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Bee Branch Creek Design RFPTO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Bee Branch Creek Restoration Project - RFP for the Design of the Bee Branch Creek Restoration Project DATE: June 11, 2008 City Engineer Gus Psihoyos is recommending release of a Request for Proposals to identify a consultant to prepare the final design, prepare construction/bid documents, and perform construction observation for the Bee Branch Creek Restoration Project. In December of 2001, the City Council formally adopted the Drainage Basin Master Plan (DBMP) prepared by HDR Engineering. Based on the study, approximately 1,150 homes and businesses in the Bee Branch watershed are at risk of flood damage. The DBMP recommends several capital improvement projects that would reduce the threat of flood damage in the Bee Branch Creek Watershed. They are the Carter Road Detention Basin that was completed in the spring of 2004, the W. 32"d Street Detention Basin that will be under construction this summer, and the Bee Branch Creek Restoration Project. The estimated total cost of this consultant contract is $1,782,581. The intent would be to have a recommendation to the City Council by August 4, 2008, and to have the construction project for the lower portion of the project from the 16tH Street Detention basin to the railroad tracks south of Garfield Avenue complete by December 31, 2009. The upper portion of the project, from the railroad tracks to 24tH Street will be under construction beginning in the summer of 2010. I concur with the recommendation and respectfully request Mayor and City Council approval. L° i Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer THE CLTY OF M E M O R A N D U M DUB E Masterpiece on the Mississippi June 5, 2008 TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer ~\~ SUBJECT: Bee Branch Creek Restoration Project -RFP for the Design of the Bee Branch Creek Restoration Project INTRODUCTION The purpose of this memo is to request authorization to release an RFP to identify a consultant to prepare the final design, prepare construction/bid documents, and perform construction observation for the Bee Branch Creek Restoration Project. BACKGROUND In December of 2001, the City Council formally adopted the Drainage Basin Master Plan (DBMP) prepared by HDR Engineering (Omaha, Nebraska). Based on the study, approximately 1,150 homes and businesses in the Bee Branch watershed are at risk of flood damage. The DBMP recommends several capital improvement projects that would reduce the threat of flood damage in the Bee Branch Creek Watershed. They are the Carter Road Detention Basin that was completed in the spring of 2004, the W. 32nd Street Detention Basin that will be under construction this summer, and the Bee Branch Creek Restoration Project. In the spring of 2003, the City hired a consultant for the Bee Branch Creek Alignment Study. In the spring of 2003, CDM (Milwaukee, WI) was hired for the Bee Branch Creek Alignment Study. The main components of the study were to: 1) Establish the optimum alignment for the proposed open waterway along its approximately 4,500-foot length (from 16th Street detention basin to 24th and Elm Streets) based on existing environmental, utility, social, and economic constraints; 2) Provide a preliminary design to a level that it establishes the appearance of the waterway and how it will function before, during, and after rains of different magnitudes; and 3) Work with impacted residents in the form of a citizen's advisory committee to ensure that the recommended alignment location and waterway design are based on input from the neighborhoods impacted by the proposed open waterway. To that end, the consultant relied on the input from the ad hoc Bee Branch Citizen Advisory Committee. Comprised of impacted Bee Branch watershed residents, impacted property owners, senior citizens, a local parishioner, local PTA member, a developer, a state representative, and a Dubuque Board of Realtors member, the sixteen-member committee (BBCAC) recommended where the restored Bee Branch Creek should be located and provided input as to its appearance. The alignment recommended by the committee and later adopted by the City Council impacts seventy nine (79) property owners. On November 6, 2006, the City Council authorized the City Manager to submit an application for, and subsequently approved the use of State Revolving Loan funds to design the Bee Branch Creek Restoration Project improvements. In December of 2006 the State approved the City's application, placing the project on the Iowa Finance Authority State Revolving Fund (SRF) loan program intended use plan. In June of 2006 the City Council passed Resolution 