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Bee Branch Creek Contract History PaysTHE CITY OF Dubuque DUB E ~""~~ 1 Masterpiece an the Mississippi 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Bee Branch Creek Restoration Project -Consultant for the Bee Branch Historic District Mitigation Plan DATE: July 1, 2008 Request for Proposals were issued for the Bee Branch Creek Restoration Project - Consultant for the Bee Branch Historic District Mitigation Plan. City Engineer Gus Psihoyos is recommending that a contract be negotiated and executed with History Pays! for a fee not to exceed $26,987. I concur with the recommendation and respectfully request Mayor and City Council approval. ~y Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer THE CITY OF Dubuque DUB E "ate Masterpiece on the Mississippi 2007 June 20, 2008 TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer - SUBJECT: Bee Branch Creek Restoration Project -Consultant for the Bee Branch Historic District Mitigation Plan INTRODUCTION The purpose of this memo is to seek authorization to negotiate and enter into a contract with History Pays! to prepare and implement the Bee Branch Historic District Mitigation Plan as required for the Bee Branch Creek Restoration Project. The Request for Proposals (RFP) and the proposal submitted by History Pays! are enclosed. BACKGROUND The Bee Branch project must meet the requirements of 36 CFR Part 800, Section 106 (Section 106 Process). The purpose of which is to assure that no unnecessary harm comes to historic properties as a result of federal action. In the case of the Bee Branch Creek Restoration project, both the issuance of a federal permit and the use of the State Revolving Fund loan program that was established with federal funds constitute a federal act. An intensive level architectural/historic survey and evaluation of the properties impacted by the Bee Branch project identified tvuo potential historic districts: the East 22nd & Washington Street Historic District and the Rhomberg and Kniest District. On May 19, 2008 the City Council authorized an RFP to identify a consultant to prepare and implement the Bee Branch Historic District Mitigation Plan as required for the Bee Branch Creek Restoration Project. The Bee Branch Historic District Mitigation Plan shall consist of the following: Formal recordation of the historic buildings to be removed (24). This involves an architectural historian producing archival quality records, including such things as extensive photos and floor plans; Consultant for the Bee Branch Historic District Mitigation Plan Page 2 2. A nomination level survey of the East 22nd and Washington potential district. The district cannot be listed on the National Register without the permission of the land-owners, but all the paperwork research can be done to make this district ready to apply; 3. A 14-30 page publication summarizing the history of the neighborhood, details of the construction of the buildings, who lived here, rationale for the original sealing of the Bee Branch/fouler Creek, etc.; and 4. A plan to salvage particular items or classes of items of significant interest. The consultant will prepare the programmatic agreement, supporting documents, and the mitigation plan outlined above. DISCUSSION The City received proposals from History Pays! (Des Moines, Iowa) and Prairie Architects (Fairfield, Iowa). The proposal review committee consisting of Assistant City Manager Teri Goodmann, Housing and Community Development Director David Harris, Planning Services Manager Laura Carstens, Assistant Planner David Johnson, and Civil Engineer Deron Muehring unanimously identified History Pays! as having the experience and expertise to be successful and best responded to the objectives outlined in the requests for proposals. History Pays! enjoys an advantage in terms of contextual familiarity and access to the detailed historical data from previous survey efforts. This advantage translates to cost savings and efficiencies in time for the City of Dubuque. In other words research already done doesn't need to be re-done. They are intimately familiar with all of the impacted properties, both significant and insignificant. History Pays! is committed to meeting the City's deadline to complete the work by the end of the calendar year so that the removal of the houses can proceed as soon as possible. One approach that they proposed is to 'clear' approximately 50 houses without historic significance as soon as possible by focusing the site work and evaluation on them first. With State Historic Preservation Office (SHPO) concurrence the deconstruction/removal could proceed sooner on the majority of the affected buildings. Knowing the area, History Pays! anticipates minimal archeological impact within the Bee Branch project area. The proposal is that the archeological work necessary will be defined based on future communication with SHPO. History Pays! indicates that without direction from SHPO it is premature to include the archeology into a contract with History Pays!. Based on SHPO's direction, the City will either amend the contract with History Pays! or enter into a service agreement with an archeologist when that work is more clearly defined. Planning Services has identified Leah Rogers of Tallgrass Historians as a qualified archeologist who is familiar with Dubuque and has an excellent Consultant for the Bee Branch Historic District Mitigation Plan Page 3 working relationship with the SHPO. Therefore, the City should retain Tallgrass Historians for the archeological portion of the mitigation plan. Due to their familiarity of the subject, their expertise, and understanding of the Section 106 Process, Planning Services Manager Laura Carstens has offered that the Planning Services Department oversee the work to be performed by History Pays! and serve as the City's contact with regard to the Bee Branch Historic District Mitigation Plan. The Engineering Department agrees that the Planning Services Department is best suited for the task and accepts the generous offer. RECOMMENDATION I recommend that the City negotiate and enter into a contract with History Pays! to prepare and implement the architectural portions of the Bee Branch Historic District Mitigation Plan as required for the Bee Branch Creek Restoration Project. I further recommend that the City negotiate and enter into a contract for an amount not-to- exceed $10,000 with Tallgrass Historians to prepare and implement the archeological portion of the Bee Branch Historic District Mitigation Plan. BUDGET IMPACT History Pays! proposed to perform the work for a fee not-to-exceed $26,987. The cost estimate to perform the archeology is $10,000. When the RFP was released, the City estimated the total cost to approach $60,000. The work will be funded with the $2,045,390 FY08 appropriation for design and engineering. The financing is from the previously established State Revolving Loan Funds, Iowa Finance Authority loan number PD-CW-06-39. ACTION TO BE TAKEN respectfully request City Council approval to negotiate and enter into a contract with: • History Pays! to prepare and implement the Bee Branch Historic District Mitigation Plan as required for the Bee Branch Creek Restoration Project; and • Tallgrass Historians to prepare and implement the archeological portion of the Bee Branch Historic District Mitigation Plan. attachments Prepared by Deron Muehring cc: Jenny Larson, Budget Director Teri Goodmann, Assistant City Manager David Harris, Housing and Community Development Director Laura Carstens, Planning Services Manager Wally Wernimont, Assistant Planner David Johnson, Assistant Planner Deron Muehring, Civil Engineer II REQUEST FOR PROPOSAL (RFP) Dubuque THE CITY OF ISSUE DATE: May 20, 2008 --'' CONTACT: Deron Muehring T TR D ~ 70 ' I I I ~ ~ N 5 V L 63 589-4205 - FAX NO Masterpiece on the Mississippi EMAIL: dmuehrin@cityofdubuque.org 200 SUBMIT PROPOSAUOFFER PRIOR TO: SUBMIT TO: CLOSING DATE: June 16, 2008 SEE Section 8.0 CLOSING TIME: 2:00 P.M. local time FAX/EMAIL NOT ACCEPTED DESCRIPTION: Bee Branch Historic District Mitigation Plan Prepare a mitigation plan and the required documents outlined therein for the Rhomberg Avenue/Kniest Street Historic District and the Washington Street Historic District. 