Five Flags LED Marquee Sign Replacement RFPCopyrighted
October 16, 2017
City of Dubuque Action Items # 2.
ITEM TITLE: Five Flags LED Marquee Sign Replacement
SUMMARY: City Manager recommending approval to replace the Five
Flags Civic Center Marquee sign.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Five Flags Marquee Sign Replacement -MVM Memo City Manager Memo
Five Flags Marquee Replacement Memo Staff Memo
RFP Final Supporting Documentation
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Five Flags Marquee Sign Replacement
DATE: October 11, 2017
Dubuque
bell
All -America City
'1Il1'
2007 • 2012 • 2013 • 2017
Leisure Services Manager Marie Ware recommends City Council approval to replace
the Five Flags Civic Center Marquee sign.
The present marquee was installed in 1984 and recently ceased functioning. There are
no remaining parts available to fix it.
The budget for marquee replacement is $100,000. The previously budgeted Arena
Roof Project has been identified as the funding source for this replacement. The arena
roof CIP is $385,759. With the Five Flags study in process, the roof funding will be
used only for roof repairs versus the replacement as budgeted.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Ws,
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Marie L. Ware, Leisure Services Manager
THE CITY OF
Dubuque
kraal
DUB E All -America City
Masterpiece on the Mississippi 11111!
2007 • 2012 • 2013 • 2017
TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Manager
SUBJECT: Five Flags Marquee Sign Replacement
DATE: October 11, 2017
INTRODUCTION
Leisure Services Department
2200 Bunker Hill Road
Dubuque, IA 52001
Office (563) 589-4263
Fax (563) 589-4391
www.cityofdubuque.org
The purpose of this memo is to request approval to replace the Five Flags Civic Center
Marquee sign.
BACKGROUND
The present marquee was installed in 1984. It recently ceased functioning. The present
marquee used individual bulbs that burnt out regularly and the circuit boards would burn
out leaving black lines in the messages. There were no remaining parts (specifically
circuit boards) available to fix it. The computer that interfaced with the marquee used a
floppy drive for its operation.
DISCUSSION
The purchase of a new marquee is necessary for current operations. The marquee is a
critical component of marketing for the events and activities at Five Flags. It promotes
upcoming events to our community and the travelling public visiting Dubuque. Five
Flags Civic Center has a full schedule of events coming up in the next nine months that
can be viewed at http://www.fiveflagscenter.com/events. The current sign has no bricks
behind the sign thus the current non -working sign cannot be removed without
replacement of bricks. There is also no other signage on the building to show it is Five
Flags Civic Center other than the current sign.
The Five Flags Study and Assessment is progressing. The consultant is researching
scenarios as outlined in the RFP. The marquee is a useable piece of equipment that
can continue to be on the Five Flags Center or if a scenario would be chosen that no
longer has the building needing a marquee, it can be used in another area of the city.
Service People Integrity Responsibility Innovation Teamwork
A new marquee would use LED technology in place of incandescent bulbs, provide full
color versus monochrome and allow more artistic features with a crisper look. There will
be energy savings with a new marquee.
Locust Street welcomes many guests and visitors to the Dubuque community and a
new marquee would improve aesthetics. A new marquee will give a great first
impression of Five Flags Civic Center and the community of Dubuque to the public.
Staff worked with HR Cook, General Manager of Five Flags and Chris Kohlman,
Information Services Manager to develop a bid specification for a new marquee. After
approval, there will be a three-week timeframe for the bidding process, ordering which
typically is a five to seven -week process as each sign is made specific to the order, then
installation of one to two weeks.
BUDGET IMPACT
The budget for marquee replacement is $100,000. CIP 350 2378 Arena Roof has been
identified as the funding source for this replacement. The arena roof CIP is $385,759.
With the study in process the roof funding will be used only for roof repairs versus the
replacement as budgeted. Budget Director Jenny Larson approves of this
recommended funding source. For comparison, the current two-sided Grand River
Center electronic LED sign at 5th and Bell was replaced in 2013 after 10 years of
operation at a cost of $73,355.