230-06 authorizing an agreement with HWY 151 & 61 Development, the local group headed by Wayne Briggs to assist with the redevelopment of the former Smithfield property on 16th Street. Per the terms of the agreement, the City is to complete the construction of the lower portion of the Bee Branch Creek Restoration Project by December 31, 2009. DISCUSSION One of the benefits of using SRF to fund the design of the Bee Branch Creek Restoration Project is that the borrowing is interest free for up to three (3) years until the project moves into construction. The lower portion of the Bee Branch Creek Restoration Project, from the 16th Street Detention Basin to the rail road tracks south of Garfield, will move into construction next year; the loan will be interest free for approximately one year. But the upper portion of the project, from the rail road tracks to 24th Street will not be under construction until the summer of calendar year 2010; the design loan could be interest free for approximately two (2) years. Therefore, to take full advantage of the interest free loan, the design of the Bee Branch Creek Restoration Project is separated into two components: the Lower Bee Branch Creek Restoration Project and the Upper Bee Branch Creek Restoration Project. As detailed in the RFP, the objectives of the consultant are to: Utilize the engineering study previously performed and reported in the Bee Branch Creek Alignment Study to design the improvements of both the Lower and Upper Bee Branch Creek Restoration Projects; 2. Gather and utilize input from citizens for the design of the final landscaping plan for both projects; 3. Prepare bid documents (plans and specifications) for the construction of the improvements. The project will be bid as at least two, and possibly three, individual construction projects. Construction of the first portion, the Lower Bee Branch Creek Restoration Project, must be completed by December 31, 2009; 4. Acquire permits and authorizations from the various regulatory agencies for both projects in a timely fashion that avoids any delays to the construction of the Lower Bee Branch Creek Restoration Project; 5. Satisfy the Clean Water Surface Revolving Fund (SRF) requirements from design, through bidding and construction; and 6. Manage/oversee the construction of the Lower Bee Branch Creek Restoration Project. The estimate to prepare the final design and prepare construction/bid documents for both the Upper and Lower reaches, and perform construction observation for the Lower reach of the Bee Branch Creek Restoration Project is as follows: Design of Lower Bee Branch $ 544,052 Design of Upper Bee Branch $ 984,638 Engineering During Construction of Lower Bee Branch $ 253,891 TOTAL $ 1,782,581 The proposed schedule for the projects is as follows: RFPs released to the public: June 17, 2008 Responses due: July 10, 2008 Recommendation to City Manager: July 28, 2008 Potential Action by City Council: August 4, 2008 The following staff members will review the proposals and formulate a recommendation: 1. Teri Goodmann, Assistant City Manager 2. John Klostermann, Street and Sewer Maintenance Manager 3. Ken TeKippe, Finance Director 4. Gil Spence, Leisure Services Manager 5. Gus Psihoyos, City Engineer 6. Steve Sampson-Brown, Project Manager 7. Deron Muehring, Civil Engineer II RECOMMENDATION I recommend releasing an RFP to the public for to identify a consultant to prepare the final design, prepare construction/bidding documents, and provide construction observation for the Bee Branch Creek Restoration Project. BUDGET IMPACT The current Capital Improvement Program budget includes $1,860,074 for design and construction observation of the Bee Branch Creek Restoration Project (CIP#7201654). ACTION TO BE TAKEN I respectfully request authorization to release to the public an RFP for the final design, construction/bidding documents, and construction observation for the Bee Branch Creek Restoration Project. Attachments Prepared by Deron Muehring cc: Jenny Larson, Budget Director Teri Goodmann, Assistant City Manager Ken TeKippe, Finance Director John Klostermann, Street and Sewer Maintenance Manager Gil Spence, Leisure Services Manager Steve Sampson-Brown, Project Manager Deron Muehring, Civil Engineer II REQUEST FOR PROPOSAL (RFP) THE CTTY OF - ~ ISSUE DATE: June 17, 2008 ~'' Dj' ~'j~ ~ CONTACT: Deron Muehring PHONE NO: 563-589-4270 ~-,J jJ FAX NO: 563-589-4205 Masterpiece on the Mississippi EMAIL: dmuehrin@cityofdubuque.org SUBMIT PROPOSAUOFFER PRIOR TO: SUBMIT TO: CLOSING DATE: July 10, 2008 SEE Section 8.0 CLOSING TIME: 2:00 P.M. (CST) FAX/EMAIL NOT ACCEPTED DESCRIPTION: The City of Dubuque is seeking proposals from engineering consulting firms for engineering services