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: THE CTTY OF ,~ DuB E Masterpiece on the Mississippi Bee Branch Historic District Mitigation Plan ~ \ iL.,. t f ~+:. ~- h ~ ~._ ~, I ""~' ~'~ ,.j j ~~ ~- 1 1 ~ ~ ~ .w. ~~ ~.~ 7 ~_..._.._ .~ ~. ~ ~ ~~ 1 s :r t :., ~ ` / A I I' 1L -~ L ~\ ~ ~ A~ ~ ~• IYB I.lr IL/ ~ •0 n V. f rv.. _ - .... ~}` / ~ .say .. - 5F i, 1~ . 1 ~ d ~ l., y ~ ~. ~ j f~ ~ I ~ ~?' ;.y i k / ~' Y ~ -L 1 ~~, 1 ~ `"~~ ~ ~ ~~ wa r~ + ,. 1 1 ~ l ,NI ~ DETAIL, ANDREAS ATLAS, 1875 REQUEST FOR PROPOSAL CITY OF DUBUQUE ENGINEERING DEPARTMENT Bee Branch Historic District Mitigation Plan Dubuque ~~ ~, R zac-~ Page 2 of 30 RFP ORGANIZATION Bee Branch Historic District Mitigation Plan Table of Contents: SECTION PAGE 1.0 Introduction .................................................................. 4 2.0 Project Objectives ......................................................... 5 3.0 Community Background ................................................... 6 4.0 Project Scope of Services ................................................ 6 5.0 City Resources .............................................................. 7 6.0 Information to be Included in the Proposal ........................... 8 7.0 Proposal Questions and Answers .................................. 10 8.0 Submission Requirements ...................................... ......... 10 Appendix A Consultant Evaluation Selection Process ........................... 12 Appendix B RFP Rules and Protest Procedure ........ ............................ 15 Appendix C Insurance Requirements .............................. ................... 17 Appendix D City of Dubuque Contract Terms and Conditions .................. 27 Appendix E Project Related Data ...................................................... 30 Bee Branch Historic District Mitigation Plan Page 3 of 30 Bee Branch Historic District Mitigation Plan THE CITY OF -;,,~ DUB E Matiterpiece on ttie Mississippi Consultant Services Request for Proposal 1.0 INTRODUCTION The City of Dubuque, Iowa is soliciting proposals from qualified consultants to provide professional services for the Bee Branch Historic District Mitigation Plan. 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 shown on page 2 in the lower left-hand corner of the detail from Andreas Atlas. 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. The alignment impacts eighty (80) properties with total acquisition and deconstruction (or relocation) of fifty-seven (57) of the properties. On twenty-three (23) properties, a structure is not impacted. Bee Branch Historic District Mitigation Plan Page 4 of 30 At the same time that the Drainage Basin Master Plan was tackling the flooding issues, the properties impacted by the flooding were the subject of an intensive level architectural/historic survey and evaluation. Conducted in three phases, the areas subject to the intensive level architectural/historic survey and evaluation are shown in Exhibit A (enclosed). Exhibit A also shows where properties were evaluated with an Iowa Site Inventory. Two districts were identified: the East 22nd & Washington Street Historic District (Jacobsen') and the Rhomberg and Kniest District (Naumann & Jacobsen2). Exhibit B (enclosed) shows the location of the adversely impacted properties determined to be historically significant. The three structures shown in the East 22nd & Washington Street Historic District will remain as only the rear portion of the property is required for the Bee Branch Project. However, the Bee Branch Project requires the demolition/relocation of twenty four (24) structures within the Rhomberg and Kniest Historic District. As Exhibit B illustrates, reconstructing the Bee Branch from 24th Street to south of 16th Street will necessarily impact one of the districts. The selected consultant will be expected to complete the contracted scope of work in a persistent manner, under the general direction and coordination of the City's Engineering Department as authorized by the City Council. The City would like the Programmatic Agreement executed and the mitigation plan fully implemented by January 1, 2009. 2.0 PROJECT OBJECTIVES The objectives of the project are to: Produce a programmatic agreement; 2. Perform an archeological investigation in support of the programmatic agreement; 3. Produce formal recordation documents of the buildings to be deconstructed (or relocated) from the Rhomberg and Kniest Historic District; 4. Produce a nomination level survey of the East 22nd & Washington Street Historic District; 5. Prepare a publication summarizing the history of the Rhomberg and Kniest Historic District detailing the construction of the buildings, who lived there, rationale for enclosing the Bee Branch (fouler Creek), etc.; and James E. Jacobsen, The Architecture and Historical Resources of Dubuque, Iowa, 1837-1955: Phase Historical and Architectural Survey Report, January 15, 2002 z Molly Myers Naumann & James E. Jacobsen, The Architecture and Historical Resources of Dubuque, Iowa, 1837-1955: Phase II Historical and Architectural Survey Report, January 15, 2002 Bee Branch Historic District Mitigation Plan Page 5 of 30 6. Outline a salvage plan that may involve the donation of materials to the local rehab group, donated materials to a local salvage company, or temporarily storing specific materials of interest to SHPO. 3.0 COMMUNITY BACKGROUND The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to Illinois and Wisconsin. The City is approximately 30 square miles in area, with a population of approximately 60,000 people. The City's annual operating and capital budget is nearly $108 million and funds a full range of services. The City's web site is www.cityofdubugue.orq. As Iowa's oldest city, Dubuque has a substantial collection of historically and architecturally significant structures. Five of Dubuque's six National Register districts are in and around Downtown. The Downtown area includes the central business district, transitional mixed-use neighborhoods north, west and northeast of downtown, and an industrial district on the east. 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 services identified herein. 4.1 Project Management The consultant shall identify one person to serve as the Project Manager for this project. The Project Manager shall be the primary point of contact for the exchange of all information between the city and consultant team. The Project Manager will be required to perform the following: 4.1.1 Keep the project on schedule. The City expects the consultant to be the driving force to push the project toward completion. Maintain an updated project schedule for the duration of this project; 4.1.2 Prepare and submit to the City a bulleted progress report for the project on a monthly basis. The summary shall contain a list of major events and accomplishments that occurred over the previous four weeks; 4.1.3 Work closely with all regulatory agencies as necessary (IDNR, SHPO, USACE, USEPA, etc.) to ensure execution of the programmatic agreement and acceptance of the elements of the mitigation plan outlined therein; and Bee Branch Historic District Mitigation Plan Page 6 of 30 4.1.4 Secure contact of and communication with property owners, public agencies, and other parties of interest in person and through written correspondence necessary to complete the requirements of this project. 4.2 Develop Programmatic Agreement The consultant shall prepare a programmatic agreement and the documents that support the findings and the mitigation plan for the East 22nd & Washington Street Historic District and the Rhomberg and Kniest Historic District. The City received unofficial feedback from the State Historical Preservation Office (SHPO) regarding the mitigation that will be required. It is listed below as part of the scope. In support of the programmatic agreement, the consultant shall conduct additional investigations into the historic nature of the architecture and an investigation into the archeology throughout the entire area to be disturbed by the Bee Branch Creek Restoration Project. 4.3 Implement the Mitigation Plan Utilizing the intensive level architectural/historic survey and evaluation for the impacted area, the consultant shall provide the following documents for implementation of the Mitigation Plan. 4.3.1 Formal recordation of the historic buildings to be deconstructed/removed (24). This work may involve an architectural historian producing archival quality records, including such things as extensive photos and floor plans; the extent of documentation shall be determined through the programmatic agreement. 