ACTION REQUESTED
I respectfully request approval to begin the equipment replacement process of the
marquee sign on Five Flags Civic Center.
cc: Jenny Larson, Budget Director
Chris Kohlmann, Information Services Manager
Tony Breitbach, Purchasing Coordinator
HR Cook, General Manager Five Flags Civic Center
Set ce People Integrty Responsibility Innovation Teamwork
THE CITY OF
DUB
11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111
Masterpiece on the
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ssippi
Request for Quote
Five Flags LED Marquee Sign Replacement
City of Dubuque
50 W 13th Street
Dubuque, Iowa 52001
Proposals due by 9:00 a.m. on November 1. 2017
REQUEST FOR QUOTE
The City of Dubuque will be accepting quotes for one (1) LED marquee sign
replacement at Five Flags Civic Center.
Sealed hard copy proposals must be received in the office of the City Clerk by
9:00 a.m., November 1, 2017
Send or drop off quote to:
City Clerk Office
City of Dubuque
Attention: Five Flags Sign Replacement RFQ
50 West 13th Street
Dubuque, Iowa 52001-4805
ALL QUOTES ARE SUBJECT TO THE FOLLOWING CRITERIA:
1. Exclude all federal excise and state taxes. The city is tax exempt.
2. Envelope containing quotes shall be plainly marked — FIVE FLAGS SIGN
REPLACEMENT.
3. All quotes will be publicly opened. Any quotes received after the designated time
will be returned unopened.
4. No quote may be withdrawn after scheduled closing time for receiving proposals.
5. Telefaxed quote proposals are not acceptable.
6. City of Dubuque administrative policy 3.10 (Purchasing policy) states: "As
required by Iowa Code 23A.3, it shall be City policy to consider purchasing
equipment, materials, supplies, and services from locally owned businesses
located within the City of Dubuque when the cost and other considerations are
relatively equal. The City allows locally owned -businesses located within the City
of Dubuque corporate limits a ten (10) percent preference on purchases of $500
or more."
7. The City of Dubuque reserves the right to reject any or all price quotes or any
part thereof or to accept any quote or any part thereof deemed to be in the best
interest of the City of Dubuque.
8. Quote shall be good for 60 days after receipt by City of Dubuque.
9. Any quotes not signed by an authorized representative of the vendor will be
disqualified. Terms and costs of any extended warranties must be stated clearly
and completely.
10. Payment terms will be net thirty (30) days after delivery, installation and formal
acceptance.
BACKGROUND
Five Flags Civic Center is located at 405 Main Street in Dubuque, IA It is a multi-
purpose Civic Center with event space, meeting rooms and historic theatre The facility
opened in 1979 The site has a monochromatic electronic message board located on
the SW corner of the building near the intersection of Locust Street and West 4th Street
shown in the photo below The sign was installed over 20 years ago Sign content is
primarily for Five Flags Civic Center upcoming event promotion and advertising with
pedestrian and vehicular traffic as the primary audience The current sign has failed and
is non -operational
PROJECT BUDGET
Vendors are asked to provide a quote for all work, labor and materials as stated The
budget is not to exceed a $100,000 all-inclusive cost
EVALUATION CRITERIA
The award will not be based solely on price It is the intent of the City to purchase from
a vendor that, in the sole judgment of the City, offers the best overall value In addition
to price, the following criteria will be considered and should be clearly addressed in
product literature and narrative form in each quote
1 Availability of equipment and timeframe to delivery and installation
2. Warranties
3. Vendor's ability to provide timely service and repairs
4. Equipment durability and useful life expectancy
5. Vendor's references
6. Proven ability to perform the work and support the recommended solution
7. Best resolution meeting specifications
Equipment demonstration may be required.
SPECIFICATIONS
These specifications are not intended to eliminate any potential vendor from submitting
a proposal; however, they are intended to outline the quality and design of the
equipment and service desired by the City of Dubuque. Questions arising about the
sign, installation, training and support requested shall be directed to Marie Ware, City of
Dubuque Leisure Services Manager at 563-589-4264 or mware@cityofdubuque.org.
SCOPE FOR SIGN AND EQUIPMENT, INSTALLATION, TRAINING AND SUPPORT
• Vendors should specify a "medium" or "high" resolution LED marquee. Only LED
technology may be used for display. Sign could potentially be one (1) 7' H X 13' L
16X9 ratio with optional one (1) 3' /2 H X 13' L sign to be place directly above 7'
H X 13' L sign. Vendor will separate costs for each sign in the bid. The sizing of
the sign(s) will need to meet the City of Dubuque's Unified Development Code.
Below is the city's representative to check proposal to assure meeting the Code
requirements.
• Sign must either be in weather proof cabinet or designed as an exposed product
with proof of protection.
