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Request for Proposal - East-West Corridor Preliminary Design / Consultant Services Copyrighted December 18, 2017 City of Dubuque Action Items # 6. ITEM TITLE: Request for Proposal - East-West Corridor Preliminary Design Professional Consultant Services SUMMARY: City Manager recommending approval to initiate the Request for Proposals process to seek professional consultant services to complete the Preliminary Engineering Design and NEPA/Environmental Study Phase to advance the development of the East-West Corridor Capacity Improvements along UniversityAvenue at the intersections at Loras Boulevard, Asbury Road, and at Pennsylvania Avenue. SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve ATTACHMENTS: Description Type East-West Corridor Capacity Improvements-NNM City Manager Memo Memo Staff Memo Staff Memo RFP East-West Corridor Supporting Documentation THE CITY OF Dubuque � AIFA�erlwGh UB E '�� III► Masterpiece on the Mississippi Z°°'�w'2 7A13 2017 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: East-West Corridor Capacity Improvements DATE: December 14, 2017 Assistant City Engineer Bob Schiesl recommends City Council approval to initiate the Request for Proposals process to seek professional consultant services to complete the Preliminary Engineering Design and National Environmental Protection Act/ Environmental Study Phase to advance the development of the East-West Corridor Capacity Improvements along University Avenue at the intersections at Loras Boulevard, Asbury Road, and at Pennsylvania Avenue. I concur with the recommendation and respectfully request Mayor and City Council approval. �� Mic ael C. Van Milligen �� MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Teri Goodmann, Assistant City Manager Cori Burbach, Assistant City Manager Gus Psihoyos, City Engineer Robert Schiesl, Assistant City Engineer THE CTTY OF Dubuque �" ui��erie�qry DUB E 'il��i;' Masterpiece on the Mississippi Z°°' Z°'Z 2013 2017 TO: Michael C. Van Milligen, City Manager Gus Psihoyos, City Engineer FROM: Robert Schiesl, Assistant City Engineer SUBJECT: East-West Corridor Capacity Improvements Consultant Professional Services - Request for Proposals Preliminary Engineering Design and NEPA/ Environmental Study Phase lowa DOT Project No. STP-U-2100 (690)--70-31 DATE: December 13, 2017 INTRODUCTION The purpose of this memorandum is to request City Council approval to initiate the Request for Proposals (RFP) process for professional consultant services to complete the Preliminary Engineering Design and NEPA/ Environmental Study Phase to advance the development of East-West Corridor Capacity Improvements along University Avenue at the intersections at Loras Boulevard, Asbury Road, and at Pennsylvania Avenue. BACKGROUND In August 2007, the City Council listed the completion of the East - West Corridor Connectivity Study as a "High-Priority" in its Goals and Priorities for Policy Agenda. The US Highway 20 corridor is the primary east-west route in the City of Dubuque and future traffic volume projections indicate US Highway 20 alone will not provide sufficient capacity for east-west travel in the city. Capacity along alternate east-west corridors will need to be improved to provide connectivity between the western growth areas and the downtown urban core. To achieve this goal, the City retained the professional consultant services of HDR (Omaha, Nebraska) to complete the East-West Corridor Connectivity Study. The purpose of the study was to: analyze the east-west traffic flow in the City; identify corridor improvements or modifications to support growing traffic demands; and to consider transit needs, pedestrian needs, and sustainability. The four east-west corridors identified in the study area are: Asbury Road; Pennsylvania Avenue; UniversityAvenue; and Loras Boulevard. In February 2012, the City Council formally adopted the East - West Corridor Connectivity Study - Final Report and directed City staff to begin implementation plans for the recommendations contained in the East-West Corridor Connectivity Report. Additionally, at this meeting the City Council adopted an ordinance for the establishment of a construction and development moratorium for identified locations within the East - West Corridor Connectivity Study area as shown on the following Exhibit A. ��> � East-West Corridor Connectivity Study ui��:e�u� �DAGIS= � � � � � Construction and De�elopment Moratarium � s1 E��RPN 0 ORE St y po F�LLM s� < �HEaa� � c. � �\ �'- PJ� J� .... •: � , ��pg�t� L�µps B ,.�. a .e...-....� J F � yti Sy�qN4q` O� �O2p F 4 =P 9 G� / ��-�* � �NT "E4R[St �G�P� ,� =0~. � ' �p > 2P ...,.. N .. ..,.-:.� Moratorium�imits w-�-E EXHIBITA s The adopted East - West Corridor Connectivity Study report will act as the City's Master Plan for both short-term and long-term capacity improvements or corridor modifications to support growing east-west traffic flow in the City. The study included recommended improvements supporting complete streets concepts, multi-modal transportation, vehicle, pedestrian, bicycle, and recreational improvements. The report included 32 proposed capacity improvement projects along the four corridors. Capacity improvements identified include a series of intersection realignments, intersection improvements, turn lane additions, add traffic signal interconnect and ITS improvements along each corridor. DISCUSSION In August 2017, the City Council listed the East - West Corridor Capacity Improvement Implementation as a "Top-Priority" in its 2017-2019 Goals and Priorities. In an effort to advance this top priority, the City has already completed or will be completing the following improvements: DuoL� East/West Corxidor