4.3.2 Nomination Level Survey of the East 22nd & Washington Street Historic District. The consultant shall prepare this survey in accordance with the programmatic agreement. 4.3.3 Publication that documents the history of the Rhomberg and Kniest District. It is anticipated that this document will be a 14- to 30-page publication summarizing the history of the neighborhood, details of the construction of the buildings, who lived here, rationale for the original sealing of the Bee Branch/fouler Creek, etc. The consultant shall prepare this document in accordance with the programmatic agreement. 4.3.4 Plan to salvage materials in accordance with the programmatic agreement. 5.0 CITY RESOURCES 5.1 Use of City Resources for the RFP Preparation Bee Branch Historic District Mitigation Plan Page 7 of 30 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 E. 5.3 City Resources Available to the Selected Consultant The City will make DAGIS (Dubuque Area Geographical Information System) data (contours, property lines, property ownership, 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. 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. 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 Bee Branch Historic District Mitigation Plan Page 8 of 30 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 the elements identified in the scope of services outlined herein. 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 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 E), 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 a schedule outlining the time period and estimated completion date of the proposed scope of work. The schedule should identify the timeframe to complete each element of the scope and all deliverable reports/documents required throughout the project. The City would like the Programmatic Agreement executed and the mitigation plan fully implemented by January 1, 2009. 6.7 Certificate of Insurance The selected firm will be required to meet the City's insurance requirements for professional services. (See Appendix C.) 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 Bee Branch Historic District Mitigation Plan Page 9 of 30 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. 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's designated Project Manager 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. The 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: June 16, 2008 on or before 2:00 p.m. CST ^ Submittal Mailing Address: City of Dubuque Bee Branch Historic District Mitigation Plan Page 10 of 30 Engineering Department c/o Deron Muehring 50 West 13th Street Dubuque, Iowa 52001-4864 ^ Submittal Copies: Five (5) hardcopies and one electronic (pdf) copy of the proposal shall be provided. Submit one (1) original signed proposal and four (4) copies all labeled Bee Branch Historic District Mitigation Plan. 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 twelve (12) 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 should not include any pre-printed or promotional materials. Any proposals exceeding 12 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. Alt results from this project will remain the property of the City of Dubuque. Thank you for your consideration and interest in the project. Sincerely, (~ ~~ ~ ~. I Deron Muehring Civil Engineer II City of Dubuque Bee Branch Historic District Mitigation Plan Page 11 of 30 Bee Branch Historic District Mitigation Plan THE CITY OF I~UB E Masterpiece on the Mississippi Consultant Services Request for Proposal Appendix A Consultant Evaluation and Selection Process INITIAL EVALUATION CRITERIA Proposals will be screened to ensure that they meet the minimum requirements of the proposal format. A selection committee of City of Dubuque personnel will review qualifying proposals and select Firms for placement on the Consultant short-list for the project. Consultants may be invited to an interview with the selection committee. The following criteria are among those that will be used to initially evaluate submitted proposals: A review of qualifying proposals will identify the potential consultant/firm which most closely meets the needs of the City of Dubuque. ^ Qualifications and experience of the consultant/firm - reference checks, achievements and completion of similar projects within the past five years. Experience preparing recordation documents, nomination level surveys, and associated publications that meet or exceed SHPO expectations. ^ Project Team -qualifications and experience of the principal consulting staff proposed to work on the project, availability, and qualifications and availability of any subcontracted staff. Experience working with SHPO on similar undertakings. ^ Grasp of project requirements and understanding of project scope- the consultant's/firm's analysis, preparation and level of interest. ^ Design approach/methodology in completing scope of services -technical alternatives, creativity and problem solving ability. ^ Responsiveness and compatibility between consultant/firm and the City of Dubuque- general attitude, ability to communicate. ^ Proposed schedule required to complete project-ability to complete the project in a timely manner within budget. ^ Proposed cost to complete project. CONSULTANT SHORT-LIST EVALUATION CRITERIA A selection committee may or may not interview short-listed firms. If interviews are held, both the original submitted proposal and the results of Consultant interview may be used to evaluate consultants. In addition to the evaluation criteria listed above, interviews will be judged on the consultant's: ^ Responsiveness and compatibility with the City; ^ General attitude and ability to communicate; ^ Ability of the Consultant to communicate ideas through prepared documents and presentations; Page 13 of 30 ^ Ability to listen, be flexible, and follow and/or implement direction and/or ideas or concepts; ^ How the Consultant team would interact with the general public, City staff, and public officials; and ^ Proposed fee in relationship to the services offered. The City may also review direct and indirect references of previous work product. The City may utilize site visits or may request additional material, information, presentations from the Proposers) submitting the proposals. SELECTED VENDOR FEE NEGOTIATION PROCESS Upon the successful completion of Consultant interviews, the committee shall recommend the selection of a Consultant to the City Manager. The City Manager may in turn make a recommendation to the City Council. A finalized scope of work and fee structure shall be directly negotiated with the Firm that is selected by the Dubuque City Council. After the City Council grants authority to negotiate a final scope of work and execute a contract for the project, the Consultant shall prepare and submit to the City a separate Work Breakdown Structure (WBS) to reflect the Firm's approach to the project. The City's WBS (see Appendix E) shall be used by the Consultant. 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 the WBS should include project management as a separate task. Each major task/scope element of the WBS shall have a defined cost and schedule. The consultant shall indicate in the WBS the work tasks that will be completed by City staff. Once the selected consultant has prepared the WBS, the final scope of work for the project will be negotiated with the City 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 addition or elimination of tasks may be modified on the WBS in order to achieve the best overall results for project. The selected consultant shall be responsible for preparing and revising the final WBS. When the final scope has been determined and 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. The Consultant shall also include in the final contract documents, the language contained in Appendix D -City of Dubuque Contract Terms and Conditions. tf 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. Page 14 of 30 THE CITY OF Dui Bee Branch Historic District Mitigation Plan Ma~re~p~e~e ©n x~e ~~sstss~pp~ Consultant Services Request for Proposal Appendix B RFP Rules and Protest Procedure Page 15 of 30 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 Proposer an advantage or benefit not enjoyed by other Proposers. EXCEPTIONS Proposer exceptions to any part of the requirements stated in this request must be clearly identified as exceptions and noted in the transmittal letter and in the submitted budget. RANKING OF THE PROPOSALS No debriefings or scoring information shall be released before the City Manager has recommended that a contract be negotiated with a firm. 