for the preparation of the final design, bidding/construction documents, and construction inspection for the Bee Branch Creek Restoration Project. o 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. a 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 onl . COMPANY NAME: DATE: MAILING ADDRESS: CITY/STATE: ZIP CODE: AUTHORIZED SIGNATURE: PRINTED NAME: TITLE OF AUTHORIZED REPRESENTATIVE: EMAIL: PHONE: Dubuque THE CITY OF ~~~~ DUB E j j Masterpiece on the Mississippi P 2007 Bee Branch Creek Restoration Project REQUEST FOR PROPOSAL CITY OF DUBUQUE ENGINEERING DEPARTMENT Bee Branch Creek Restoration Project Pege 2 Of 11 RFP ORGANIZATION Bee Branch Creek Restoration Project Table of Contents: SECTION 1.0 Introduction .................................................................. 2.0 Project Objectives ......................................................... 3.0 Community Background ................................................... 4.0 Project Scope of Services ................................................ 5.0 City Resources .............................................................. 6.0 Information to be Included in the Proposal ........................... 7.0 Proposal Questions and Answers .................................. 8.0 Submission Requirements ............................................... Appendix A Scope of Services Appendix B Consultant Evaluation Selection Process Appendix C RFP Rules and Protest Procedure Appendix D Insurance Requirements Appendix E City of Dubuque Contract Terms and Conditions Appendix F Project Related Data PAGE 4 6 6 6 7 7 9 10 Bee Branch Creek Restoration Project Page 3 of 11 Bee Branch Creek Restoration Project Dubuque acoan 'III'' zoo; Consultant Services Request for Proposal 1.0 INTRODUCTION The City of Dubuque, Iowa is soliciting proposals from qualified consultants to provide engineering design services for the Bee Branch Creek Restoration Project. The project involves the day-lighting of approximately 4,500 feet of creek that is currently buried in a limestone block storm sewer that on average is fifteen (15) feet wide and eight (8) feet high. The consultant is expected to utilize the preliminary design and associated supporting engineering investigations as the basis for preparing the final design. The preliminary design of the restored creek outlines a meandering fifteen (15) to twenty five (25) foot wide creek, or low flow channel, running through a 150 to 180-foot wide floodway corridor. Durin vier rains, the stormwater will rise out of the low-flow channel and spread into a flo dway corridor. The preliminary design includes a conceptual landscaping pl n j~ c nsisting of a mixture of taller prairie and ornamental grasses with a mixture o wil owers to make up the balance of the relatively flat floodway bottom. It also includes medium to high canopy trees such as ash, maple, or birch trees; bushes, planters near bridges, light fixtures, benches, and the incorporation of the Heritage Trail that runs through the area. The construction of the bridges would include a rustic stone appearance similar in pattern to local limestone outcroppings. The figure on page 2 is the City's vision of the restored Bee Branch that drained stormwater through the area as it did over 100 years ago. See the Bee Branch Creek Alignment Study found in Appendix F for the alignment. The estimate for design and construction. of the Bee Branch Creek Restoration Project is as follows: Construction $ 20,382,523 Engineering Design (8%) 1,630,602 Engineering During Construction (4%) 815,301 TOTAL $ 22,828,426 The use of Clean Water State Revolving Funds (CWSRF) has been approved for the design of both the stormwater and sanitary sewer improvements. The consultant will be responsible for ensuring compliance with terms and conditions of Iowa's CWSRF program. The selected consultant will be expected to complete the contracted scope of work within the agreed upon timeframe, under the general direction and coordination of the Bee Branch Creek Restoration Project Pege 4 Of 11 City's Engineering Department as authorized by the City Council. The design should be broken into two distinct phases, the Upper Bee Branch Creek Restoration Project and the Lower Bee Branch Creek Restoration Project, to ensure that the public bidding process for the later can be initiated sometime in early 2009. Construction of the Lower Bee Branch Creek Restoration Project consisting of the construction of two bridge/culverts and 2,000 feet of channel from the 16th Street Detention Basin to the railroad tracks must be completed by December 31, 2009. See the "Scope of Services" section of this Request for Proposals for more details on the work to be performed. BACKGROUND A number