception equipment
• Navigational aids
• Dockside shower/bathhouse facility
• Safe, high quality lighting, electrical and water hook-ups and safe walkways
• A floating wave attenuator and outside pier
• Mooring buoys
• Adequate areas for boaters with mechanical problems to receive service
• Deep water at a number of boat slips
• ADA Accessibility
• One time dredging
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This project will require the services of amulti-disciplinary consulting team. It is
expected that this team will have a minimum of 5 years of experience in marina design
and implementation, have specific experience in designing and engineering marinas in
a river environment and be thoroughly experienced with the challenges posed by water
level changes on the Mississippi River. Because of the nature and scope of services
required, it is anticipated that a Civil Engineering consultant will be the lead on this
project.
Task 1-Environmental Assessment
The IDNR has advised that the City should pursue environmental compliance prior to or
concurrently with design, engineering and marina management services. The IDNR has
noted that pursuing environmental compliance concurrently may cause the City to alter
the project in some way, such as move its location slightly or reduce the scope of work.
The IDNR has identified areas of concerns include threatened/endangered species,
wetlands, organized public opposition, and cultural resources.
In consultation with the IDNR, the City has identified the need for a mussel survey of the
project site plus the perimeter area around the boundary to provide the City with
flexibility in case the City has to modify its desired location.
During the winter, bald eagles use shoreline trees at the project site as roosting places
while fishing at open water sites on the river. The bald eagles do not nest in these trees.
The IDNR has advised that threatened/endangered species and public opposition have
a chance of altering the project's scope. The IDNR has recommended that the City hold
a public meeting to describe the project to the public and to receive comments.
For this project, the City must comply with all applicable Federal laws, regulations, and
policies. The City must comply with environmental and other laws, as defined in Fish
and Wildlife Service Manual 523 FW 1.
Consultant will assist the City in satisfying Federal Aid Compliance Requirements as
described above and identified in Fish and Wildlife Service Manual 523 FW 1(available
on the Internet at http://www.fws.gov/policy/523fw1.html).
Task 2-Permit Acquisition
This project will require a Section 404 Permit from the U.S. Army Corps of Engineers
(USAGE) and a Section 401 Water Quality Certification from the IDNR.
Consultant will prepare the joint USAGE/IDNR permit application and submit for review.
A pre-submittal meeting is encouraged and consultant shall prepare all presentation
material and set up all meetings regarding the permit application and review process.
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Consultant shall respond to all public notice concerns and attend one pre-submittal
meeting and one onsite coordination meeting with regulatory personnel.
Task 3-Final Planning Phase:
Meet with City personnel and the Project Steering Committee to review the
concept plans and discuss potential changes/modifications.
2. Obtain all necessary background information relative to the project including
utilities, aquatic, and other data from involved government agencies.
3. Prepare a Memorandum of Understanding and submit to the City and Marina
Committee detailing meeting discussions, including recommended changes to
the final scope of the project along with a revised concept drawing of
recommendations. The City and Marina Committee will review and submit written
confirmation, noting any requested changes of the Memorandum of
Understanding.
Task 4-Facilities Management RFP:
The consultant or consultant team selected should demonstrate the experience and
resources needed to market and manage a successful marina project that will support
and be compatible with the commercial/entertainment activities of the America's River
Project at the Port of Dubuque.
Prior experience with marina development, marketing and/or management will be
considered in evaluating the qualifications of the consultant or consultant team.
Previous direct involvement in similar projects and the ability to complete the project in a
timely fashion will also be factors in considering the most qualified candidates.
Consultant shall provide facilities management services to assist the City in establishing
policies, standards, and procedures for the efficient operation of the Riverfront Marina.
The facilities management services to be furnished include, but shall not be limited to,
assisting City in carrying out the functions of marina planning, marketing, real estate
management, equipment and building utilization and maintenance, security, scheduling,
fees, service standards, purchasing, accounting, budgeting, safety, insurance and
claims, employee selection and training per City guidelines, public relations, equipment
selection, grant applications, and all other normal managerial functions reasonably
required in the day-to-day operation of the Riverfront Marina.