Capacity Improvements w�E Project Year Cost � � / � 5 Property Acquisition 2016 $ 853,300 0 . � � � ��a�d��ew,�o�as Traf(ic Signal Improvemenis � � � Gompla'ad�.2017 'tl� Grandview- Delhi ° � . $ �� Roundabout 2016 $ 827,000 �� Loras - Grandview 2017 $ 370,300 ��;:� � � Traffic Signals ��j �� ,y� as A e�ry ,,;=� � � ,�, Pe v� o e��apse��o� ,-��_ Universit - Grandview �°� � � �R�� / a r.. y oes�g�; � 4 y 2018 $1,200,000 �� E ��s��dv�o,e � ��a�R� d�� `v � Roundabout a�' � ' o� P�oPoseda��d�o,e . Total Improvements To-Date $3,250,300 � �� . �_ � / Grantiview/Delhi/Grace - Roundaboui - , � - " '� Completed:201fi UNIVERSITY - OVERLAP SECTION IMPROVEMENTS The section of University Avenue, from Pennsylvania Avenue to Loras Boulevard, referred to as the "Overlap Section" was recommended for converting the three intersections along University Avenue to roundabouts. � \ ��r� A �`�.^ •�: _ ' —� "� F ��`��\� �' � U�Y� ',�,�,�'; UNIVERSITY '� � -',. -' OVERLAP SECTION �- �.,.� \ E�b� ,�-.►� - �, �: � � ��w , �� ,• r�, � '�► �� '��;; :�� , � `� �°� ^ '� ,� �,;�q,�, �� . - �' �` �(�l � �`r �\Q.4" �' � _� r�� E�M�red -R LORAS „� 1 ' �vA�r� � e �.4'r�,� r T� ��A.,,,.�� ' �� / � � �• K a� .,'% /. _ v � ..N., �� y^ �NNERS \�"\� PENNSVLVANIA * ^� � , �v � �1Y � ; ' •�� i { � r� Cry'� ' "� �O� �7,$ O ' �� \ .' �' �� ' � ��,�� ,� � �a ,� �.r'� �f+ �1 �r�ia.; % ' ,\ � � 2 f, y � ' �., r �- , 6� �\ .c;: �`�2 1'��'y �; YL�,�`��I�� r'`�. �-. a�a '� � �- � .,, ��UNIVERSRY^OF � , + �� - �11Bl1QUE � /y 'C��X_� �.�.�' � N T/" � X^� With funds currently programmed in FY2018, the next steps in the design development process is to issue an RFP for the selection of a consultant to perform land surveying and engineering services as necessary for Preliminary Engineering Design and NEPA / Environmental Study Services for intersection capacity improvements along University Avenue from the intersections at Loras Boulevard, Asbury Road, and at Pennsylvania Avenue. The primary project objective of the East-West Corridor Capacity Improvements are to improve existing traffic operations on the University Overlap Section and accommodate future growth; to determine exact traffic capacity needs and corresponding design options and alternatives, identify specific property impacts and acquisitions, and the consideration of public comments and stakeholder input. Once the preliminary engineering and environmental (NEPA) study are completed, corridor impacts will be identified, and property acquisition could begin in approximately FY2019 / 2020 and would take approximately 2-3 years to complete. Once property acquisition is completed within the Overlap Section, construction to convert the three intersections along University Avenue to roundabouts could begin in FY2021 / 2022 and would take approximately 2-3 years to complete. CONSULTANT SELECTION PROCESS Because the professional consultant services contract to complete the final engineering design phase will use federal funding, the consultant selection process will be done in accordance with the lowa Department of Transportation (lowa DOT) consultant selection process. The consultant selection will be based upon the consultant's qualifications and experience, and the Selection Committee's determination of the consultant best suited for this specific design project. CONSULTANT SELECTION COMMITTEE The Consultant Selection Committee for the Preliminary Engineering Design and NEPA / Environmental Study Phase includes the following: Gus Psihoyos, City Engineer Tony Breitbach, Purchasing Coordinator Robert Schiesl, Assistant City Engineer Candice Eudaly, Transit Manager Kyle Kritz, Associate Planner Steve Fehsal, Parks Manager Renee Tyler, Public Works PROJECT SCHEDULE The preliminary schedule for the Preliminary Engineering Design and NEPA / Environmental Study Phase is as follows: . lowa DOT Authorization to Proceed December, 2017 . RFP Released to Consultants January, 2018 . Response Proposals Due February, 2018 . Committee Review & Interview February, 2018 . Recommendation to City Council March, 2018 The Preliminary Engineering Design and NEPA / Environmental Study Phase is anticipated to take approximately 12 months to complete. RECOMMENDATION I recommend that the City Council authorize staff to initiation of the Request for Proposals process for professional consultant services to complete the Preliminary Engineering Design and NEPA / Environmental Study Phase to advance the development of East-West Corridor Capacity Improvements along University Avenue at the intersections at Loras Boulevard, Asbury Road, and at Pennsylvania Avenue. BUDGETIMPACT The current available funding for the estimated professional services fee is summarized as follows: CIP Fundinq Source Amount 250 / 3001 039 City - DMATS STBG Funds $ 800,000 250 / 3001 039 City - Local Matching Funds 200,000 Project Funding 1.000.000 ACTION TO BE TAKEN I respectfully request City Council approval to authorize the initiation of the Request for Proposals process for professional consultant services to complete the Preliminary Engineering Design and NEPA / Environmental Study Phase to advance the development of East-West Corridor Capacity Improvements along University Avenue at the intersections at Loras Boulevard, Asbury Road, and at Pennsylvania Avenue. cc: Jenny Larson, Alexis Steger, Budget Office Kent Ellis, lowa DOT F:\PROJECTS\EAST-WEST CORRIDOR STUDY�2017 Consultant PE NEPA RFP Dubuque THE CITY OF U� � All-America City 1 I Masterpiece on the Mississippi � Zoo�•Zoiz•zois•zoi� EAST-WEST CORRIDOR UNIVERSITY AVENUE OVERLAP SECTION I NTE RS ECTIO N CAPACITY I M PROVE M E NTS CONSULTANT PROFESSIONAL SERVICES PRELIMINARY ENGINEERING DESIGN NEPA / ENVIRONMENTAL STUDY REQU EST FOR PROPOSAL . � � ,-' '. _ r � �' -'s . ` '! � � �,�;�,� ` ,�.'