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 in 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 that 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. The written dispute shall be sent via certified mail or delivered in person to the point of contract 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 16 of 30 THE CITY OF DUB ~~ E Bee Branch Historic District Mitigation Plan Ma. tc~piece on the Mississippi Consultant Services Request for Proposal Appendix C Insurance Requirements Page 17 of 30 fNSURANCE SCHEDULE C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE 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 better in the current A.M. Best Rating Guide. 2. All Certificates of Insurance required hereunder shall provide a thirty (30) day notice of cancellation to the City of Dubuque, except for a ten (10) day notice for non- payment, if cancellation is prior to the expiration date. 3. shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the coverage required in Paragraph 6 below. Such Certificates shall include copies of the following endorsements: a) Commercial General Liability policy is primary and non-contributing. b) Commercial General Liability additional insured endorsement. c) Governmental Immunities Endorsement. shall upon request, provide Certificates of Insurance for all subcontractors and sub-sub contractors who perform work or services pursuant to the provisions of this contract. Said certificates shall meet the insurance requirements as required of 4. Each certificate shall be submitted to the contracting department of the City of Dubuque. 5. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement. 6. Contractor shall be required to carry the following minimum coverage/limits or greater if required by law or other legal agreement: a) COMMERCIAL GENERAL LIABILITY General Aggregate Limit $2,000,000 Products-Completed Operations Aggregate Limit $1,000,000 Personal and Advertising Injury Limit $1,000,000 Each Occurrence Limit $1,000,000 Fire Damage limit (any one occurrence) $ 50,000 Medical Payments $ 5,000 t ol'2 January 2008 Page 18 of 30 INSURANCE SCHEDULE C (Continuedy INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE This coverage shall be written on an occurrence form, not claims made form. All deviations or exclusions from the standard ISO commercial general liability form CG 0001 or Business owners BP 0002 shall be clearly identified. Form CG 25 04 03 97 `Designated Location (s) General Aggregate Limit' shall be included. Governmental Immunity endorsement identical or equivalent to form attached. Additional Insured Requirement: The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees and volunteers shall be named as an additional insured on General Liability including "ongoing operations" coverage equivalent to ISO CG 20 10 07 04. bj Automobile $1,000,000 combined single limit. c} WORKERS COMPENSATION 8 EMPLOYERS LIABILITY Statutory for Coverage A Employers Liability: Each Accident 5 100,000 Each Employee Disease $ 100,000 Policy Limit Disease $ 500,000 d) PROFESSIONAL LIABILITY $1,000,000 e) UMBRELLA/EXCESS LIABILITY • *Coverage andJor limit of liability to be determined on a case-by-case basis by Finance Director. Completion Checklist ^ Certificate of Liability Insurance (2 pages) ^ Designated Location(s) General Aggregate Limit CG 25 04 03 97 (2 pages} ^ Additional Insured CG 20 10 07 04 ^ Governmental Immunities Endorsement 2 al' 2 January 2008 Page 19 of 30 Ae~o CERTIFICATE OF LIABIL ITY INSURANCE DATEIMMIDDlYYYY) 12/7/2007 PRODUCER (563) 123-x567 FAX (563) 987-6543 Insurance Agency Street Address THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Cit ST Zi Code INSURERS AFFORDING COVERAGE NAIC INSURED INSLM2ERA' Insurance COm an Company INSURER 8 Str®et INSURER C IN R O Cit .St 7..1 COde INSURER E. CAVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDINGAHY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT VdTH RESPECT TO WHICH THIS CERTIFICATE MAY 8E ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN lS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADD' POLICY EFFECTVE POLICY EXPIRATION TR IN R TYPE OFINSURANCE POLICY NUMBER DATE MMA)OfYY GATE MMA) LIMITS GENEML LIABILITY EACH OCCURRENCE S 1 , OOO , OOO A MGE TO aENTEO p §O OOO X COMMERCIAL GENERAL LIABILITY I R 3 , A X CLAIMS MADE ~% OCCUR MEO EXP An aw on S 5 r O00 PERSONAL d ADV INJURY S 1 . OOO, OOO GENERAL AGGREGATE s 2 , 000, 000 GEN'L AGGREGATE LIAtitT APPLIES PER PR DUCTS ~ OW+/OP AGG S 1 , OOO , OOO ~ a POLICY X J LOC E AVT OMOBILE LU181UTY COMBINED SwGLE LgdlT S 1.000,000 X ANY AUTO IEsaaklem) A ALL ONMED AUTOS BODILY 7iJURY (Per ~~) ; SCHEDULED AUTOS HIRED AUTOS BODILY INJURY s NON-0WNED AUTOS ~ (Per acc~sntl PROPERTY DAIdAGE (Peracuaernl _ GARAGE LIABILITY AUTO ONLY • EA ACCIDENT s ANY AUTO OTHER THAN EA ACC 3 AUTO ONLY AGG S A EXCESSAJMBRELLA LIABILITY H RR N 3 1, OOO , OOO X OCCUR ~ CLAIMS MADE AGGREGATE 3 1 , OOO , OOO S DEOUCTIBL.E ~e/ b X RETENTK)N S 0 ~~//PP~~ S A WORKERS COMPENSATION AND .~ O y~ g II X TORV L~ArTS R EMPLOYERS't.IABILITV ~ j 100 OOO ANY PROPRA;TORlPARTNERIEXECLTTAIE ~O E t EACH ACCIDENT , S OFFICER/MEMBER EXCLUDED? ~ V E L DISEASE -EA EMPLOYEE 3 ZOO r OOO H ysc, AucriDS under SPECUtL PROVISIONS debw E L DISEASE -POLICY LIMB S 500, OOO A on/ER Professional $1,000,000 Liability pESCRIPTN)N OF OPERATONSILOCATIONSNENICLEB/EXCLUSIONS ADDED BY ENOORSEMENTfSPECtAI PROYIS10N9 The City oP Dubuque is an additional insured on general liability pollcies includi»q ongoing i completed operations coverage equivalent to ISO CG 2010 070d G CG 2037 0704. General Liability policy is primary anon-contributing. Form CG 2504 0397 "Designated Locations" general liability aggregate limit is included. Governmental immunities endorsement is included. City of Dubuque 50 West 13th Street Dubuque, IA 52001 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSVRER PALL ENDEAVOR TO MAIL 3O DAVS WRITTEN NOTCE TO THE CERTFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR WBNJTY OF ANY KIND UPON THE AUTHORIZED REPRESENTATIVE ACORD 25 (2001108) ®ACORD CORPORATION 1988 INS02b Ioloef OB AMS vMP Malgage Sokrtwna Inc. f8c10j3~7-0515 Page i ol2 Page 20 of 30 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certifipte does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certifipte holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. c~ e Sp d~ ~fesslori~ ACORO 26 (2001108) IN50251o~os~ 05 AMS raps z a z Page 21 of 30 POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 25 04 03 9T THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. DESIGNATED LOCATION(S) GENERAL AGGREGATE LIMIT This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Designated Location(s): ANY AND ALL COVERED LOCATIONS (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to Chis endorsement.) A. For all sums which the insured becomes legally obligated to pay as damages caused by "occur- rences" under COVERAGE A (SECTION 1), and for all medical expenses caused by accidents under COVERAGE C (SECTION I), which can be attributed only to operations at a single desig- nated "location" shown in the Schedule above: i. A separate Designated Location General Aggregate Limit applies to each designated "location", and that limit is equal to the amount of the General Aggregate Limit shown in the Declarations. 2. The Designated Location General Aggregate Limit. is the most we will pay for the sum of all damages under COVERAGE A, except dam- ages because of "bodily injury" or "property damage" included in the 'products-completed operations hazard", and for medical expenses under COVERAGE C regardless of the num- ber of: a. Insureds; b. Claims made or "suits" brought; or c. Persons or organizations making claims or bringing "suits". 