Port of Dubuque Intermodeal Facility RFPT®: The Honorable Mayor and City Council Members
FR®NI: Michael C. Van Milligen, City Manager
SU JECT: Port of Dubuque Intermodal Transportation Center
Request for Proposals for Consultant Engineering Services
®ATE: February 27, 2009
City Engineer Gus Psihoyos requests City Council approval to distribute a Request for
Proposal for engineering services required to design the Port of Dubuque Intermodal
Transportation Center.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
t u e ~ a
~ ~ ~ ' ~~
f ~ ~~
e a . ~~
Michael C. Van Milligen {{
f b~ fi
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
SUBJECT: Port of Dubuque Intermodal Transportation Center
Request for Proposals for Consultant Engineering Services
DATE: February 27, 2009
INTRODUCTION
The purpose of this memorandum is to request City Council approval to distribute a
Request for Proposal (RFP) for engineering services required to design the Port of
Dubuque Intermodal Transportation Center.
BACKGROUND
The Port of Dubuque has evolved from an industrial district to a vibrant, lively activity
center with increased demands on limited existing parking. The National Mississippi
River Museum and Aquarium alone has approximately 300,000 annual visitors. The
City has formed strong relationships with both the business community to promote
growth and success in the downtown and Port of Dubuque areas, and City government
continues to work closely with the private sector to promote economic development.
The City of Dubuque has been considering the construction of an Intermodal
Transportation Center (Center) for several years. As part of the November 12, 2007
City of Dubuque Rail Study, it was determined that the best location for the Center was
south of the Canadian National main rail line on the north side of the Port of Dubuque.
DISCUSSION
The Intermodal Transportation Center is envisioned to provide passenger access from
an elevated platform supporting passenger rail service running between Dubuque and
Chicago. The project will also include: construction of an elevated parking structure
with a capacity for approximately 500 to 750 vehicles; an IP addressable video camera
system; ticket booths at vehicle access points supporting the operation of a paid parking
structure with the potential inclusion of an automated traffic counter system; a hub for
local transit and long distance bus service; aspects that are pedestrian-friendly, ADA
accessible, and includes access to the center via bike lanes; and provide for
approximately 10,000 square feet of retail or commercial office space and public
restrooms.
Based on its location in the Port of Dubuque, the Center must contain architectural
aspects that enhance the overall aesthetics and further contribute to the overall vitality
of the area. A key measure of the project success will be to attain smooth traffic flow in
and out of the facility including convenient driveway connections to roadways that
access other areas of the Port.
The design process will be divided into three phases:
- Phase I: Predesign, preliminary programming, and site analysis services.
- Phase II: Schematic and design development services.
- Phase III: Construction document and bidding services along with construction
administration duties.
The RFP assumes a standard design-bid-build project delivery process. However, the
selected firm will need to convince the City that if deemed necessary due to various
grant funding obligations, they would be able to react to a significantly accelerated
design schedule that would include early start, multiple contract bid packages.
The proposed project schedule provides for final design plans to be ready for bidding in
December 2009. Contingent on available funding, the project would be bid in January
2010, and construction would start in early Spring 2010.
CONSULTANT SELECTION COMMITTEE
The Consultant Selection Committee for the Port of Dubuque Intermodal Transportation
Center includes the following:
Sue Czeshinski, Loras College Director of Communications
Teri Goodmann, Assistant City Manager
Laura Carstens, Planning Services Manager
David Heiar, Economic Development Director
Tim Horsfield, Parking System Supervisor
Jon Rodocker, Transit Manager
Gus Psihoyos, City Engineer
Steve Sampson Brown, Project Manager
ECIA -Kelley Deutmeyer, ECIA Executive Director or Chandra Ravada, ECIA
Co-Director of Transportation & Planning
SCHEDULE
The RFP Consultant Selection schedule for the Port of Dubuque Intermodal
Transportation Center is as follows:
® RFP Released to Consultants: March 3, 2009
® Response Proposals Due: March 19, 2009.
® Committee Review & Interview: End of March, 2009
® Recommendation to City Council: April 6, 2009
Bu®~~T IiV1PACT°
The City of Dubuque currently has $537,000 (CIP 600-1614) available to begin the
design of the Intermodal Transportation Center. The source for the available funds
includes $237,500 in FY09 from the recently passed Federal Omnibus Appropriations
Bill, and $300,000 in FY09 of state funding secured by the City's local legislators,
subject to final approval by the Iowa Department of Transportation. It is anticipated that
the balance of the funding needed to complete the design and construction of the
project will come from Federal FTA funds and GO Bonds. City staff is actively pursuing
American Recovery and Reinvestment Act grant opportunities to expedite full funding of
the project.