Task 5-Preliminary Design Phase:
Perform all necessary design service listed below, but not restricted to:
1. Prepare a preliminary report establishing design criteria; outlining layout of
service building, equipment, docking slips, walkways, parking lots, utility
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requirements and dimensional, requirements; summarizing preliminary estimates
of cost; and noting any environmental issues and providing recommendations.
2. Prepare preliminary plan and profile for proposed walkways, parking lots, and all
proposed structures, docking facility and utilities, and scaled plan of the existing
site with 1-foot contours.
3. Perform and coordinate all necessary soil borings. The contract to perform this
work will be directly with the City.
4. Review preliminary plans with City staff and Project Steering Committee.
5. Prepare presentation materials and attend one public hearing/informational
meeting. City will notify public and conduct public hearing.
Task 6-Final Design Phase:
1. Preparation of plans on reproducible medium, special provisions and contract
documents in accordance with city, state and federal requirements.
2. Perform all additional design surveys necessary.
3. Prepare all necessary designs for the proposed improvements.
4. Meet with city staff and committee at 35%, 65%, and 95% completion to review
the project.
5. Provide intermediate and final cost estimates.
6. Attend a public hearing/informational meeting on plans, specifications,
construction sequence, duration of construction, and estimate of cost.
7. Prepare and submit all applications, statements, forms and permits to state and
federal agencies including erosion control plan.
8. Provide City with electronic copy of plans, specifications, and contract
documents.
Task 8-Construction Documents:
1. Provide 5 sets of construction bidding documents to the City.
Task 9-Bid Phase Support Services:
1. Provide 5 sets of bidding documents to the City.
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2. Prepare advertisement for local newspaper and plan rooms. Cost for
advertisement to be invoiced directly to City.
3. Distribute bidding documents to potential bidders and maintain a list of bidders
obtaining documents.
4. Respond to contractor or supplier questions.
5. Prepare and distribute addenda as required to clarify the bidding documents.
6. Conduct pre-bid meeting.
7. Attend the bid opening, assist in evaluation of bids, and prepare a
recommendation for award of contract. Prepare construction contract and
supporting documents.
Construction Phase Services:
It is anticipated that the Construction Phase Services will be performed by the
consultant. However, the City of Dubuque reserves the option of handling the
Construction Administration and Inspection using City staff for this work.
ADDITIONAL SERVICES
The construction phase services below are not included as part of this RFP. These
services may be required at a later date.
Project Administration Phase:
1. Arrange and conduct pre-construction conference with contractors, suppliers,
utilities, government agencies, and City staff.
2. The project consultant shall make timely visits to the project site during the
course of construction.
3. The project consultant shall respond to questions as to quality and acceptability
of materials furnished and work performed; the rate of progress of work; interpret
plans and specifications; and troubleshoot problems arising during construction.
4. The project consultant shall provide resolution to the City of disputed and mutual
rights between contractor, contract documents, and questions as to acceptable
fulfillment of the contract by the contractor.
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5. Prepare all necessary site inspection reports. Also collect, review, and maintain
records for materials, quantities and other documents in accordance with
contract documents.
6. Provide project closeout documentation, including record documents.
7. Negotiate, prepare and secure approval of all change orders necessitated by
construction.
8. Make all necessary calculations to determine accuracy and veracity of change
order requests.
9. Review and make recommendations concerning shop drawings.
10. Conduct bi-monthly construction meetings.
11. Review periodic pay estimates and submit to the City Project Manager with
documentation of quantities for approval and recommendations.
12. Upon project completion, the final contract quantities shall be determined by field
measurements or, if agreeable to the City and contractor, from records kept
during construction and payment documents submitted to the contractor and the
City for approval.
13. Prepare necessary certificates of completion for City Council acceptance.
14. Submit all necessary documents to applicable regulatory agencies upon
completion of construction.
15. Prepare punch lists, conduct a final inspection, review contract closeout
documentation, and recommend final. payment to close out the construction
contract.