�'�' _ _ ' ��A S B U RY � � , _�� a �� .�� , . , ' 4 � y� '' �' .�..- .y �! � � ,:, 'Y� \t fr� . � .�,^ .%�. i� �. - �.._ �� ,; � , ,:� ��;��J N IVE RS ITY � � . , � . � , . �►� �,,, . �:�,� ;"��.� _ y�� - ___�„ �� ~ , , � � � + �- � . .,,�*� � �: - _ �� Jy � � �-:�� _-�� V�RLAP�.,SECTION �, .�, - _ .,�r.� - ,� =� . �� : : , . . . . . .,.-. . � , r �- � �{�,� � -:, �•. - . . 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''��. /'. :-`v ��l. y�r...aZ.-} � . rl �p +l��. w r �� L_. �. -H ' .-A1 . � .�R - `� ___ ,�,r-'� I I�-I� 'r �1 . ;�: "�`�, 'j �y,� '�'�, T -;-� _ �'��''; ` •' .,r' ',r - ` ,� I- ''*'� +� _ ,-�-'� ,�'' i +��,;� � �' f_� _ �° r j . r C`x� "�F�' _ `��J_ ��. �'roir? 'i; _ - - ,;�,�� r +UNfYERSffY �]F \ � f � � �a� � _!. '` �,: :. � •-� , . . ,�, r'f•,�� :,.. �. : ; �, ti 1 r - i � I� .. . . '{ r, �,,i'., . . - _ . -� ��,. 0��*[+UE . '�,.,. � �a %�;. • s. ' . '„ . r �'er � �' � AFr' ' I� w - ' - �''� ` � r�" . � �/� ' � � '��' f - � ��' � t IR `.�F. �`r •� '1_ CITY OF DUBUQUE ENGINEERING DEPARTMENT DATE XX, 2017 REQUEST FOR PROPOSAL (RFP) TxE cTTY oF ISSUE DATE: Date XX, 2017 DT T� � CONTACT: Robert Schiesl U Assistant City Engineer PHONE NO: 563.589.4270 Masterpiece on the Mississippi Fax No: ess.eas.a2oe EMAIL: bschiesl@cityofdubuque.org SUBMIT RESPONSE PROPOSAL PRIOR TO: SUBMIT TO: CLOSING DATE: Date XX, 2017 See Section XX.O CLOSING TIME: 2:00 P.M. CDT FAX/EMAIL NOT ACCEPTED PROJECT DESCRIPTION: Provide Preliminary Engineering Design and NEPA / Environmental Study Services for intersection capacity improvements along University Avenue at the intersections at Loras Boulevard, Asbury Road, and at Pennsylvania Avenue. RECEIPT OF PROPOSAL ACKNOWLEDGEMENT � If you are considering a response to this RFP, please mark the box to the left, fill in the information below and return this sheet as a confirmation that you received this RFP. NO RESPONSE REPLY � If you do not want to respond to this RFP at this time, please mark the box to the left, fill in the information below and return this sheet only. COMPANY NAME: DATE: MAILING ADDRESS: CITY/STATE: ZIP CODE: AUTHORIZED SIGNATURE: PRINTED NAME: TITLE OF AUTHORIZED REPRESENTATIVE: EMAIL: PHONE: Page 2 of 26 THIS PAGE INTENTIONALLY LEFT BLANK Page 3 of 26 THE CITY OF University Avenue Overlap Section DUB E Intersection Capacity Improvements Masterpiece on the Mississippi Request for Proposal- Table of Contents Date XX, 2017 SECTION PAGE 1.0 I ntrod uction...... ......... ................................................... 3 2.0 Community Background......... ......... ......... ......... .............. 3 3.0 Sustainable Dubuque Initiatives......... ......... ...................... 4 4.0 Project Background......... ......... ......... ......... .................... 5 5.0 Project Status............................................................... 7 6.0 Right-of-Way Property Acquisition...... ......... ...................... 8 7.0 RFP Support Documentation............................................ 9 8.0 Project Objective........................................................... 9 9.0 Project Funding............................................................. 10 10.0 Public Information and Involvement........ ................. .......... 10 11.0 Preliminary Scope of Consultant Services...... ......... ........... 11 11.1 Final Engineering Design............................................. 11 11.2 Value Engineering - Constructability Review............ ........ 13 11.3 Right-of-Way Property Acquisition Services..................... 13 11.4 Archaeological & Cultural Resource Phase III Mitigation.... 14 11.5 Additional Services.................................................... 15 12.0 Project Management... ......... ......... ......... ......... .............. 15 13.0 Disadvantaged Business Enterprise Requirements............... 16 14.0 Project Technical Committee............................................ 17 15.0 Project Development... ......... ......... ......... ......... ......... ...... 17 16.0 Project Development Schedule... ......... ......... ......... .......... 18 17.0 Consultant Contract Deliverables...... ......... ......... ......... ..... 18 18.0 Materials Provided to Consultant...................................... 18 19.0 Consultant Selection Process.......................................... 19 20.0 Consultant Evaluation Criteria......... ......... ......... ......... ...... 20 21.0 Professional Services Contract......... ......... ......... ......... ..... 21 22.0 Compensation — Fee Negotiation Process.......................... 21 23.0 Information to be Included in the Proposal.......................... 22 Page 4 of 26 24.0 Proposal Question and Answers... ... ... ... ... ... ... ... ... ... ... ... ... 24 25.0 Submission Requirements... ... ... ........ ... ... ... ... ... ... ... ... ... ... 25 Appendix A RFP Rules and Protest Procedure... ... ... ... ... ... ... ... ... ... ... ... 27 Appendix B Insurance Requirements... ... ... ... ... ... ... ... ... ... ... ... ... ... ... .... 29 Appendix C Sustainable Dubuque Brochure ... ... ... ... ... ... ... ... ... ... ... ... ... 39 Appendix D Preliminary Roadway Design Plans ... ... ... ... ... ... ... ... ....... ... 44 Appendix E Final Geological Report ... ... ... ... ... ... ... ... ... ... ... ... ... ....... ... 46 Appendix F Corridor Enhancement Master Plan ... ... ... ... ... ... ... ... ... ... ... 95 Appendix G Preliminary Design 2010 Construction Cost Projections........ 128 Appendix H ROW Limits Plan & Property Acquisition Summary... ......... ... 140 Appendix I Data Recovery Plan... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... .... 