Proposals shall contain pricing for each of the three design phases. Work will be
authorized for each phase as expenditure of funds is authorized.
AC°TI®N °f® E TAKEN
I respectfully request City Council approval to distribute the Request for Proposal (RFP)
for engineering services required to design the Port of Dubuque Intermodal
Transportation Center.
Prepared by Steve Sampson Brown, Project Manager
cc: Kelley Deutmeyer, ECIA Executive Director
Chandra Ravada, ECIA Co-Director of Transportation & Planning
Sue Czeshinski, Loras College Director of Communications
Teri Goodmann, Assistant City Manager
Laura Carstens, Planning Services Manager
David Heiar, Economic Development Director
Tim Horsfield, Parking System Supervisor
Jon Rodocker, Transit Manager
Gus Psihoyos, City Engineer
Bob Schiesl, Asst. City Engineer
Steve Sampson Brown, Project Manager
K:\PROJECTS\Port of Dubuque -Intermodal Facility\Port of Dubuque Intermodal Transportation Center Council RFP Approval
Memo.doc
l
-°".~„
THE CTI'Y OF ISSUE DATE: March 3, 2009
~ COMPANY NAME: ~ DATE:
I MAILING ADDRESS:
~ CITY/STATE: ~ ZIP CODE:
~ AUTHORIZED SIGNATURE:
I PRINTED NAME:
I TITLE OF AUTHORIZED REPRESENTATIVE:
~ EMAIL: ~ PHONE:
- - '~ ~ -
~ ~ I~ ~
I I
~~ i ~~~~' X11 ~ j~ ~! i 1! L ~~ ~ ~ ~:-_~ ~_a'~) ~'_~ ~~ h~ L~ ll~~ ~~ ~~-~ ~~~
EUS°T ® PRP®~AL
,y
~.. , ;_
4
" ~y`~P
li li
In r I r n t®n rater
®ty uu,l
March 3, 2009
Page 2 of 35
}JJ
EcT~® PAS
1.0 Introduction .................................................................. 4
2.0 Project Objectives ......................................................... 4
3.0 Community Background .................................................. 5
4.0 Project Scope of Services ............................................... 5
5.0 Use of City Resources .................................................... 10
6.0 Information to be Included in the Proposal .......................... 10
7.0 Proposal Question and Answers ....................................... 12
8.0 Submission Requirements ............................................... 13
Appendix A Consultant Evaluation Selection Process ........................... 15
Appendix B RFP Rules and Protest Procedure .................................. 19
Appendix C City of Dubuque Contract Terms and Conditions ................. 21
Appendix D Insurance Requirements ................................................. 24
Appendix Project Related Data ..................................................... 32
Page 3 of 35
l t 6° I 1° tl
t 6°
ity ® ubuque, B®wa
THE CITY OF
Masterpiece on fhe Mississippi
n ul nt r ®n 1 is
tf ~ r 1
March 3, 2009
1.0 INTR®UCTI®N
The City of Dubuque, Iowa is soliciting competitive sealed proposals from qualified
professional consulting firms to complete a multi phased design for the Port of Dubuque
Intermodal Transportation Center.
The project will be conducted in three phases. Phase I will include predesign, preliminary
programming and site analysis services. Phase II will include schematic and design
development services and Phase III will include construction document and bidding services
along with construction administration duties. It is anticipated that the timeframe for Phase I
will be two months following the signing of a professional service agreement. The estimated
timeframe for Phase II will be three months and the timeframe for construction documents
and bidding phases will be two to three months. The selected Consultant will be expected to
complete the contracted scope of work within the specified timeframe, under the general
direction and coordination of the City's Engineering Department as authorized by the City
Council.
2.0 R®J CT JECI°IVES
The City of Dubuque has been planning for the construction of an Intermodal Transportation
Center in the Port of Dubuque for several years. Located just south of the Canadian National
main rail line on the north side of the Port, the center is envisioned to provide passenger train
access from an elevated platform for passenger rail service running between Dubuque and
Chicago. Other components of the project will include: construction of an elevated parking
structure with a capacity for approximately 500-750 vehicles, an IP addressable video
camera system, ticket booths at vehicle access points supporting the operation of a paid
parking structure with the potential inclusion an automated traffic counter system, a hub for
local transit and long distance bus service, aspects that are pedestrian friendly and
accessible which include access to the center via bike lanes, and provide for approximately
10,000 square feet of retail or commercial office space and pubic restrooms.