3. Any payments made under COVERAGE A for damages or under COVERAGE C for medical expenses shall reduce the Designated Loca- tion General Aggregate limit for that desig- nated "location". Such payments shall not re- duce the General Aggregate Limit shown in the Declarations nor shall they reduce any other Designated Location General Aggre- gate Limit for any other designated "location" shown in the Schedule above. 4, The limits shown in the Declarations for Each Occurrence, Fire Damage and Medical Ex- pense continua to apply. However, instead of being subject to the General Aggregate Limit shown in the Declarations, such limits will be subject to the applicable Designated Location General Aggregate Limit. B. For all sums which the insured becomes legally obligated to pay as damages caused by "occur- rences' under COVERAGE A (SECTION 1), and for all medical expenses caused by accidents under COVERAGE C (SECTION I), which can- not be attributed only to operations at a single designated "location' shown in ttte Schedule above: 1. Any payments made under COVERAGE A for damages or under COVERAGE C for medical expenses shall reduce the amount available under the General Aggregate Limit or the Products-Completed Operations Aggregate Limit, whichever is applicable; and 2. Such payments shall not reduce any Desig- natRd Location renPral Aggregate Limit. CG 25 Od 03 97 Page 1 of 2 Page 22 of 30 CG 25 04 03 97 C. When coverage for liability arising out of the "products-completed operations hazard" is pro- vided, any payments for damages because of "bodily injury" or "property damage" included in the "products-completed operations hazard" will reduce the Products-Completed Operations Ag- gregate Limit, and not reduce the General Ag- gregate limit nor the Designated location Gen- eral Aggregate Limit. D. For the purposes of this endorsement, the Defi- nitions Section is amended by the addition of the following definition: "Location" means premises involving the same or connecting lots, or premises whose connection is interrupted only by a street, roadway, waterway or right-of-way of a railroad. The provisions of Limits Of Insurance {SECTION III) not otherwise modified by this endorsement shall continue to apply as stipulated. Copyright, Insurance Services Office, Inc., 1996 Page 2 of 2 CG 25 04 03 97 POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 2010 07 04 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED -OWNERS, LESSEES OR CONTRACTORS -SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(sj Or Or anization s The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees and volunteers. Location(s) Of Covered Operations Information re wired to com lete this Schedule, if not shown above, wilt be shown in the Declarations. A. Section II -Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or `personal and advertising injury" caused, in whole or in part, by: 1. Your acts or omissions; or 2. I he acts or omissions of those acting on your behalf; CG 20100704 in the performance of your ongoing operations for the additional insured{s) at the location{s) desig- nated above. B. With respect io the insurance afforded to these additional insureds, the following additional exclu- sions apply: This insurance does not apply to "bodily injury" or "in ~Nciiy ifon~aye" QLCUfriil~ &fici: Page 1 of 2 Page 24 of 30 1. All work, including materials, parts or equip- ment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insureds) at the location of the covered operations has been completed; or 2. That portion of "your work" out of which the injury or damage arises has been put to its in- tended use by any person or organization other than another contractor or subcontractor engaged in performing operations fora princi- pal as a part of the same project. All terms and conditions of this policy apply unless modified by this endorsement. Page 2 of 2 ©ISO Properties, Inc., 2004 CG 20 10 07 04 Page 25 of 30 CITY OF DUBUQUE, IOWA GOVERNMENTAt_ IMMUNITIES ENDORSEMENT Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy. 3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier. 4. Non-Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defensejs) of governmental immunity asserted by the City of Dubuque, Iowa. No Other Change in Policy. The above preservation of governmental immunities shall not otherwise change or after the coverage available under the policy. SPECIMEN 1 of 1 January 2008 Page 26 of 30 THE CITY OF DuB UE Bee Branch Historic District Mitigation Plan Masterpiece on the Mississippi Consultant Services Request for Proposal Appendix D City of Dubuque Contract Terms and Conditions Page 27 of 30 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 8~ 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 Cify, even though final payment may have been received. The Consulfant must give immediate attention to these changes so there will be a minimum of delay during construction. The above and foregoing is not Page 28 of 30 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 Consu/tanf 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 may reuse or make modifications to the electronic files while agreeing to take responsibility for any claims arising from any modification or unauthorized reuse thereof. 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 29 of 30 THE CITY OF D'UB ~.JE Bee Branch Historic District Mitigation Plan Masterpiece on the Mississippi Consultant Services Request for Proposal Appendix E Project Data -Enclosed CD has the following documents: The Architecture and Historical Resources of Dubuque, Iowa, 1837-1955: Phase I Historical and Architectural Survey Report, January 15, 2002 The Architecture and Historical Resources of Dubuque, Iowa, 1837-1955: Phase II Historical and Architectural Survey Report, January 15, 2002 The Architecture and Historical Resources of Dubuque, Iowa, 1837-1955: Phase III Historical and Architectural Survey Report, June 19, 2003 The Architecture and Historical Resources of Dubuque, Iowa, 1837-1955: Post Phase III Version, June 24, 2003 Site Inventory Form, State Historical Society of Iowa, Site Inventory No. 31-03371, East 22nd Street and Washington Street Historic District Site Inventory Form, State Historical Society of Iowa, Site Inventory No. 31-03479, Rhomberg and Kniest Street District Exhibit A, Architectural/Historical Significance -Study Area Exhibit B, Architectural/Historical Significance -Affected Structures Bee Branch Creek Alignment Study Report (includes preliminary design elements) Work Breakdown Structure (WBS) Page 30 of 30 ~ , ~~ ~ t r- ~ ~.. ' `} f ~: ~~ ~ r f ~ ~ t~ -~ as ~ ~ _ _ ~ r ~~ ~ ~~- ,r , `/ ~+ ", -,+ , ~~ ~ l ~ =1 ~~ ;~ _ "°° ~c ~ ~ ;~ ~~ :~j ~ .'I ~ ~-:.f j r ~"" IIi+ ~l ! °~ ~Jll r -~,_..~ --.... ~-,~ [, --, ~~~ r- ~~,: ~ ~ ~ ~._ ..' _J ,.._ i~ / C, ~ ~ i I r. ,r \ ~,., ~ r E"tii t ~ At lam-' q p -" 1 ~ II ~ ~; :r•- ~_ ~"` ~~~ ~ \ ~L~ S.. fit.. .,..1 i ~ ti t,~ t ~,~' ,- ~~ ~ ~_ .. C~ r.,Y ! _,1 ..f~,,,~~a , t ~ ~ ~ 4 ~ ,,,~.--''~ t. ~',. 1~ S ..: 1 ,. ~ ~- ~ ~ -, A RESPONSE TO TIE CITY OF DUBUQUE'S REQUEST FOR PROPOSALS i0 PREPARE A BFE BRANCH HISTORIC DISTRICT MIi~AiION PLAN BY JAMES E. JACOBSEN HISTORY PAYS! HISTORIC PRESERVATION CONSULTING FIRM DES MOINES, IOWA June 10, 2008 City of Dubuque: Bee Branch Historic District Mitigation Plan Proposal: Table of Contents: EXECUTIVE SUMMARY :............................................................................................................................................................3 PROJECT OVERVIEW :..................................................................................................................................................................... 3 ASSURANCES :.......................................................................................................................................................................... ...... 3 ASSUMPTIONS :......................................................................................................................................................................... ...... 3 TECHNICAL APPROACH :..................................................................................................................................................... ......4 PROJECT TIMEFRAME :....................................................................................................................................................... ...... 