143 Page 5 of 26 THE CITY OF University Avenue Overlap Section DUB E Intersection Capacity Improvements Masterpiece on the Mississippi Consultant Professional Services Request for Proposal Date XX, 2017 1.0 INTRODUCTION The City of Dubuque, lowa is soliciting competitive proposals/quotes from qualified consultants to provide land surveying and engineering services as necessary for Preliminary Engineering Design and NEPA / Environmental Study Services for intersection capacity improvements along University Avenue from the intersections at Loras Boulevard, Asbury Road, and at Pennsylvania Avenue. This section of University Avenue is referred to as the "Overlap Section". The improvements include: 1) Reconstructing University Avenue from Pennsylvania Avenue to Loras Boulevard. Improvements inlcude constructing Roundabouts at the intersections of University Avenue with Pennyslvania Avenue, Asbury Road, and Loras Boulevard. Additional improvements include new storm sewer, sidewalks, bike lanes, ADA Accomodations and related landscaping. In August, 2007, the City Council listed the completion of the East - West Corridor Connectivity Study as a "High-Priority" in its Goals and Priorities for Policy Agenda. The US Highway 20 corridor is the primary east-west route in the City of Dubuque and future traffic volume projections indicate US Highway 20 alone will not provide sufficient capacity for east-west travel in the city. Capacity along alternate east-west corridors will need to be improved to provide connectivity between the western growth areas and the downtown urban core. To achieve this goal, the City retained the professional consultant services of HDR (Omaha, Nebraska) to complete the East-West Corridor Connectivity Study. The purpose of the study was to: analyze the east-west traffic flow in the City; identify corridor improvements or modifications to support growing traffic demands; and to consider transit needs, pedestrian needs, and sustainability. The four east-west corridors identified in the study area are: Asbury Road; Pennsylvania Avenue; University Avenue; and Loras Boulevard. In February 2012, the City Council formally adopted the East - West Corridor Connectivity Study - Final Report and directed City staff to begin implementation plans for the recommendations contained in the East-West Corridor Connectivity Report. Additionally, at this meeting the City Council adopted an ordinance for the establishment Page 6 of 26 of a construction and development moratorium for identified locations within the East - West Corridor Connectivity Study area as shown on the attached Exhibit A. The adopted East - West Corridor Connectivity Study report will act as the City's Master Plan for both short-term and long-term capacity improvements or corridor modifications to support growing east-west traffic flow in the City. The study included recommended improvements supporting complete streets concepts, multi-modal transportation, vehicle, pedestrian, bicycle, and recreational improvements. The report included 32 proposed capacity improvement projects along the four corridors. Capacity improvements identified include a series of intersection realignments, intersection improvements, turn lane additions, add traffic signal interconnect and ITS improvements along each corridor. UNIVERSITY - ASBURY ROAD INTERSECTION IMPROVEMENTS The section of University Avenue, from Pennsylvania Avenue to Loras Boulevard, referred to as the "Overlap Section" was recommended for converting the three intersections along University Avenue to roundabouts. The City retained the services of GHD - Ourston Roundabout Engineering to perform a roundabout location and alignment study and to develop a preliminary design layout for the University and Asbury Intersection location. See the attached Exhibit B. 2.0 PROJECT OBJECTIVES The primary project objective is to improve existing traffic operations on the University Overlap Section and accommodate future growth. The next steps in the design development process is to begin the preliminary engineering and environmental (NEPA) study phase to determine exact traffic capacity needs and corresponding design options and alternatives, identify specific property impacts and acquisitions, and the consideration of public comments and stakeholder input. Additional objectives are as follows: 2.1 Complete preliminary design that supports the NEPA study phase. 2.2 Conduct environmental investigations in support of completing NEPA, Section 4(� and other relevant environmental requirements. 2.3 Adhere to all NEPA requirements and guidelines. 2.4 Conduct communications with the public and develop a target public involvement strategy in support of the NEPA study. 2.5 Conduct utility investigation to identify potential utility conflicts and relocations. 2.6 Complete a construction phasing plan to identify constructability and potential detours or closures required for construction. Page 7 of 26 3.0 COMMUNITY BACKGROUND The City of Dubuque is located on the Mississippi River in northeastern lowa, adjacent to Illinois and Wisconsin. The City is approximately 30 square miles in area, with a population of approximately 60,000 people. The City's annual operating and capital budget is over $100 million and funds a full range of services. The City's web site is www.citvofdubuque.orq. 4.0 PROJECT SCOPE OF SERVICES The scope of services to be performed by the selected consultant will provide surveying, preliminary engineering and NEPA study services as needed to complete the NEPA study. 4.1 General a. Project Management b. Coordination with City Engineering staff on project status updates. 