Page 4 of 35
Being located in the Port of Dubuque, the center must contain architectural aspects that
enhance the overall aesthetics of the Port and further contribute to the overall vitality of the
area. A key measurement for the success of the project will be the resulting smooth traffic
flow in and out of the facility including convenient driveway connections to roadways that
access other areas of the Port.
The RFP assumes a standard design-bid-build project delivery process. However, the
selected firm will need to convince the City that if deemed necessary due to various
grant funding obligations, they would be able to react to a significantly accelerated
design schedule that would include multiple, early start construction bid packages.
The City has completed some preliminary study work that anticipates at some point in the
future, a new separated grade rail crossing being established at the northerly end of Bell
Street. This will result in a negative vertical grade change for Bell Street. The Intermodal
Transportation Center project must anticipate this condition and all drive connections
between the center and Bell Street must work for both the existing condition and the future
vertical grade change.
3.0 CONIIVIUNIT'Y ~-CKGROUN®
The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to
Illinois and Wisconsin. The City is approximately 30 square miles in area, with a population of
approximately 60,000 people. The City's annual operating and capital budget is nearly $116
million and funds a full range of services. The City's web site is www.cityofdubugue.org.
The community has a stable and diversified manufacturing base and a growing service
sector. Dubuque is the major retail, medical, education and employment center for the tri-
state area. Tourism continues to be a major economic force in the community. City
government works in collaboration with the private sector to promote economic development.
The job creation and unemployment numbers show that Dubuque is growing steadily in the
current economic climate. Dubuque's construction numbers reveal an even more
encouraging picture. The City has formed strong relationships with the local business
community to promote continued economic growth and success.
4.0 PROJECT SCOPE OF SERVICES
The following outline represents the minimum components that must be provided for this
project. The City of Dubuque currently has $537,000 budgeted for design work. Proposals
shall contain pricing for each of the three phases. Work will be authorized for each phase as
funding becomes available. If at any point in the project grant funds for construction appear
to be no longer available, work will stop at the end of the currently authorized phase. The
City wants it to be clear that it desires a robust and competent design for the center.
Proposed budgets for each of the phases should be based on achieving this goal and not
based on the currently available funding amount listed above.
Sustainable design practices should be applied to all aspects of the project. In 2006, the
Mayor and City Council identified Sustainability and Green City designation as a top priority.
Page 5 of 35
Since then, the city has been working to implement this priority as listed on the
~_ ~.sustainblgduuque.or~ website on all projects.
In preparing a response to this RFP, the Consultant should describe the means or strategy by
which they would satisfy the scope of services. The Consultant may also choose to provide a
second alternative or hybrid strategy that details what processes and outcomes would be
used to make the project better.
4.1 -Project Management ~ Accounting
4.1.1 The Consultant shall identify one person to serve as the Project Manager for this
project. The Project Manager shall be the leader of this effort and is expected to
ensure that the project scope, schedule and Total Project Cost (TPC) budget are being
monitored and adhered to at all times during the design and construction phases. One
of the Project Manager's prime responsibilities is to track and facilitate solutions for
any issues that may arise during the design and construction phases. Additionally, the
Project Manager shall serve as the primary point of contact for all exchange of
information between the City and the Consultant.
4.1.2 The Project Manager shall maintain an updated, Work Breakdown Structure
(WBS)/task outline for the duration of the design and construction phases. The WBS
shall contain line items for all major deliverable components of the project and any
significant subcomponents along with the budgeted amount of fee associated with
each task listed. Project Management shall be listed as a separate task on the WBS.
The Project Manager shall track on the WBS the percent of work accomplished on
each task that is listed.
4.1.3 The Project Manager shall maintain an updated project schedule for the duration of the
design phases based on the tasks listed in the WBS. The Project Manager shall be
responsible for reviewing and monitoring the Contractors project schedule during
construction.
4.1.4 The Project Manager shall maintain an updated TPC budget for the duration of the
project. The TPC budget shall be completed using the best available information at
the time of each periodic submittal in order to provide an up-to-date estimated total
cost for all components of the project. The budget shall include construction costs,
equipment/furniture costs plus all other direct costs and reimbursable expenses for the
Consultant, Subconsultants and the City.