8 PROJECT PRODUCTS :........................................................................................................................................................... ......8 FEES AND COMPENSATION :............................................................................................................................................... .... 10 PROJECT PERSONNEL AND HISTORY PAYS! PROJECT HISTORY :........................................................................ ....11 2 City of Dubuque: Bee Branch Historic District Mitigation Plan Proposal: Executive Summary: Project Overview: The City of Dubuque seeks to fully mitigate the planned Bee Branch Creek restoration project by the end of the year 2008. This goal requires the finalization of an inter-agency programmatic agreement, performing an archeological investigation, the production of formal recordation documents on the demolished or relocated buildings involved, surveying or nominating the East 22°d and Washington Street Historic District, prepare a salvage plan, and preparing a popular educational publication that treats the overall history of the Bee Branch Sewer and its neighborhood context. Assurances: All products and services will comply with applicable Federal and State laws, rules, and regulations as specified in the project requests for proposals. In particular the report standards specified in the RFP will be followed and met. James E. Jacobsen meets the professional requirements of the Secretary of the Interior's Standard for Professional Qualifications (Federal Register, September 29, 1983) (refer to attached vitae and company profile). His insurance coverage meets the liability requirements of the City of Dubuque and, having met that test, certainly meets those of other Iowa urban centers. The project will be completed on time and all project products are fully warranted for acceptability and completeness. If they don't please the client, any deficiencies will be promptly rectified at no additional cost to the project clients. Substantial or nearly complete drafts of project products will be made available for interim review at the earliest reasonable dates so as to insure that there are "no surprises" with the final product submissions. Assumptions: This consultant enjoys an advantage in terms of contextual familiarity and access to the detailed historical data from previous survey efforts. This advantage translates to cost savings and efficiencies in time for the City of Dubuque. In other words research already done doesn't need to be re-done. This consultant also values the importance of precisely dating and documenting each property and this is of vital importance in parsing the significant from the non-significant, when vernacular housing is involved as it is here. This project has suffered some considerable delay in the development and negotiation of a final programmatic agreement. The resolution of this key issue is critical if the other project goals are to be realized. The demolition/documentation aspects of this project have the potential to be informative for any future similar undertakings involving the same property type range. This project has the potential to expedite future determinations of eligibility where re-siding obscures the initial evaluation or where questions of construction design or materials usage are paramount. The range of vernacular residences, while primarily datable to the late 19`" Century, is very representative of the housing that comprises the Couler Valley and Eagle Point districts and it is this property range that so confounded the Phase I and Phase II historical surveys. The prevalence of later-date siding prevented any evaluation of frame buildings. This in-depth test City of Dubuque: Bee Branch Historic District Mitigation Plan Proposal: case opportunity can hopefully be extrapolated forward for any future applications, particularly when housing rehabilitation issues arise. This project will demand thefrequent on-site presence of the historic preservation specialist. This is a disadvantage to one who lives distant from Dubuque and it will necessarily add travel and housing costs to the overall budget. It is probable that some sustained visits will be necessary to coincide with demolition/removal work. The need to be available and responsive to project needs is recognized and is the highest priority. Always accomplish as much as one can when the opportunity affords itself. The East 22"d and Washington Historic District could simply be nominated in lieu of conducting an intensive survey, for the same cost, assuming it continues to be determined eligible. Again, the findings from the broader project could well impact or otherwise influence the boundary determination and the contributing/non-contributing decisions. The educational publication could also address the basic property types findings of plans, materials and construction methodologies. The project management requirements/expectations of the City are interpreted to mean that no project delay, confusion, or unanticipated expenditures will result from the actions and role of the selected consultant. The over-arching impact of the consultant's role rests initially with finalizing the programmatic agreement. Thereafter it impacts the development of a comprehensive project work schedule and the manner in which the consultant's work is integrated with actual construction and other work. Sufficient visual and structural documentation must be compiled in a timely manner prior to any demolition/removal work. This consultant is not an archeologist. The archeological component that can competently be carried out is that of developing a predictive model of potential archeological resources based on the historical record. It is assumed that the City will separately contract with an archeologist as the project proceeds, given the scale of archeological investigation that is anticipated. The January 1, 2009, deadline goal is laudable but probably unrealistic. Given the delays to date, it is daunting to think that all things will now fall into place. But deadlines are about marshalling collective energies toward a common effort and this consultant would be pleased to commit to meeting the deadline. His advantage is that most of his efforts must be completed before or as actual construction work proceeds. The publication is the one example of a product that could well be accomplished after the project work is finished (if this is necessary). Its images and content might include some completion photos for example. This depends largely on the story that is finally determined that needs telling. The removal of two impacted houses from acquisition and demolition/removal that are part of the proposed East 22°d and Washington Historic District largely mitigates any direct impact on that district. There will be a secondary impact obviously with the wholesale elmination of adjoining houses to the east. The district's secondary effect will be mitigated by the survey/nomination provision. Technical Approach: 1. Programmatic Agreement: Everything depends upon the finalization of this document. SHPO staff prepared a draft. I tried to push it last fall (pushing a rope up a hill) and Jean Krewson of IDNR gave things another push early this year. The sticking point from SHPO's standpoint is that all potential Federal partners have not been 4 City of Dubuque: Bee Branch Historic District Mitigation Plan Proposal: identified and as soon as a Federal entity becomes involved on a cash basis, COE will be out the programmatic door in a New York second. Assuming that this question can be resolved, the agrement can be finalized. The next problem is that this call for proposals and the ensuing contract are in a position of predicting mitagation steps that SHPO has not yet agreed to. Fortunately there have been preliminary discussions. Discovery is, as always, a potential disrupter of work schedules and discovery usually comes from the archeological side of the ledger. In this case SHPO is concerned that the demolition of the enclosed historic sewer above 22"d Street might involve a stone-arched early structure. The probability is that the PMOA will be conditional as is normal, with discovery provisions. The agreement could be finalized, assuming all parties are identified and their role determined, by late-July assuming City Council action as tentatively scheduled. 