4.2 Survey Perform Design Topographic survey of the project area, including all utilities with flow lines and property lines, as shown in Exhibits 1 & 2 of Appendix E. Work with utility companies to locate and collect private utility information as part of the initial survey. The consultant will perform all topographic survey work necessary to complete the design and construction documents for the improvements. The ground control and elevations are to be referenced to the City's existing geographical information system; All surveys shall be tied to NAD 1983 State Plain lowa North FIPS 1401 (feet). It will be the consultanYs responsibility to field-locate structures, utilities, property pins and easement limits etc., to establish and protect limits of disturbance zones during construction. The survey should include all adjacent features along the street corridor and pick up the face of buildings. 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 will be required. The selected consultant will work with City Communication Specialist Kristin Hill to coordinate necessary outreach. This includes letters for notifying surveyors being in the area, and to solicit information necessary for design. 4.3 Consultant will develop peak hour traffic projections for existing, future build and no build scenarios using the DMATS travel demand model. 4.4 Consultant will develop Micro-Simulation models to evaluate opening year and 2045 design year (consistent with DMATS LRTP) build and no-build alternatives. 4.5 NEPA and Other Studies The consultant shall conduct environmental investigations and determinations as needed in support of completing NEPA, Section 4(� of the Department of Transportation Act, and other relevant environmental requirements for the use of federal funding. The consultant shall obtain and review all environmental reports Page 8 of 26 that have been completed in the area of the proposed improvements and provide or obtain environmental services to perform additional investigations as needed. The selected consultant will coordinate their efforts with City of Dubuque staff, and all other involved agencies including lowa DOT, FHWA and other regulatory entities. The Environmental Study Area is generally considered to be along the extent of the design, including the area proposed for ROW and easement acquisition. However, for some resources, the Environmental Study Area may expand to consider potential impacts due to proximity. The anticipated level of NEPA documentation is an Environmental Assessment (EA) with the possibility of the need for an Environmental Impact Statement (EIS). If an EIS is required, the agreement will be supplemented. The decision to proceed along an EA or EIS pathway would be better known after public and agency input is received on the alternatives considered for the proposed project. A scoping process will need to be implemented to solicit feedback. Because a realignment would likely require relocations in an area with older houses, research would be necessary to determine if some of the properties proposed for acquisition and relocation are on, or would be eligible for listing on, the National Register of Historic Places (NRHP). Also, in urban areas, it is important to understand if some of the properties to be affected have the potential to be contaminated with regulated materials (such as asbestos, lead-based paint, petroleum, etc.), whether a low-income or minority population exists and would be adversely and disproportionately affected, and whether changes in traffic noise levels by changing roadway alignments or numbers of lanes could require additional relocations. Consequently, these studies would need to be conducted early in the project. If significant issues are identified that could not be adequately mitigated, or a high level of public controversy exists, a Notice of Intent (NOI) to prepare an EIS would be filed. The EA will be developed concurrently with the Preliminary Engineering to address the potential environmental impacts of the project. The EA will be managed in a manner that will not predetermine the outcome of the NEPA decision. Consultants shall assume the following when preparing their proposal and approach to the project: . The EA will need to identify and describe the purpose and need for the project. . The EA will identify and describe a range of alternatives and justify which alternatives would be carried forward for detailed analysis. At a minimum, a preferred alternative and a no-build alternative would be carried forward. Rationale will be provided why alternatives were eliminated from further evaluation. . The EA will evaluate impacts of the alternatives carried forward for further review. Page 9 of 26 . A public scoping meeting will be held as part of the process, and a public hearing will be held after the EA is released for public and agency comment. . Environmental permits and approvals are not part of the scope, but could be added to the agreement later. 4.6 Public Involvement. To maintain a high level of communication with the public, a detailed and targeted public involvement strategy is needed. The Project Technical Committee, the City Communication Specialist Kristin Hill and the Consultant shall work in tandem to design a public engagement approach that builds on established relationships with community stakeholders while working to grow and nourish new relationships in the area. As part of the engagement strategy, the Consultant will manage project outreach and meeting material development, meeting logistics, and comment management. Gaining public support for the Project will hinge on the development of opportunities for early and continuing participation, timely dissemination of information including public notice and adequate review periods throughout the EA/EIS process, an adequate public review of any major project revisions, and the encouragement of public participation and comment. Several public information meetings and a public hearing will be held during the Project to receive input, present concepts, and discuss next steps. The City Council will be kept informed of progress and proposed concepts for the duration of the Project. Key members of the ConsultanYs Project team are expected to be present at all public meetings. 