• Sign should be one that best shows content based on height and location of sign
for both pedestrians and vehicles. The sign proposed should address color
calibration and uniformity of color.
• Sign must be color.
• Sign shall be 12 mm, 10 mm or higher pixel resolution, video capable.
• Sign must have connection to time/temperature
• Sign must be light intensity adjustable
• Sign must be installed at the existing location. Successful vendor will take into
considerations current height and any pre-existing conditions after removal of old
sign. There is no brick behind the current sign. Cinder block is behind the
current sign.
• Connectivity to sign for updates should be provided through fiber optic HDMI,
CAT 6 cabling or wireless. It is desired for the capability of updates to happen
on-site (in the office) and remotely using mobile or on-line app. Vendor will
specify if updates and software storage will be on a standalone computer or
server.
• Sign management in the cloud along with wireless data plan options offered by
vendor will be considered and should be indicated if the solution offers the
option.
• Solution must be turn -key including sign content management software licensing
keys or hasps, connectivity hardware, complete spare parts package.
documentation, installation and training.
• Vendor is responsible for removal and disposal of existing sign
• Vendor is responsible for all electrical work which must comply with local building
standards
• Vendor to provide all warranty information at time of bid including parts and labor
and list of spare parts included in bid.
• Vendor responsible for working with City staff to insure sign meets City of
Dubuque electronic sign rules and any applicable design standards. Vendor must
provide rendering and materials used for the sign, ideally take a picture of the
existing sign and dimension and show new sign showing any differences.
• Vendor is responsible for obtaining sign permit through the City of Dubuque
Planning Department. It is highly recommended to review the sign(s) proposed
prior to submission with Assistant Planner Guy Hemenway, 563-589-4222,
GhemenwaCccitvofdubuque.orq. If vendor awarded, before the sign is fabricated,
the sign permit needs to be issued.
• No work is to commence on the sign until all sign permitting review has been
completed. The Supplier shall give all notices and comply with all laws,
ordinances, rules, regulations, and orders of any governmental authority bearing
on the performance of the work and shall notify the City if the contract
documents are at variance therewith.
Five Flags Civic Center is a city -owned facility managed by SMG. Any discounts due
to contracts with SMG should be noted in submittals.
A vendor may submit more than one proposal for consideration if several signs options
meet the scope.
WARRANTY
Equipment Warranty: The equipment furnished under these specifications shall be
warranted against defects in material and workmanship for a minimum period no less
than two (2) year from the date of installation by the contractor. Replacement of
defective parts shall be made at no cost to the City during the Warranty period.
Installation Warranty: The vendor shall guarantee all items installed for no less than two
(2) year from the date of installation by the contractor against defective workmanship and
material at no cost to the City.
Other Warranties: The manufacturer shall include with his/her proposal the full terms of
warranty. Any warranties beyond the minimum shall be expressed in writing as part of
this proposal. After notice from the City of Dubuque of a breakdown, failure of the
workmanship, or failure of equipment within a period of two (2) year after acceptance, the
seller at their own cost and expense shall promptly repair the item. Vendor obligation
under this Warranty or Guarantee includes cost of all parts and material at the vendor's
expense. Extended warranty information, if available, shall be included. Terms and costs
of any extended warranties must be stated clearly and completely.
INDEMNIFICATION
The Vendor shall defend, indemnify, and hold harmless the City and its agents, officials
and employees from and against all claims, damages, losses, and expenses including
attorney's fees arising out of or resulting from the performance of the Contract, including
but not by way of limitation, failure of warranty as well as delivery FOB Dubuque,
provided that any such claim, damage, loss, or expense (1) is attributable to bodily injury,
sickness, or death, or to damage to property (other than the work itself) including the loss
of use resulting therefrom, and (2) is caused in whole or in part by any act or omission of
the Supplier, any subcontractor, anyone directly or indirectly employed by any of them or
anyone for whose acts any of them may be liable, regardless of whether or not it is
caused in part by a party indemnified hereunder.
WALK THRU AND SITE VISIT
Vendors are invited and encouraged to attend a pre -proposal walk thru and site visit on
Monday, October 23, 2017 at 3 p.m. at Five Flags Civic Center for visual inspection
of the location and to ask questions about the proposal.