4.1.5 During the design and construction phases of the project, the Project Manager shall
submit to the City a bulleted progress report for the project. The summary shall only
contain a list of major events that have occurred since the last report submittal, along
with a list of work that will be accomplished in the upcoming weeks, and a list of critical
items that need immediate attention.
4.2 Project Manager Deliverables
The following is a list of requirements that shall be provided throughout the design and
construction of the project.
Page 6 of 35
4.2.1 The Project Manager shall submit by electronic mail a copy of the WBS to the City on
a monthly basis. The WBS shall be submitted during the first week of each month. At
the time of submittal, the Project Manager shall be available for approximately 15
minutes by phone to discuss the progress made on individual tasks.
4.2.2 The Project Manager shall submit an updated electronic copy of the project schedule
along with the WBS. This submittal is required during the design and construction
phases.
4.2.3 The TPC budget shall be submitted to the City in an electronic file format along with
the WBS.
4.2.4 The Project Manager shall submit a project progress update report during the first and
third weeks of each month. The summary shall be submitted by electronic mail and be
less than a single page in length.
4.3 - Phase I - PreDesign, Preliminary Programming, and Site Analysis
4.3.1 PreDesign -For all aspects of the project, begin coordination with involved Federal,
State and Local agencies. Research and develop a complete understanding of:
passenger rail service logistics; City of Dubuque Transit Division services and
operations; City of Dubuque Parking Division operational and maintenance
parameters; and available owner supplied information. This task will also include two
scope kick off meetings, one with the full project team and an executive summary
presentation to the City Manager and/or City Council to confirm project assumptions.
A schedule and budget for the project shall be developed during this phase.
In support of the City's Vision for Sustainability, the Consultant shall begin to identify
opportunities for sustainable design components to be incorporated into the project.
Additionally, the City envisions directly hiring a renewable energy expert that will
provide an assessment of renewable energy options for the project, suggest and
coordinate design of passive and active renewable energy systems, review energy
modeling for the plan set to achieve Energy Star tax credits, review all possible
renewable energy systems, develop a list of potential options and present the list to
the design team to develop strategies to ensure all feasible options for the project are
met.
4.3.2 Preliminary Programming -Work includes research with stakeholders to determine
needs of the passenger rail station, the hub for bus service, prospective
retail/commercial space and traffic flow schematics. Throughout the design, the
consultant should be prepared to provide periodically updated 3D models of the site
using Sketch-Up or similar rendering software.
4.3.3 Site Analysis -Traditional site planning activities shall be conducted under this scope
element. Work includes site development planning, utility coordination, geotechnical
investigation, environmental/historical studies and reports, zoning compliance review
and contaminated material studies. The City has available Phase I and Phase II
environmental assessment documents for this area and a Soil Management Plan for
this general area of the north Port. Supplemental studies to the previously completed
environmental assessments shall be conducted as deemed necessary and the Soil
Page 7 of 35
Management Plan shall be more fully developed to be adapted specifically for this
project.
4.4 -Phase II -Schematic ®esign ®esign ®evelopment
4.4.1 Schematic Design -Typical design activities required to advance the project.
Completion of schematic design phase shall include detailed update to the project
budget and meeting to review the progress plans and discuss needed modifications in
order stay within the project budget.
4.4.2 Design Development -Typical design activities required to advance the project. This
phase shall include authoring of a building code report and life safety code report that
summarizes code sections applicable to the project and any interpretations. The
reports shall be submitted to the local authorities along with a complete plan set for
review and comment. The completion of design development phase shall include
building code report, life safety report, Port of Dubuque Design Review Committee
approval, a detailed update of the project budget and meeting to review the progress
plans, and discuss needed modifications in order stay within the project budget.
4.5 -Phase III -Construction ®ocuments, bidding and Construction Administration
4.5.1 Construction Documents -. Typical design activities required to prepare project
documents for bidding including obtaining all required permit approvals, rail road
coordination, finalization of plans and specifications, adetailed update to the project
budget and meeting to review the final plans.
4.5.2 Bidding Services ®The Consultant will provide services for the public bidding phase of
the project by:
® Developing a list of potential contractors or suppliers.
® Compile the bid package using a nationally accepted contract document standard
format, including incorporation of City of Dubuque standard public bidding contract
documents and other applicable City general terms and conditions.