4.7 Prepare preliminary engineering documents (grade and pave) for the construction of the improvements outlined herein. Roadway plans will be prepared based on SUDAS specifications and design standards and include the City's special provisions and general notes. These will be supplied to the consultant. The level of the preliminary engineering documents will be based on the need to support the NEPA studies. All electronic plans are to be submitted to Engineering staff in AutoCAD Civil 3D 2017 format. The City's field code library and coding is to be used for all survey activities. An example of what a typical City of Dubuque Plan Set should look like is shown in Exhibit 3, Appendix E. All plan development shall follow the City's SUDAS format (Statewide Urban Design and Specification). The supplemental specifications are available at www.cityofdubuque.org/engineering. 4.8 Prepare temporary traffic control plans for construction phasing required. 4.9 Establish the preliminary location of storm sewer, sanitary sewer main, water main, fiber conduit alignments, etc. taking into account the location of other pre-existing utilities. Work with private utility companies to identify relocations as deemed necessary. 4.10 Computer-generated animation and display of the Project for use at public informational meetings and public hearings. 4.11 Geotechnical investigation and determinations as needed. Page 10 of 26 4.12 Sustainable Dubuque Initiatives In 2006, the Mayor and City Council identified Sustainability and Green City designation as a top priority. Since then, the city has been working on numerous projects to help implement this priority as listed on the website http://www.sustainabledubuque.orq. The selected firm shall follow the Vision Statement and twelve sustainable principles on this City of Dubuque project. Hard copy can be provided upon request. The Consultant should not feel constrained to the scope of services as outlined herein. Consultants are encouraged to include any ideas to improve the development of the Project as outlined and to recommend work not identified in this RFP but deemed worth considering by the Consultant and the Project Technical Committee. The "scope of services" of the preliminary design contract may be adjusted to include items not listed above, if it is determined that additional factors need to be investigated and addressed in the Project development and design process. 5A CITY RESOURCES 5.1 Use of City Resources for the Proposal Preparation All information requests shall be directed to the City's representative as detailed in Section 7.0 of this request for proposal. 5.2 Material Available for the Request See Appendix E. 5.3 City Resources Available to the Selected Vendor The City will make DAGIS (Dubuque Area Geographical Information System) data (contours, property lines, property ownership, storm & sanitary sewer systems and aerial photography) available for this project as well as staff contact/resources persons in the Information Services Department and Engineering Department. 6.0 INFORMATION TO BE INCLUDED IN PROPOSAL The submitted proposal should address all aspects of the required work discussed in this Request, 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 consultanYs capabilities to satisfy the requirements of the Request for Proposal. Page 11 of 26 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 e-mail address. The name that is provided for the project manager will be used as the primary contact during this Request 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 Request. Include information about the key project team members who will be assigned to the project and their areas of expertise that will be utilized on the project. Include a flow chart that shows the communication path between the city and key project team members. Include all project team members on the flow chart and show the supervisory relationship between all members of the team. 6.4 Proposed Project Team Qualifications Describe the experience and success of the Firm and key personnel proposed for the Dubuque project, in performing similar projects. Specifically include any experience and success the firm or key personnel have in working on major storm water and street design. Include any innovative designs or applications. a. Description of experience with NEPA studies and roundabout design; b. Description of similar projects the firm has successfully completed; c. Description of organizational capacity to complete all necessary activities, including resumes of all employees who will be or may be assigned to this project; d. Description of the anticipated timeframe necessary to complete activities and overall ability/flexibility to adjust schedules in order to coordinated development of work product; and e. At least three (3) references from previous clients of related work (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. Page 12 of 26 Describe the name and location of other sub-contracting firms and the personnel 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. The submitted WBS should include the services required by the Request. 6.6 Proposed Project Schedule Provide a design/construction project schedule outlining the time period and estimated completion date of the proposed scope of work. This should include a schedule and description of all deliverable reports/documents throughout the project. 