2. Archeological Investigation: As stated in the assumptions, this consultant isn't an archeologist and isn't in a position to partner with one given the potential scale of this project. If an archeologist is separately contracted, that letting process necessarily promises considerable delay to the planned schedule. Ideally an archeologist might be tasked to be available on a discovery basis only. This consultant can predict potential archeological resources based upon historical research and most important can identify sewer materials, age and design. These latter points address most of SHPO's concerns for archeology (which center on the historic sewer right-of--way located above 22"d Street where the historic sewer corresponds to the historic drainage course. At this stage there is no reason to anticipate historical archeological potential within the associated residential properties. There will necessarily be well and cistern deposits but the question remains as to whether these have the capacity to address any significant research questions that other comparable properties would also address. In summary initial and focused historical research would document the sewer and creek history, design, and construction so as to anticipate any SHPO concerns up front. On-going communication with SHPO would guide the conducting of any actual archeological work. Similarly, each residential parcel would be investigated to pre-identify land uses or historical associations that might have resulted in significant historical archeological materials. The matter of prehistoric archeological potential has not been addressed but it has not been a matter of concern today on the part of SHPO. Historical research can address the development of the current surface profiles. 3. Formal Recordation Documents: It must be assumed that the recordation format as it relates to the removed residences will take the form of a summary report with associated photographs. The photography will likely largely consist of color prints with some archival quality black and white photographs. The report would focus on the architecture and history of the residences, their sub-types, and most important, their materials, methods of construction, and their design. SHPO accepts the need to triage the houses, focusing resources upon the important examples. 5 City of Dubuque: Bee Branch Historic District Mitigation Plan Proposal: Property Documentation: The buildings break down into three groups, the largest group for which there appears to be little of architectural interest or historical integrity (35 standing properties, two of which are likely non-exant on Lincoln), a small group where is is architectural curiosity due to plan, but for which integrity is largely lacking (three properties), and a group of 27 properties that have higher historical integrity and architectural merit. Group II: 2404 24`n 2290 Washington 2241 Prince (shotgun altered). Group III: 320 24`n 2295, 2320, 2300 Washington 2345 Elm 2234, 2249/51, 2263/65, 2315 Prince 500, 504, 505, 509 East 22nd 2006, 2020, 2100, 2110, 2114, 2120, 2124 Kniest 50-, 501, 502, 503, 511 Rhomberg Based on this classification, ahistory for each building will be developed, focusing on original construction and attributed builder, alterations over time, and occupational history. Each building will be physically inspected and evaluated with photographs, floorplans for the most significant two groups as noted. Each building will be photographed externally prior to the removal of siding, afterwhich each will be again photographed. The buildings will be classed into vernacular subtypes and their most building dates will be used to group them. Each group will be inspected and evaluated so as to identify and assess, common and uncommon characteristics. As demolition or removal proceeds, a detailed physical inspection and additional photography will document and describe building materials, construction methods, plan details and alterations. Site analysis, based upon Sanborn Maps and other aerial/lithographic sources will reconstruct the broader use of the associated properties, with attention being paid to outbuildings, commercial site uses, cisterns, wells and the like. This information will augment the archeological recommendations. Historic Site Inventory Forms will be prepared for relocated buildings. The other properties will be documented in a summary report. Summary Report: The summary report will be a contextual study and analysis of the broader Coiner Creek/sewer and neighborhood history. A subsection will focus on the residential architecture in its several forms and chronological sequence of development. Another section will treat the physical sewer, focusing on the 4700 feet of sewer located north of East 22°d Street. The bulk of general historical research will focus upon the creek sewer context, as well as the broader neighborhood story. To the greatest extent possible, the broader neighborhood context will be considered, utilizing the findings from the Phase I and Phase II surveys, and building upon those findings and investigations. City of Dubuque: Bee Branch Historic District Mitigation Plan Proposal: 4. East 22"d and Washington Street Historic District: It is strongly recommended that this district, assuming SHPO concurrence, would simply be nominated in lieu of expending resources for yet another survey. The cost would be about the same and much of the preliminary work has been completed. The deadline for the February 13, 2009 State National Register Nominations Review Committee is October 13, 2008, so the nomination could be developed, submitted and scheduled for State review prior to the presumptive January 1, 2009 deadline. If the City determines to not proceed with a nomination, then the intensive survey would be completed, the effect of which would be to position the potential district very close to a complete draft nomination. The survey report would be an appendix to the summary report (as would the nomination document if developed). The report/nomination would naturally focus on the impact of this project upon the district, directly and secondarily. 5. Project Publication: This would be a very nice publication, one geared to the interest level of the area residents. As such it would add some general treatment of vernacular architecture along with the contextual sections treating the Couler Creek and Bee Branch. Depending on the wishes of the City, this project element could be done at the last after all research and documentation is finished, and the project itself wrapped up. This would allow for the inclusion of the entire story in the brochure. If SHPO or the City demands it, it can be done earlier. Minimally the core documents would be prepared and approved up front. This consultant has never done one of these but I am under contract to prepare one for the Waverly Air Force Base, so that one will be finished before this one is started. 6. Salvage Plan: The value of recording the buildings as types and subtypes will yield much information as to what "parts" appropriately go with each. This in turn will tell us what those "parts" are and their survival or lack thereof will inform us about rarity. Salvage plans normally focus on trimwork, doors, decorative elements, hardware, and the like. I would favor going a bit deeper, looking towards materials salvage (flooring, soft red brick, iron/lead pipe, electrical materials such as switches, fixtures). We will be in an excellent position to learn more about windows, window parts and salvage opportunities for the same. The consultant would likely coordinate with the building contractor(s) to set up a flagging system for salvaging. The City would necessarily need to select an interim storage point in the immediate vicinity for the items. Finally amuseum- level search should be conducted to secure rare and significant building components. SHPO would be consulted early one once a working list was developed (not to suggest that they would receive materials but that they would provide guidance. 