® Provide assistance with City Council document preparation.
® Send project team representative to all three City Council meetings required to bid
and award the project.
® Direct the coordination of electronic and paper plan set distribution.
®Answer questions from Contractors.
® Organize and lead pre-bid informational meeting.
® Prepare addenda as necessary.
®Attend bid opening, prepare evaluation of bids including alternates,
recommendation for award of contract.
®Assist with execution of contract documents
4.5.3 Construction Administration Services -The Consultant shall be responsible for
following services:
®Attend pre-construction meeting.
® During periods of active work by the contractor, assign one full time construction
superivsor to monitor all construction activities.
®Attend periodic construction coordination meetings.
® Furnishings, Fixtures and Equipment purchase coordination.
and
the
site
Page 8 of 35
®Observe and evaluate the Contractor's quality of work per the requirements of the
Construction Contract Documents.
®Answer questions during construction on the interpretation and intent of the plans
and specifications.
® Review and approve material sources and shop drawings.
® Review and processing of payment applications by contractors.
® The Architect shall review requests for changes, process and log Requests For
Information, issue, log and assist in negotiating Contractor Proposal Requests, issue
and log Construction Change Directives and based on all of the previous, submit
recommendations to the City, and, if they are accepted, process Construction
Change Orders.
®On-site coordination of materials testing and technical inspections services as
necessary, including RFP Scope of Services preparation.
• Project schedule monitoring.
® Construction budget monitoring.
® Semi-final inspection with City and Contractor and punch list creation.
®Actively monitor and report on punch list progress.
® Review and coordinate proper contractor submittal of Project Record Drawings.
® Issue Certificate of Substantial Completion.
® Observe the contractor's final testing, start-up of utilities and training for operational
systems and equipment.
® Secure, review and transmit to the City warranties, maintenance manuals and similar
submittals as required in the construction specifications.
® Project closeout.
4.6 -Public Involvemenfi
4.6.1 Multiple meetings with project stakeholders will be required during the design process
to gather input, communicate project progress coordinate with the railroad and
agencies.
4.6.2 Two public meetings with the City Council should be included with the project. The
City Council will be kept informed of project's progress and findings for the duration of
the project.
Relevant key members of the project team are expected to be present at all meetings.
Use of teleconference and videoconferencing is acceptable as long as the objectives
of the meeting agenda can be met.
4.7 -Schedule
It is the intent of the City that the design of the project and initiation of the bidding
process shall be completed within eight months after signing of the contract.
4.~ -Quality Confirol/Ruality Assurance
The Consultant shall have a formal written QA/QC program in place for the full
duration of the project. Upon request from the City at anytime through out the design
process, the Consultant shall provide documentation that verifies the QA/QC program
is being actively utilized by the Consultant.
Page 9 of 35
.0 US F CITY R URC
5.1 -Use of City Resources for the RFP Preparation
® All information requests shall be directed to the City's Project Manager as detailed in
Section 7.0 of this request for proposal. All Consultants should note that directly
contacting other City of Dubuque staff or any of the Selection Committee members
shall be considered inappropriate and grounds for disqualification.
5.2 -Material Available for the RFP
® Most current aerial photograph of the project area. A current aerial photograph of the
City of Dubuque is available in SID file format on DVD if requested by the Consultant.
® CADD line work drawings of City Roads (PDF and AutoCAD Format) are available on
DVD if requested by the Consultant.
5.3 -City Resources Available to the Selected Consultant
® The City will make its ArcView GIS mapping and data analysis capabilities available
for this project as well as staff contact/resources persons in the Planning Services
Department and the Engineering Department. Digital aerial photos of the City of
Dubuque were taken in the spring of 2007.
® CADD plans of Star Brewery Drive and partial plans of McGraw Hill site and vacant
area to the west of proposed center location.
6.0 INF®RIVIAI'I®IV T® E IIVCLU®® IIV RP®SAL
The Proposal should address all of the points outlined in this RFP excluding any cost
information which shall be included in a separate sealed envelope labeled "Project Cost
Estimate". The Proposal should be prepared simply and economically, providing a straight-
forward, concise description of the Consultant's capabilities to satisfy the requirements of the
RFP.
To simplify the review process and to obtain the maximum degree of comparability, the
proposal shall include the following information and shall be organized in the order and
manner specified below. While additional data may be presented, the following subjects must
be included. They represent the primary criteria against which the proposal will be evaluated.