6.7 Certificate of Insurance The selected firm will be required to meet the City's insurance requirements for professional services. (See attached Insurance Schedule C/Appendix C.) 6.9 Fees and Compensation In a separate envelope, provide a fixed fee budget for completion of the proposed scope of services with cost breakdowns by major scope element as described in the Work Breakdown Structure in Appendix E. Also include a rate structure. The Consultant will be progressively paid for the earned value of progress made for each major scope element completed, plus reimbursable expenses, subject to the agreed upon Not-to-Exceed amount as written in the signed contract. Invoices shall be paid on a monthly basis. Quotation of fees and compensation shall remain firm for a period of at least 60 days from the Request for Proposal 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 representative. The City has used considerable efforts to ensure an accurate representation of information in this Request for Quote. Each Proposer is urged to conduct its own investigations into the material facts provided. Page 13 of 26 No answers given in response to questions submitted shall be binding upon this Request for Proposal unless released in writing (letter, fax or email) as an officially numbered and titled addendum to the Request for Proposal by the City of Dubuque. Any questions concerning this proposal must be received on or before 4:00 p.m. (local time) on April 11, 2017. Any inquiries received after this date will not be answered. When submitting a question to the City's representative, please include the appropriate Consultant contact information. From the date of issuance of the Request for Proposal until final City action, the Proposer shall not discuss the Request for Proposal with or contact any other City of Dubuque staff or any of the Selection Committee members except as expressly authorized by the City representative identified below. Violation of this restriction will be considered a violation of the rules and be grounds for disqualification of the Proposer's proposal. Contact information is as follows: Robert Schiesl, P.E. Assistant City Engineer City of Dubuque Engineering Department Phone 563.589.4270 50 West 13th Street Fax: 563.589.4205 Dubuque, IA 52001 E-mail: bschiesl@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: Date XX, 2017 on or before 2:00 p.m. (Local Time) • Submittal Mailing Address: Robert Schiesl, P.E. Assistant City Engineer City of Dubuque 50 West 13th Street Dubuque, lowa 52001-4864 • Submittal Copies: Proposal: Seven (7) hardcopies and one electronic (.pd� copy shall be provided. Fees: One (1) hardcopy and one electronic (.pd� copy shall be provided (under separate cover). Page 14 of 26 Submit one (1) original signed proposal and six (6) copies all labeled EAST-WEST CORRIDOR UNIVERSITY AVENUE OVERLAP SECTION INTERSECTION CAPACITY IMPROVEMENTS. Submitted proposals must be delivered in printed format. In addition, supply one (1) electronic version of the proposal in Adobe Acrobat format. No faxed or e-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, 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 20 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 Request for Proposal and those 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 second page of this document and return it to the City's Project Manager by mail, fax or email so the City can ensure that each Consultant received this Request for Proposal. The City of Dubuque is an Equal Employment Opportunity Employer. The City of Dubuque appreciates your time and consideration of this RFP. Sincerely, -{,� � C��9�1.J� Robert D. Schiesl, P.E. Assistant City Engineer City of Dubuque Page 15 of 26 Consultant Professional Services Request for Proposal Date XX 2017 Appendix A Consultant Evaluation and Selection Process Page 16 of 26 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. The following criteria are among those that will be used to initially evaluate submitted proposals. 1 . The proposed project team's level of professional competence and a proven track record in: ❑ Demonstrated understanding of the NEPA process and experience with delivering and achieving NEPA approvals. ❑ Designing multi-lane roundabouts on a corridor incorporating pedestrian and bicycles into the corridor; ❑ Applying sustainability principles to design; ❑ Applying for and obtaining permits that may be required for this project; ❑ Working on municipal capital improvement projects in lowa; ❑ Working with lowa DOT and Federal Aid projects; ❑ Coordinating work with the public and City officials through a detailed communications plan. 2. The proposed project team's experience working together on similar projects. 3. The quality of the proposal based on the: ❑ Demonstrated understanding of the City's overall objectives; ❑ Design approach/methodology in completing scope of service; ❑ Knowledge of the project site that would influence the engineering design; a. Proposed schedule and ability to adjust schedules in order to coordinated development of work product; ❑ Creativity and problem solving ability; ❑ Ability to demonstrate initiative and motivation; and ❑ Proposed fee in relationship to the services offered. 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 consultanYs: ❑ Responsiveness and compatibility with the City; ❑ General attitude and ability to communicate; ❑ Ability of the Consultant to communicate ideas through prepared documents and presentations; ❑ 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 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 Proposer(s) submitting the proposals. SELECTED VENDOR FEE NEGOTIATION PROCESS Upon the successful completion of Consultant interviews (if applicable), 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 selected Firm. 