SUBMITTALS
Vendors should submit:
• Diagrams of digital signage infrastructure including scale drawings showing size,
location, and connectivity to power and network for the proposed sign
• Specifications and information of sign hardware, resolution, resolution quality
• Make/Model of all sign hardware to be used
• Name and version of all software
• Cost for all hardware
• Cost for software including any annual licensing fees
• If a cloud solution is specified, please include all costs for cloud hosting fees
• If vendor will be proposing wireless connectivity solution for sign, please provide
wireless vendor name and monthly costs, terms
• Cost for installation and training services
• Training and support provided
• Names and contact information for at least 5 sites and references of similar
outdoor installations that vendor has designed and installed of the proposed sign
solution
• Any rebate information if applicable
• Timeframe for ordering, installation and closure of project.
• All warranty information and/or extended warranties.
Other submittals not defined above are permitted if Vendor wishes to include further
information.
INSURANACE
Contractor shall be required to carry the minimum coverage/limit, or greater if required
by law or other legal agreement, in Exhibit One - Insurance Schedule F. If the
contractor's limits of liability are higher than the required minimum limit then the
contractor's limits shall be this agreement's required limits.
Insurance does not need to be included in submittals however if project is awarded,
insurance is required prior to purchase order authorizing to order sign.
QUESTIONS / CONTACT
Marie Ware
Leisure Services Manager
563-589-4264
Class A
Class B
Class C
EXHIBIT ONE
CITY OF DUBUQUE
INSURANCE SCHEDULE F
Asbestos Removal Fiber Optics Sanitary Sewers
Asphalt Paving Fire Protection Sheet Metal
Concrete Fireproofing Site Utilities
Construction Managers General Contractors Shoring
Cranes HVAC Special construction
Culverts Mechanical Steel
Decking Paving & Surfacing Storm sewers
Demolition Piles & Caissons Structural Steel
Deconstruction Plumbing Trails
Earthwork Retaining Walls Tunneling
Electrical Reinforcement Water main
Elevators Roofing
Chemical Spraying Landscaping Rough Carpentry
Doors, Window & Masonry Stump Grinding
Glazing Vehicular Snow Removal Tank Coating
Drywall Systems Painting & Wall Covering Tree Removal
Fertilizer Application Pest Control Tree Trimming
Geotech Boring Scaffolding Tuckpointing
Insulation Sidewalks Waterproofing
Finish Carpentry Plastering Well Drilling
Carpet Cleaning Janitorial
Carpet & Resilient Non Vehicular Snow &
Flooring Ice Removal
Caulking & Sealants Office Furnishings
Acoustical Ceiling Power Washing
Filter Cleaning Tile & Terrazzo Flooring
General Cleaning Window Washing
Grass Cutting
INSURANCE SCHEDULE F (continued)
1 Contractor shall furnish a signed certificate of insurance to the department responsible for the
contract for the coverage required in Exhibit I prior to commencing work and at the end of the
project if the term of work is longer than 60 days Contractors presenting annual certificates shall
present a certificate at the end of each project with the final billing Each certificate shall be
prepared on the most current ACORD form approved by the Iowa Department of Insurance or an
equivalent approved by the Finance Director The certificate must clearly indicate the project
number, project name, or project description for which it is being provided Eg Project
# Project name Five Flags LED Sign Replacement
2 All policies of insurance required hereunder shall be with an insurer authorized to do business in
Iowa and all insurers shall have a rating of A or better in the current A M Best's Rating Guide
3 Each Certificate required shall be furnished to the Leisure Services Department of the City of
Dubuque
4 Failure to provide the coverages described in this Insurance Schedule 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 contract
5 Contractor shall require all subcontractors and sub -subcontractors to obtain and maintain during
the performance of work insurance for the coverages described in this Insurance Schedule and
shall obtain certificates of insurance from all such subcontractors and sub -subcontractors
Contractor agrees that it shall be liable for the failure of a subcontractor and sub -subcontractor to
obtain and maintain such coverage The City may request a copy of such certificates from the
Contractor
6 All required endorsements to various policies shall be attached to the certificate of insurance
7 Whenever an ISO form is referenced the current edition must be provided
8 Contractor shall be required to carry the minimum coverage/limit, or greater if required by law or
other legal agreement, in Exhibit I - Insurance Schedule F If the contractor's limits of liability are
higher than the required minimum limit then the contractor's limits shall be this agreement's
required limits
INSURANCE SCHEDULE F (continued)