Letter of Transmittal
Provide a letter of transmittal briefly outlining the Consultant's understanding of the work and
list the Project Manager's the name, address, telephone number, and a-mail address. The
name that is provided for the Project Manager will be used as the primary contact person
during the RFP evaluation process.
Index
Each proposal shall contain a table of contents that delineates each section contained in the
proposal and the corresponding page number.
Page 10 of 35
Profile of Firm
Provide general information about the Firm, along with its area of expertise and experience
as it relates to this RFP. Describe the experience and success of the Firm in performing
similar projects. State the size of the Firm, the size of the Firm's professional staff, and the
location of the office from where the work on this project will be performed.
Discuss the Consultant's ability to integrate this project into their present workload. Include a
statement to specify if the Consultant currently has the capacity to undertake the project or
whether it intends to hire additional staff or partner with subconsultants.
Scope of Services
Describe the means or strategy by which the Consultant would satisfy the scope of services
for the currently approved budget as listed in Section 4.0.
The Consultant may also choose to provide a second alternative or hybrid strategy with a
modified scope of services and revised budget that would improve the results of this project.
Include a basic work plan for each strategy that delineates the Consultant's approach to the
completion of the project. The work plan, at a minimum, should include those components
outlined in Section 4 of this RFP. The Consultant should indicate in the work plan those
aspects that might be completed by City staff.
Highlight any parts of the work plan that will reflect the Consultant's unique philosophy or
insight regarding it's approach to this project and how this approach positively impacts the
successful completion of the project.
Project Team Qualifications
Provide the names of all members of the project team associated with this project.
Specifically identify the supervisory and management staff including principals, the project
manager, and technical experts who would be assigned to this project. For each project
team member, provide a summary of their qualifications and experience. Include any training
and relevant education.
Include a flow chart that shows the communication path between the City and Consultant.
Include all project team members on the flow chart and show the supervisory relationship
between all members of the team. Be sure to include all subconsultants staff on the project
team flow chart.
Provide the name and location of other subconsulting firms that would be used by the
Consultant during the project and the approximate percentage of the work that would be
performed by each of these firms. Summarize the qualifications and experience of all
subconsultant staff working on the project.
In submitting the Proposal, the prospective Consultant is representing that each person listed
or referenced in the proposal shall be available to perform the services as described. The
Project Manager, principals, management, and other project team staff may be changed in
accordance with the requirements described in Appendix D "3. Substitution of Project Team
Members".
Page 11 of 35
Describe the experience and success of the project team members proposed for the
Dubuque project, in performing similar projects. Specifically list any successful experiences
designing intermodal transit facilities for municipalities similar to Dubuque.
Include at least 3 client references (including individual contact names and telephone
numbers) for similar projects that have been completed by the Firm in the last five (5) years.
List the names of individuals on the project team proposed for the Dubuque project who have
worked on the referenced projects.
Quality Control -Quality Assurance
As a part of the proposal, specifically describe the quality control process that will be used
throughout the project. List the amount of hours for each phase that will be dedicated to
QA/QC and describe how those hours will be spent. The City expects that the majority of the
QA/QC process will be preformed by someone who is not an active member of the design
team.
Understanding of Final Contract Terms
The Proposer should provide a statement that indicates they have read and understand
Appendix C - "City of Dubuque Contract Terms and Conditions", and agree to include the
clauses that are listed in Appendix C in the final signed contract. Any exceptions to the
Contract Terms and Conditions by the Consultant must be clearly stated in their submitted
Proposal.
Certificate of Insurance
The Consultant should provide a statement indicating that they are able to meet the City's
insurance requirements for professional services. (See attached Insurance Schedule C -
Appendix D.) Submittal of insurance documents as part of this RFP is not required.
Proposed Project Schedule
Provide a project schedule for each strategy. Outline the time durations and estimated
completion dates for each major component of the proposed scope of work. The schedule
should list all deliverables that are required throughout the project.
Fees and Compensation
Provide a proposed fixed cost, plus reimbursable expenses budget for each strategy
proposed to complete the requested scope of services. Breakdown costs by major scope
element and include a list of hourly rates for personnel assigned to the project. Provide a sub
total for each of the three phases so that work can be authorized as funding becomes
available.
Quotation of fees and compensation shall remain firm for a period of at least 90 days from the
RFP submission deadline.