16. Prepare as-built drawings.
17. Provide City with one reproducible and correctable copy of as-built record
drawings and electronic disk in Auto Cad format of the as-built record drawings.
18. Project Development Certificate at completion of the project.
Construction Observation:
Consultant will provide Resident Inspector as necessary throughout the construction
period. The Resident Inspector's responsibilities include the following:
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1. Provide on-site inspection and documentation utilizing a technician or engineer
with a minimum of three years experience in the inspection and construction of
street paving and utilities.
2. Inspector to observe the progress and quality of the work.
3. Prepare construction-inspection daily reports and submit to City through
Consultant's office for weekly report.
4. Document daily activities, progress, problems, and quantities, and keep records
for use in preparation of as-built drawings including elevations, lengths, depths,
etc.
5. Verify construction alignment and grades, etc. to insure proper construction and
proper drainage, and determine if the work is proceeding in general conformance
with the intent of the contract documents.
Deliverables:
The scope of services will be considered to be complete upon delivery of the following
items to the satisfaction of the City:
1. Final Planning Report
2. Preliminary Plans
3. Environmental Clearance
4. Permits
5. Check Plans
6. Final Plans, including all specifications, bid documents, special provisions
7. Construction Record documents and drawings
8. Project Certificate of Completion
Note: All drawings shall be delivered in AutoCAD format to the City of Dubuque.
Project Coordination:
The consultant's project team will work with a Marina Committee of community
volunteers and marina users appointed by the City Council.
PROJECT SCHEDULE
The following schedule is anticipated for the project:
Request for Proposals received DATE, 2008
Interview of selected consultants between DATE, 2008
Selection of consultant by DATE, 2008
Notice to proceed by DATE, 2008
Planning and Design DATE, 2008
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INFORMATION TO BE INCLUDED IN 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 the RFP.
To simplify the review process and to obtain the maximum degree of comparability, the
proposal shall include the following information and shall be organized in the order and
manner specified below. While additional data may be presented, the following subjects
must be included. They represent the criteria against which the proposal will be
evaluated.
Letter of Transmittal
Provide a letter of transmittal briefly outlining the Consultant's understanding of the work
and list the Project Manager's the name, address, telephone number, fax 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
Each proposal shall contain a table of contents that delineates each section contained
in the proposal and the corresponding page number.
Profile of Firm
Provide general information about the Firm, along with its area of expertise and
experience as it relates to this RFP. Describe the experience and success of the Firm
in performing similar projects. State the size of the Firm, the size of the Firm's
professional staff, and the location of the office from where the work on this project will
be performed.
Discuss the Consultant's ability to integrate this project into their present workload.
Include a statement to specify if the Consultant currently has the capacity to undertake
the project or whether it intends to hire additional staff or partner with subconsultants.
Scope of Services
Describe the means or strategy by which the Consultant would satisfy the scope of
services for the currently approved budget as listed in Section 4.0.
Provide a second alternative or hybrid strategy with a modified scope of services and
expanded budget that would improve the results of this project.
Include a basic work plan for each strategy that delineates the Consultant's approach to
the completion of the project. The work plan, at a minimum, should include those
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components outlined in Section 4 of this RFP. The Consultant should indicate in the
work plan those aspects that might be completed by City staff.
Highlight any parts of the work plan that will reflect the Consultant's unique philosophy
or insight regarding it's approach to this project and how this approach positively
impacts the successful completion of the project.
Project Team Qualifications
Provide the names of all members of the project team associated with this project.
Specifically identify the supervisory and management staff including principals, the
project manager, and technical experts who would be assigned to this project. For each
project team member, provide their qualifications and experience. Include any training
and relevant continuing and 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
subconsultants 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, management, and other project team staff
may be changed in accordance with the requirements described in Appendix D "3.
Substitution of Project Team Members".
Describe the experience and success of the project team members proposed for the
Dubuque project, in performing similar projects. Specifically list any experience and
success completing marina development projects on the main channel of the
Mississippi River.