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 — Vertical form shall be used by the Consultant. The WBS, at a minimum, should include work tasks for each of the components outlined in the Request for Proposal, 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. If a contract satisfactory and advantageous to the City can be negotiated at a price considered fair and reasonable, the award shall be made to that offeror. Otherwise, negotiations with the offeror 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. Consultant Professional Services Request for Proposal March 2017 Appendix B Request for Proposal Rules and Protest Procedure 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 proper authorization has been granted to negotiate with the recommended firm. However, after said authorization has been given, all contents of the selected proposal shall become public information. DEFINITIONS The City has established for the purposes of this Request that the words "shall", "musY', or "will" are equivalent in this Request 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 RequesYs mandatory conditions requirements. The words "should" or "may" are equivalent in this Request and indicate very desirable conditions, or requirements but are permissive in nature. Deviation from, or omission of, such a desirable condition or requirement will not in and of itself cause automatic rejection of a proposal, but may result in being considered as not in the best interest of the City. DISPUTES/EXCEPTIONS Any prospective Proposer who disputes the reasonableness or appropriateness of any item within this Request document, any addendum to this Request 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. Consultant Professional Services Request for Proposal March 2017 Appendix C Insurance Requirements (Schedule C, May, 2016) Insert Insurance Here Consultant Professional Services Request for Proposal March 2017 Appendix D City of Dubuque Contract Terms and Conditions 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 lowa, in accordance with the current Code of lowa. 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 itsel� 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, ConsultanYs subcontractor, or anyone directly or indirectly employed by Consultant or Consultant subcontractor or anyone for whose acts Consultant or ConsultanYs subcontractor may be liable, regardless of whether or not such claim, damage, loss or expense is caused in part by a party indemnified hereunder. 6. ERRORS & OMISSIONS. In the event that the work product prepared by the Consultant is found to be in error and revision or reworking the work product is necessary, the Consultant agrees that it shall do such revisions without expense to the City, even though final payment may have been received. The Consultant must give immediate attention to these changes so there will be a minimum of delay during construction. The above and foregoing is not to be constructed as a limitation of the City's right to seek recovery of damages for negligence on the part of the Consultant herein. 7. OWNERSHIP OF ENGINEERING DOCUMENTS. All sketches, tracings, plans, specifications, reports on special studies and other data prepared under this Agreement shall become the property of the City and shall be delivered to the Project Manager upon completion of the plans or termination of the services of the Consultant. There shall be no restriction or limitations on their future use by the City, except any use on extensions of the project or on any other project without written verification or adaptation by the Consultant for the specific purpose intended will be the City's sole risk and without liability or legal exposure to the Consultant. The City acknowledges the Consultant's plans and specifications, including all documents on electronic media, as instruments of professional service. Nevertheless, the plans and specifications prepared under this Agreement shall become the property of the City upon completion of the services and payment in full of all moneys due to the Consultant. The City and the Consultant agree that any electronic files prepared by either party shall conform to the specifications listed in Attachment of the contract. Any change to these specifications by either the City or the Consultant is subject to review and acceptance by the other party. Additional efforts by the Consultant made necessary by a change to the CADD software specifications shall be compensated for as Additional Services. The City is aware that significant differences may exist between the electronic files delivered and the respective construction documents due to addenda, change orders or other revisions. In the event of a conflict between the signed construction documents prepared by the Consultant and electronic files, the signed construction documents shall govern. The City may reuse or make modifications to the plans and specifications, or electronic files while agreeing to take responsibility for any claims arising from any modification or unauthorized reuse of the plans and specifications. 8. SUBLETTING, ASSIGNMENT OR TRANSFER. Subletting, assignment, or transfer of all or part of the interest of the Consultant in this Agreement is prohibited unless written consent is obtained from the Engineer and approved by the City. Consultant Professional Services Request for Proposal March 2017 Appendix E SUPPORTING PROJECT DOCUMENTS All of this information is available at the following link: Insert Sharefile Download Link