Remember to separate the proposed budget from the other portion of the RFP submittal.
Initial screening will be done without knowing the Consultant's proposed fee for services.
7.0 R®P®SAL QU DTIN~ ~-N® ANSVVE
Page 12 of 35
If you have any questions concerning this request for proposal, or other technical questions,
please submit your requests to the City's designated Project Manager. The City has used
considerable efforts to ensure an accurate representation of information in this RFP. Each
Proposer is urged to conduct its own investigations into the material facts provided.
No answers given in response to questions submitted shall be binding upon this RFP unless
released in writing (letter, fax or email) as an officially numbered and titled addendum to the
RFP by the City of Dubuque.
Any questions concerning this proposal must be received on or before 2:00 p.m. CDT on
March 18, 2009. Any inquiries received after this date will not be answered. When
submitting a question to the Project Manager, please include the appropriate Consultant
contact information.
From the date of issuance of the RFP until final City action, the Proposer shall not discuss the
RFP with or contact any other City of Dubuque staff or any of the Selection Committee
members except as expressly authorized by~ the City's Project Manager identified in this
section (Section 7.0). Violation of this restriction will be considered a violation of the rules
and be grounds for disqualification of the Consultant's proposal.
Project Manager contact information is as follows:
Steve Sampson Brown
Project Manager
City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, IA 52001
~.0 SUBIViISION RUIfVINT'S
Phone: 563.589.4270
E-mail: sbrown@cityofdubuque.org
Before submitting a proposal, each Consultant shall make all investigations and examinations
necessary to ascertain site conditions and requirements affecting the full performance of the
contract and to verify any representations made by the City upon which the Proposer will rely.
OOSAL SUiVIITT~-L INFORNI~41°ION
^ Submittal Deadline: March 19, 2009 on or before 2:00 p.m. CST
^ Submittal Location: City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, Iowa 52001-4864
^ Submittal Contact &
Mailing Address: City Engineer
City of Dubuque Engineering
50 West 13th Street
Dubuque, Iowa 52001-4864
Page 13 of 35
® Submittal Copies: Eight (8) sets of the proposal shall be provided.
Submit one (1) original signed proposal, seven (7) copies and also an electronic .pdf version,
all labeled Port of Dubuque Intermodal Transportation Center.
Submitted proposals must be in delivered in printed format with the exclusion of the one
required .pdf version. The .pdf version shall be submitted on a compact disk along with
proposal hardcopies. No faxed ore-mail proposals will be accepted. The proposal must be a
document of not more than twenty (20) numbered 8-1/2 x 11-inch pages, with the exception
of the project schedule which may be presented in 11 x 17-inch format, and not including the
letter of transmittal, index, dividers and the front and back covers and the separately sealed
cost proposal. Proposals should not include any pre-printed or promotional materials. Any
proposals exceeding 20 numbered pages will not be considered.
Each addendum must be acknowledged in the Letter of Transmittal by providing the
addendum number and title. Failure to acknowledge each addendum will be considered
grounds for possible disqualification. It is solely the Consultant's responsibility to ensure that
you have received all addendums to this RFP before submitting the proposal.
The original proposal document shall be signed in blue ink by an officer of the Firm who is
authorized to legally bind the Proposer to its provisions. Proposals are to contain a statement
indicating the period during which the proposal will remain valid. A period of not less than
ninety (90) calendar days from the proposal closing date is required. Failure to comply with
the above requirements shall be considered grounds for possible disqualification.
Each Consultant assumes full responsibility for delivery and deposit of the completed
proposal package on or before the deadline. Any proposals received after the submittal
deadline will not be considered, and will be returned unopened to the Proposer. The City of
Dubuque is not responsible for any loss or delay with respect to delivery of the proposals.
The City of Dubuque is not liable for any costs incurred by any Consultant prior to the
execution of an agreement or contract. Nor shall the City of Dubuque be liable for any costs
incurred by Firms that are not specified in any contract. All results from this project will
remain the property of the City of Dubuque.
Upon receiving this RFP, we request that you complete the "Receipt of Proposal
Acknowledgement" - "No Response Reply" information contained on the first page of this
document and return it to the City's Project Manager by mail or email so the City can ensure
that each Consultant received this Request For Proposal.
The City of Dubuque appreciates your time and consideration of this RFP.
Sincerely,
Page 14 of 35
Steve Sampson Brown
Project Manager
City of Dubuque
Page 15 of 35