of North End properties have suffered from basement flooding over the past several years. With the hope of solving the problem, the City of Dubuque commissioned a nationally recognized engineering firm to quantify the magnitude of the problem and identify possible solutions. The findings were presented in the Drainage Basin Master Plan (DBMP) adopted by the City Council in 2001. The DBMP determined that over 1,150 homes and businesses in the vicinity of the buried Bee Branch storm sewer were found to be at risk of flood damage. Three projects were identified to address the problem. The Carter Road Detention Basin was completed in the spring of 2002 for $1.1 million. The design for the $4 million W. 32nd Street Detention Basin project is complete and construction should begin in early summer 2008. Both of these projects are upstream of the Bee Branch sewer. These detention basins will limit the amount of stormwater that can flow to the Bee Branch storm sewer. To eliminate the risk of flooding, a third project is required. The Bee Branch Creek Restoration Project involves the resurrection-reconstruction of the buried creek (Bee Branch/fouler Creek) that drained stormwater through the area over 100 years ago. In the spring of 2003, the City hired a consultant for the Bee Branch Creek Alignment Study. The main component of the study was to establish the optimum alignment for the proposed open waterway along its approximately 4,500-foot length (from 16th Street detention basin to 24th and Elm Streets) based on existing environmental, utility, social, and economic constraints. To that end, the consultant relied on the input from the ad hoc Bee Branch Citizen Advisory Committee. Comprised of impacted Bee Branch watershed residents, impacted property owners, senior citizens, a local parishioner, local PTA member, a developer, a state representative, and a Dubuque Board of Realtors member, the sixteen-member committee (BBCAC) recommended where the restored Bee Branch Creek should be located and the design elements and concepts to be incorporated into the design of the restored creek. These design elements are depicted in the figure shown on page 2. To date, the City has purchased 32 of the 79 properties required for the project. In 2004, the City Council adopted resolutions approving the alignment from the 16tH Street Detention Basin to the intersection of 24th and Elm Streets as well as the design elements and concepts outlined in the preliminary design (see Appendix F). Bee Branch Creek Restoration Project Page 5 of 11 2.0 PROJECT OBJECTIVES The objectives of the consultant are to: 1. Utilize the engineering study previously performed and reported in the Bee Branch Creek Alignment Study to design the improvements of the Bee Branch Creek Restoration Project; 2. Gather and utilize input from citizens for the design of the final landscaping plan for the project; 3. Prepare bid documents (plans and specifications) for the construction of the improvements. The project will be bid as at least two, and possibly three, individual construction projects. Construction of the first portion, the Lower Bee Branch Creek Restoration Project, must be completed by December 31, 2009; 4. Acquire permits and authorizations from the various regulatory agencies in a timely fashion that avoids any delays to the construction of the Lower Bee Branch Creek Restoration Project; 5. Satisfy the CWSRF requirements from design, through bidding and construction; and 6. Manage/oversee the construction of the Lower Bee Branch Creek Restoration Project. 3.0 COMMUNITY BACKGROUND The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to Illinois and Wisconsin. The City is approximately 30 square miles in area, with a population of approximately 60,000 people. The City's annual operating and capital budget is over $100 million and funds a full range of services. The City's web site is www.cityofdubugue.org. Dubuque's terrain is widely varied, with steep hills, bluffs, and a flat area protected from the Mississippi River by a floodwall. Rugged rock outcroppings dot the bluffs and many wooded areas are located within the city limits. 