Include at least 3 client references (including individual contact names and telephone
numbers) for similar projects that have been completed by the Firm in the last five (5)
years. List the names of individuals on the project team proposed for the Dubuque
project who have worked on the referenced projects.
Understanding of Final Contract Terms
The Proposer should provide a statement that indicates they have read and understand
Appendix C - "City of Dubuque Contract Terms and Conditions", and agree to include
the clauses that are listed in Appendix C in the final signed contract. Any exceptions to
the Contract Terms and Conditions by the Consultant must be clearly stated in their
submitted Proposal.
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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 -Appendix D.) Submittal of insurance documents as part of this RFP is
not required.
Proposed Proiect Schedule
Provide a project schedule for each strategy. Outline the time durations and estimated
completion dates for each major component of the proposed scope of work. The
schedule should list all deliverables that are required throughout the project.
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.
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 Project Manager. 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 2:00 p.m. CDT
on DATE, 2008. 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 City of Dubuque staff or any of the Selection
Committee members except as expressly authorized by the City 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.
Page 14 of 29
Project Manager contact information is as follows:
Robert Schiesl
Assistant City Engineer
City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, IA 52001
8.0 SUBMISSION REQUIREMENTS
Phone: 563.589.4270
Fax: 563.589.4205
E-mail: bschiesl@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.
PROPOSAL SUBMITTAL INFORMATION
^ Submittal Deadline: DATE, 2008 on or before 2:00 p.m. CST
^ Submittal Location: City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, Iowa 52001-4864
^ Submittal Contact &
Mailing Address: Robert Schiesl, Assistant City Engineer
City of Dubuque Engineering
50 West 13th Street
Dubuque, Iowa 52001-4864
^ Submittal Copies: Twelve (12) sets of the proposal shall be provided.
Submit one (1) original signed proposal, eleven (11) copies and also an electronic .pdf
version, all labeled Port of Dubuque - Riverfront Marina Project.
Submitted proposals must be in 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
proposal hardcopies. No faxed or a-mail proposals will be accepted. The proposal
must be a document of not more than twenty (20) 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 20 numbered pages will not be
considered.
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Each addendum must be acknowledged in the Letter of Transmittal by providing the
addendum number and title. Failure to acknowledge each addendum will be considered
grounds for possible disqualification. It is solely the Consultant's responsibility to
ensure that you have received all addendums to this RFP before submitting the
proposal.
The original proposal document shall be signed in blue ink by an officer of the Firm who
is authorized to legally bind the Proposer to its provisions. Proposals are to contain a
statement indicating the period during which the proposal will remain valid. A period of
not less than ninety (90) calendar days from the proposal closing date is required.
Failure to comply with the above requirements shall be considered grounds for possible
disqualification.
Each Consultant assumes full responsibility for delivery and deposit of the completed
proposal package on or before the deadline. Any proposals received after the submittal
deadline will not be considered, and will be returned unopened to the Proposer. The
City of Dubuque is not responsible for any loss or delay with respect to delivery of the
proposals.
The City of Dubuque is not liable for any costs incurred by any Consultant prior to the
execution of an agreement or contract. Nor shall the City of Dubuque be liable for any
costs incurred by Firms that are not specified in any contract. All results from this
project will remain the property of the City of Dubuque.
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, fax or email so the
City can ensure that each Consultant received this Request For Proposal.
The City of Dubuque appreciates your time and consideration of this RFP
Sincerely,
Robert D. Schiesl
Assistant City Engineer
City of Dubuque
Page 16 of 29
Port of Dubuque
Riverfront Marina Project
Mississippi River
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
DATE, 2008
Appendix A
Consultant Evaluation and Selection Process
Page 17 of 29
EVALUATION and SELECTION
The Project Steering Committee will evaluate the submittals. The Project Steering
Committee will then determine if interviews will need to take place with a shortlisted
number of firms. Each proposal will be evaluated in detail. Additional information may
be solicited from your firm.