7. Project Facilitation: My work should facilitate and not hinder in any way the progress of the overall project. A key contribution would be to "clear" the 50-odd insignificant houses as soon as possible by focusing the site work and evaluation on them first. With SHPO concurrence demolition/removal could proceed asap with a majority of the main buildings. Similarly all outbuildings would be "cleared" given than none appear to be significant. It is probable that the engineers/contractors might want to start actual work from the south end, working north. If this is the case, then the focus of documentation would start with the Rhomberg buildings first. Suffice it to say that my work would be coordinated with the larger project needs. City of Dubuque: Bee Branch Historic District Mitigation Plan Proposal: Project Timeframe: One problem inherent in the proposed project schedule is the taking of photographs. A November 1 deadline for finished photographs leaves little time for fall leaves to drop. No good or useful photography will be feasible until the trees are bare. The sequence can be specified even if the target dates might be somewhat problematic. Phase I: July, 2008: PMOA finalization, project planning and overall coordination, initial site photography Phase II: August, 2008: General historical research per Couler Creek/Bee Branch historical contexts, focus on property land uses per archeology, house specific histories, general research for E. 22°d & Washington District, contexts for the publication. Focus field work on low-priority houses to clear same for removal with SHPO approval, if necessary. Final input for archeological recommendations. Draft contextual report. Phase III: September, 2008: Post-siding removal photographs (dependent on contractor, can be earlier), interior inspections and floorplans, develop salvage directives with SHPO and identify items. Phase IV: October, 1008: Prepare survey forms for relocated buildings (if desired by City, SHPO) incorporating new sites if possible, final publication drab, draft district nomination or summary report. Complete building documentation. Phase V: November-December, 2008: Finalize summary report, revise district nomination, complete publication draft, inniate printing of same if desired at this point, do everything that spills over from the earlier phases. Project Products: Research Design (this proposal is the research design, unless something more is desired, this is usually a SHPO requirement if they were funding the project). Progress Reports: These will be made formally on a monthly basis, being directed to the Project Manager in a mutually agreed report formal. Finalized PMOA: Mitigation Plan: Not a product per se, but such a plan will emerge as all parties agree on schedule and phases. The consultant will integrate his activities into the larger plan in such a manner as to keep things going as planned and on schedule. City of Dubuque: Bee Branch Historic District Mitigation Plan Proposal: Photographs: SHPO says they want "nothing fancy" but that will surely change. The majority of photography will be color digitals, shot at a high resolution but shy of NPS Standards. Minimally adequate archival black/white prints will be prepared per SHPO directions. Photographs will be logged and mapped, and the City will likely be the guardian of the negatives. If the E. 22°d & Washington Historic District is nominated, it will be documented with b/w archival photography. Iowa Site Inventory Forms: If the City desires, these will be developed for all re-located buildings. If possible the new locations will be included in the documentation including photographs. Historic Preservation Commission Presentations: To be scheduled as necessary. Neighborhood/Public Meetings: To be scheduled as necessary or desired. There is an opportunity to coordinate with the Audubon Grade School which does community history projects. Historical Publication: This will be an oversized 14-30 page public interest publication that will treat the Couler Creek/Bee Branch and neighborhood histories. It will be highly visual, readily readable and will contain some color overview images at least. East 22"d & Washington Street National Register District Nomination: If the City desires an actual nomination,products will include a draft and revised nomination document, along with the requisite topographical map, photographs, and owner lists. The nomination would be scheduled for February 2009 State review, with formal listing by May 2009. The nomination would be coordinated with the HPC and the City would receive review copies previous to State submission. The final submission would include archival b/w prints and colored digital "slides." [orJ East 22"d & Washington Street District Intensive Survey: If the City declines to nominate the district at this time, an intensive level survey would further document and evaluate the proposed district, developing contextual and property-specific data along identical lines to that being developed for the Bee Branch project area. Historic-Architecture Data Base (HADB) form: Archeological Recommendations: These would be prepared for the sewer line proper as well as for the individual properties at the earliest feasible point in time for transmission to the project archeologist. Consultation with SHPO is contingent on the wishes of the City. Any archeological recommendations would be of the highest priority only, the operative assumption being that most situations fall short of being archeologially significant. Desired City Functions/Services: Contact Information: Owners and addresses-building contacts Current building status information including option holders, developers, architects Mapping assistance City of Dubuque: Bee Branch Historic District Mitigation Plan Proposal: Survey map (baseline large scale map) Nomination maps (this has been done previously and is useful in that all maps link with the municipal GIS mapping. Building Access: If it is necessary to have the City staff perform this function, they could secure or assist in securing building access for inspection and photography. Otherwise the consultant can handle this. Completed Historic Preservation Commission review form: This will be prepared by the Planning Services Department and will be submitted to SHPO for review. The form indicates that the HPC has reviewed the project products and transmits any HPC comments to SHPO. Scheduling of HPC, Owner or any other public meetings. Fees and Compensation: The RFP notes that anot-to-exceed cost figure will be employed. This implies that the project will pay real or actually accrued costs. This consultant has employed this approach in almost all of his work and is quite comfortable with it. Work Break Down Structure: Given that one individual will complete all proposed project costs, the WBS will focus on the cost components: Item: Cost: PMOA $ 1,400 Research $ 2,800 House Documentation $10,000 NRHP/Survey $ 4,500 Publication $ 3,900 All Photography $ 1,500 Mileage (4,440 @ $.425) $ 1,887 Housing (24 x $75) $ 1,800 Per Diem (24 x $25) 600 Total $26,987 to City of Dubuque: Bee Branch Historic District Mitigation Plan Proposal: Project Personnel and History Pays! Project History: Consultant Jim Jacobsen would provide all of the project work. Given that the City of Dubuque is familiar with my previous local projects, the appended project list will focus on applicable mitigation projects. I will not list National Register nominations or survey experience, given the request for a brief proposal. Sewer Separation Project, Ottumwa Timeframe: 2007 Client: City of Ottumwa Project Mgr.: Molly Myers Naumann Budget: $15,000 Summary: This multi-phased sewer project documentation was a partnership with Molly Naumann, who served as the lead consultant. Preliminary historical documentation for South Ottumwa was prepared. Molly Myers Naumann Architectural Historian,167 West Alta Vista Ottumwa, Iowa 52501 (641) 682-2743 mollxnaumannn,lisco.com. Waverly Air Base Officers Housing, Waverly Timeframe: Current Client: Habitat for Humanity, Waverly Project Mgr.: Linda Morgan Budget: $5,000 Summary: Habitat had rehabbed eight of these houses and demolished one when they were informed that they needed a historical evaluation before they could proceed. This project was just awarded and is, like all of these projects, on the fast track. Additional building documentation was developed and a comparable publication is being developed. Linda Morgan Director Iowa Heartland Habitat for Humanity 803 W. 5th Street Waterloo Iowa 50702 www. heartlandhfh. org 319 235 9946 office phone 319 232 6313 fax 319 215 0373 cell 11