4.0 PROJECT SCOPE OF SERVICES Although the scope of services or the project plans may be divided, truncated, phased, or expanded at the sole discretion of the City of Dubuque, the proposal shall outline the means and methods by which the consultant will provide the scope of Bee Branch Creek Restoration Project Page 6 of 11 services identified herein. A detailed Scope of Services is supplied with this Request for Proposal as Appendix A and includes the following elements: • Project Management and Coordination • Hydrology, Hydraulics, and Channel Design • Subsurface Investigations • Surveying • Drawings, Specifications, Construction Cost Estimates, Schedules, and Short and Long Term Maintenance Requirements • Permitting Assistance including completing all permit applications • Bidding and Award Services • Construction Services The estimate to fulfill the scope of services outlined in Appendix A is follows: Design of Lower Bee Branch $ 544,052 Design of Upper Bee Branch $ 984,638 Engineering During Construction of Lower Bee Branch $ 253,891 TOTAL $ 1,782,581 5.0 CITY RESOURCES 5.1 Use of City Resources for the RFP Preparation All information requests shall be directed to the City's Project Manager as detailed in Section 7.0 of this request for proposal. 5.2 Material Available for the RFP See Appendix F. 5.3 City Resources Available to the Selected Vendor The City will make DAGIS (Dubuque Area Geographical Information System) data. (contours, property lines, property ownership, storm & sanitary sewer systems and aerial photography) available for this project. 6.0 INFORMATION TO BE INCLUDED IN PROPOSAL The submitted proposal should address all aspects of the required work discussed in this RFP, including any cost information which should be included in the submittal and clearly titled "Project Cost Estimate". The proposal should be prepared simply and economically, providing a straight-forward, concise description of the consultant's capabilities to satisfy the requirements of the RFP. Bee Branch Creek Restoration Project Page 7 of 1 1 To simplify the review process and to obtain the maximum degree of comparability, the proposal shall include the following information and shall be organized in the manner specified below. While additional data may be presented, the following subjects must be included. They represent the criteria against which the proposal will be evaluated. 6.1 Letter of Transmittal Provide a letter of transmittal briefly outlining the Proposer's understanding of the work and list the project manager's name, address, telephone number, fax number and a-mail address. The name that is provided for the project manager will be used as the primary contact during this RFP process. The Letter of Transmittal must include from the Proposer a conflict of interest statement that explicitly states that the Proposer understands and agrees that the Proposer awarded this Construction Manager contract, its firm and subsidiaries of its firm shall not be eligible to bid, or to participate in the preparation of any bids for the City of Dubuque's Port of Dubuque Public Parking Facility Improvement Project. 6.2 Index Each proposal shall contain a table of contents that delineates each section contained in the proposal and the corresponding page number. 6.3 Profile of Firm Provide general background information about the firm and its areas of expertise as they relate to this RFP. Include information about the key project team members who will be assigned to the project and their areas of expertise that will be utilized on the project. Include a flow chart that shows the communication path between the city and key project team members. Include all project team members on the flow chart and show the supervisory relationship between all members of the team. 6.4 Proposed Project Team Qualifications Describe the experience and success of the Firm and key personnel proposed for the Dubuque project, in performing similar projects. Specifically include any experience and success the firm or key personnel have in working on sanitary sewer, culvert, and ditch/waterway design. Include at least 3 client references (including individual contact name and telephone numbers) from similar projects that have been completed in the last five (5) years AND the list the names of project team members proposed for the Dubuque project who have worked on the referenced projects. Describe the name and location of other sub-contracting firms that would be used Bee Branch Creek Restoration Project Page 8 of 11 by the Consultant during the project. List the approximate percentage of the work that would be performed by each of these firms. Briefly describe any relevant experience and qualifications of the sub-contracting firm. 6.5 Scope of Services Describe the means or strategy by which the Consultant would satisfy the Scope of Services. Include a copy of the sub consultants completed Work Breakdown Structure (WBS) for the project (See Appendix F), and clearly mark the services which your firm will provide as main consultant. Only mark services that are included in your proposed fee. At a minimum, the submitted WBS should include the services required by the RFP. The Consultant should indicate in the WBS any work items that are expected to be completed by City staff. 