EXHIBIT I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit
Products -Completed Operations Aggregate Limit
Personal and Advertising Injury Limit
Each Occurrence
Fire Damage Limit (any one occurrence)
Medical Payments
$2,000,000
$2,000,000
$1,000,000
$1,000,000
$50,000
$5,000
1) Coverage shall be written on an occurrence, not claims made, form The general
liability coverage shall be written in accord with ISO form CG0001 or business
owners form BP0002 All deviations from the standard ISO commercial general
liability form CG 0001 or business owners form BP 0002 shall be clearly
identified
2) Include ISO endorsement form CG 25 04 "Designated Location(s) General
Aggregate Limit" or CG 25 03 "Designated Construction Project(s) General
Aggregate Limit" as appropriate
3) Include endorsement indicating that coverage is primary and non-contributory
4) Include Preservation of Governmental Immunities Endorsement (Sample
attached)
5) Include an endorsement that deletes any fellow employee exclusion
6) Include additional insured endorsement for
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 Use ISO form CG 20 10
(Ongoing operations)
7) The additional insured endorsement shall include completed operations under
ISO form CG 2037 during the project term and for a period of two years after the
completion of the project
8) Policy shall include Waiver of Right to Recover from Others endorsement
B) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Statutory Benefits covering all employees injured on the job by accident or disease as
prescribed by Iowa Code Chapter 85
Coverage A
Coverage B
Statutory—State of Iowa
Employers Liability
Each Accident
Each Employee -Disease
Policy Limit -Disease
$100,000
$100,000
$500,000
Policy shall include Waiver of Right to Recover from Others endorsement
Coverage B limits shall be greater if required by the umbrella/excess insurer
INSURANCE SCHEDULE F (continued)
Nonelection of Workers' Compensation or Employers' Liability Coverage under Iowa
Code sec 87 22
yes form attached
C) AUTOMOBILE LIABILITY
Combined Single Limit
D) UMBRELLA/EXCESS LIABILITY
$1,000,000
Umbrella liability coverage must be at least following form with the underlying policies
included herein
All Class A contractors with contract values in excess of $10,000,000 must have
umbrella/excess liability coverage of $10,000,000
All Class A and Class B contractors with contract values between $500,000 and
$10,000,000 must have umbrella/excess liability coverage of $3,000,000
All Class A and B contractors with contract values less than $500,000 must have
umbrella/excess liability coverage of $1,000,000
All Class C contractors are not required to have umbrella/excess liability coverage
All contractors performing earth work must have a minimum of $3,000,000 umbrella
regardless of the contract value
E) ENVIRONMENTAL IMPAIRMENT LIABILITY OR POLLUTION LIABILITY
Coverage required yes _X_ no
Pollution liability coverage shall be required if project involves any pollution exposure for
hazardous or contaminated materials including, but not limited to, the removal of lead,
asbestos, or PCB's Pollution product and complete operations coverage shall also be
covered
Each Occurrence
Policy Aggregate
$2,000,000
$4,000,000
1) Policy to include premises and transportation coverage
2) Include additional insured for
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 Use ISO form CG 20 10
(Ongoing operations) as stated in A(6) above
3) Include Preservation of Governmental Immunities Endorsement
4) Provide evidence of coverage for 5 years after completion of project
F) RAILROAD PROTECTIVE LIABILITY
Coverage required yes _X_ no
Any contract for construction or demolition work on or within fifty feet (50') from the edge
of the tracks of a railroad or effecting any railroad bridge or trestle, tracks, roadbeds,
tunnel, underpass, or crossing for which an easement or license or indemnification of the
railroad is required, shall require evidence of the following additional coverages
Railroad Protective Liability
$ each occurrence (per limits required by Railroad)
$ policy aggregate (per limits required by Railroad)
OR
An endorsement to the Commercial General Liability policy equal to ISO CG 2417
(Contractual Liability -Railroads) A copy of this endorsement shall be attached to the
certificate of insurance
PRESERVATION OF GOVERNMENTAL IMMUNITIES ENDORSEMENT
1 Nonwaiver of Governmental Immunity The insurer 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
2 Claims Coverage The insurer 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 insurer
4 Non -Denial of Coverage The insurer shall not deny coverage under this policy and the insurer
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 defense(s) of governmental immunity asserted by the City of Dubuque, Iowa
No Other Chanae in Policy The above preservation of governmental immunities shall not otherwise
change or alter the coverage available under the policy
SPECIMEN
(DEPARTMENT MANAGER: FILL IN ALL BLANKS AND CHECK BOXES)