The contract will be awarded on the basis of overall strength of information provide and
demonstrated competence, experience and qualifications for the services to be
performed. Submitters should be aware that the scope of work of the contract as well
as its terms and conditions are subject to negotiation by the City. A consultant selection
committee will conduct the selection process, which may include interviews. The City
anticipates conducting interviews of shortlisted firms two weeks after the deadline, with
the final contract submitted to the City Council for approval shortly thereafter.
Consultant Evaluation Criteria:
Responsiveness and Grasp of Project Requirements - 10%
a. Was the information requested in the RFP completely addressed?
b. Is there a good understanding of the work required?
2. Design Approach and Methodology - 20
a. Is there an adequate understanding of how to accomplish the work?
b. Is there a sound approach to minimize construction costs of the proposed
project elements?
c. Are there technical alternatives, creativity, and a problem solving
approach?
d. Was a proposed project schedule included?
3. Project Management - 20%
a. What are the qualifications of the project manager?
b. Are the specific roles of key staff and management clearly defined?
c. Are durations identified consistent with the project schedule?
d. What is their past performance in receiving necessary clearances?
e. Does the manager possess good public relation skills?
4. Consultant Team Qualification and Experience - 35%
a. What is the training or qualifications of key staff and subconsultants?
What is their past experience in handling similar projects?
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b. Are they thoroughly familiar with marina developments in a main channel
river environment, experienced with regulatory agency concerns and the
permit acquisition process?
c. How well can their team function independently with minimum guidance?
d. Was a project team chart provided?
5. Flexibility and Availability - 10%
a. Will the project manager and key staff be able to respond to staff requests
on a "short notice" basis?
b. Is sufficient support and technical staff available to handle multiple
projects if needed and do they have the required previous experience or
"track record" in this area?
c. Does the firm have a good history of being able to work with advisory
committees and general public concerns?
SELECTED CONSULTANT -FEE NEGOTIATION PROCESS
Upon the successful completion of the Consultant interviews, the RFP Selection
Committee will recommend to the City Manager or City Council, the awarding of a
contract to the highest ranked Consultant. The Selection Committee will also request
authority to negotiate with the recommended Consultant a final scope of work and fee
structure for the project.
After authority is granted to negotiate an agreement and execute a contract with a
Consultant, the Consultant shall prepare an industry standard Work Breakdown
Structure (WBS) to reflect the Firm's approach to the completion of the project. The
WBS, at a minimum, should include work tasks for each of the components outlined in
the RFP, a separate line item for each deliverable, and list project management as a
separate task. No individual task on the WBS shall have a total value exceeding
$10,000. The Consultant shall indicate in the WBS the work tasks that will be
completed by City staff.
The format of the WBS shall summarize the fixed fee for each task listed, plus
individually list in separate section any associated reimbursable expenses that would
specifically relate to this project. A sample format of a WBS can be obtained from the
City if desired.
Once the selected Consultant has prepared the WBS, the City and the Consultant will
meet and the final scope of work for the project will be negotiated by joint revision to the
WBS 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 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.
Page 19 of 29
The selected Consultant shall be responsible for updating the WBS to reflect any
changes that were agreed to during negotiations. After the final scope of services has
been determined, a design fee has been negotiated, and the WBS has been finalized,
the Consultant shall incorporate the WBS into the contract documents being prepared
for signature.
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 be paid 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 20 of 29
Port of Dubuque
Riverfront Marina Project
Mississippi River
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
DATE, 2008
Appendix B
RFP Rules and Protest Procedure
Page 21 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 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 22 of 29
Port of Dubuque
Riverfront Marina Project
Mississippi River
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
DATE, 2008
Appendix C
City of Dubuque Contract Terms and Conditions
Page 23 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 24 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 25 of 29
Port of Dubuque
Riverfront Marina Project
Mississippi River
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
DATE, 2008
Appendix D
Insurance Requirements
Page 26 of 29
Port of Dubuque
Riverfront Marina Project
Mississippi River
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
DATE, 2008
Appendix E
Project Related Data
Page 28 of 29