6.6 Proposed Project Schedule Provide adesign/construction project schedule outlining the time period and estimated completion date of the proposed scope of work. This should include a schedule and description of all deliverable reports/documents throughout the project. The construction documents for the first leg of the project should be ready for public bidding in January of 2008. 6.7 Certificate of Insurance The selected firm will be required to meet the City's insurance requirements for professional services (see Appendix D). 6.8 Fees and Compensation Provide a fixed fee budget for completion of the proposed scope of services with cost breakdowns by major scope element. The Consultant will be progressively paid for the earned value of progress made for each major scope element completed, plus reimbursable expenses, subject to the agreed upon, Not-to- Exceed amount as written in the signed contract. Invoices shall be paid on a monthly basis. Quotation of fees and compensation shall remain firm for a period of at least 60 days from the RFP submission deadline. 7.0 PROPOSAL QUESTIONS AND ANSWERS If you have any questions concerning this proposal, or other technical questions, please submit your requests to the City's designated 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. When submitting a question to the Project Manager, please include the appropriate Consultant contact information. Bee Branch Creek Restoration Project Page 9 of 11 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. From the date of issuance of the RFP until final City action, the Proposer shall not discuss the RFP with or contact any other City of Dubuque staff or any of the Selection Committee members except as expressly authorized by the City representative identified in this section (Section 7.0) for this proposal. Violation of this restriction will be considered a violation of the rules and be grounds for disqualification of the Proposer's proposal. Project Manager contact information is as follows: Deron Muehring City of Dubuque Engineering Department 50 West 13th Street Dubuque, IA 52001 Phone 563.589.4270 Fax: 563.589.4205 E-mail: dmuehrin@cityofdubuque.org 8.0 SUBMISSION REQUIREMENTS Before submitting a proposal, each Proposer shall make all investigations and examinations necessary to ascertain site conditions and requirements affecting the full performance of the contract and to verify any representations made by the City upon which the Proposer will rely. PROPOSAL SUBMITTAL INFORMATION ^ Submittal Deadline: July 10, 2008 on or before 2:00 p.m. CST ^ Submittal Mailing Address: City of Dubuque Engineering Department c/o Deron Muehring 50 West 13th Street Dubuque, Iowa 52001-4864 ^ Submittal Copies: Ten (10) hardcopies and one electronic (pdf) copy of the proposal shall be provided. Submit one (1) original signed proposal and nine (9) copies all labeled Bee Branch Creek Restoration Project. Submitted proposals must be in delivered in printed format. In addition, supply one (1) electronic version of the proposal in Adobe Acrobat format. No faxed or a-mail proposals will be accepted. The proposal must be a document of not more than fifteen (15) numbered 8-1/2 x 11-inch pages, not including the letter of transmittal, index, project schedule, dividers and the front and back covers. Proposals Bee Branch Creek Restoration Project Page 10 of 11 should not include any pre-printed or promotional materials. Any proposals exceeding 15 numbered pages may not be considered. The original proposal document shall be signed in blue ink by an officer of the company who is authorized to legally bind the Proposer to its provisions. Proposals are to contain a statement indicating the period during which the proposal will remain valid. A period of not less than sixty (60) calendar days from the proposal closing date is required. Each Consultant assumes full responsibility for delivery and deposit of the completed proposal package on or before the deadline. Any proposals received after the submittal deadline will not be considered, and will be returned unopened to the Proposer. The City of Dubuque will not be responsible for any loss or delay with respect to delivery of the proposals. The City of Dubuque is not liable for any cost incurred by any Consultant prior to the execution of an agreement or contract. Nor shall the City of Dubuque be liable for any costs incurred by the firms in responding to this RFP and those not specified in any contract. All results from this project will remain the property of the City of Dubuque. Thank you for your consideration and interest in the project. Sincerely, ~ ' ~ ~} ~ -N , f ~. , ' ~ ,1 Deron Muehring Civil Engineer II City of Dubuque Bee Branch Creek Restoration Project Page 11 of 11