RFP_Professional Services for Wetlands MonitoringTHE CITY OF Dubuque
DUB E A~.~l~~
1
Masterpiece on the Mississippi
2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Professional Services for Wetlands Monitoring
DATE: March 27, 2009
Leisure Services Manager Gil Spence recommends City Council approval to initiate the
Request for Proposals process for the professional wetlands monitoring services for the
2.82-acre replacement wetland and the upstream habitat improvement at the Dubuque
Industrial Center West. The City of Dubuque is required to monitor the newly created
wetlands for afive-year period.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gil Spence, Leisure Services Manager
THE CITY OF Dubuque
~E
DUB E
1 1
Masterpiece on the Mississippi
2007
TO: Michael C. Van Milligen, City Manager
FROM: Gil D. Spence, Leisure Services Manage , ;~
SUBJECT: Professional Services for Wetlands Monitoring
DATE: March 19, 2009
INTRODUCTION
The purpose of this memorandum is to request City Council approval to initiate the
Request for Proposals process for the professional wetlands monitoring services for the
2.82 acre replacement wetland and the upstream habitat improvement at the Dubuque
Industrial Center West.
DISCUSSION
The City of Dubuque is required to monitor the newly created wetlands for afive-year
period. This monitoring service is for the 2.82 acre replacement wetland and the upland
stream habitat improvement work performed and completed during 2005 and 2006 in
the Dubuque Industrial Center West - 3rd Addition. The first two reports (2007 and
2008) have been filed.
Review committee members include:
Gil Spence ....................... Leisure Services Manager
Bob Fritsch ...................... Park Division Manager
Ken TeKippe .................... Finance Director
Mike Horsfall .................... City Gardener
David Heiar ...................... Economic Development Director
The following schedule is proposed:
Mail to consultants April 7, 2009
Proposals due April 24, 2009
Committee review and selection May 1, 2009
ACTION STEP
The action requested is that the City Council approve the initiation of the RFP process
for the professional wetlands monitoring services for the 2.82 acre replacement wetland
and the upstream habitat improvement at the Dubuque Industrial Center West.
GDS:et
attachment
CITY OF DUBUQUE, IOWA
REQUEST FOR PROPOSALS
WETLAND MONITORING
April 7, 2009
INTRODUCTION
The City of Dubuque, Iowa is soliciting proposals from qualified consulting firms to provide
monitoring services for 2.82 acres of wetland in the Dubuque Industrial Center West - 3rd
Addition.
COMMUNITY BACKGROUND
The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to
Illinois and Wisconsin. The City is approximately 30 square miles in area, with a population
of approximately 60,000 people. The City's annual operating and capital budget is nearly
$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, educational and employment center for the
tri-state area. Tourism continues to be a major economic force in the community. City
government continues to work 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.
PROJECT SUMMARY
This project provides for wetlands monitoring services for the 2.82 acre replacement
wetland and the upland stream habitat improvement work performed and completed during
2005 and 2006 in the Dubuque Industrial Center West - 3rd Addition (Permit #CEMVR-
OD-P-2004-1704). This monitoring service is to be provided for athree-year period,
beginning in 2009. The first two reports (2007 and 2008) have been filed.
The goals for these environmental improvements are as follows:
1. Monitor and guide as necessary the successful natural development of 2.82 acres of
emergent wetland (according to the '87 Manual)
2. Monitor and guide as necessary the environmental improvement of 3,300 lineal feet of
existing stream habitat on the upstream portions of the property. Monitor improvement
work and actions taken thus far along the stream. Improvements along the stream
include: elimination of grazing, enlargement of buffers, stream bank clean-up,
regrading, installation of compost and a low profile prairie with flowers.
SCOPE OF SERVICE
The following tasks are anticipated for this project:
1. Obtain all pertinent existing site information from IIW Engineers (Dubuque) and the City
of Dubuque. City to provide required permit information with regard topre-construction
site conditions, construction site conditions and means and methods, and post
construction conditions. This information will be included in the monitoring report as an
appendix.
2. Visit the site twice a year, once during a wet season and once during a drier season,
between April 15 and October 15, to perform field survey work as defined in permit #
CEMVR-OD-P-2004-123 and permit #CEMVR-OD-P-2004-1704) and as briefly
recapped below:
• Take photos of consistent vantage points
• Determine density of wetland plants throughout varying zones
• Inspect trees to monitor browsing by deer
• Inspect wetland soils, hydrology and vegetation
• Inspect drainage structures
• Identify and make recommendations for removal of invasive species
• Provide a scaled map with drawn wetland boundaries indicating exactly what
areas are "wetland" according to '87 manual
• Report corrective actions taken or needed during the monitoring process.
3. Prepare annual report from 2009 through 2011. (Note: According to the Army Corps of
Engineers requirements, an annual report must be submitted by December 31 * for five
years, with reports being submitted to IDNR and ACOE by December 31 of each year
for five years after first year of planting installation).
4. Meet with the City of Dubuque officials once a year to go over annual monitoring report,
recommendations, and the agenda for the next year.
The following are client responsibilities:
1. During year four, wetland delineation will be performed by the consultant. City is
responsible for surveying this wetland boundary as staked out by the consultants, and
providing the survey in an auto cad compatible format to consultant for incorporating
into the annual report.
2. Provide all pertinent background information on wetland and stream improvement work
as described and required in permits. This will be included in reports as an appendix.
2
INFORMATION TO BE INCLUDED IN PROPOSAL
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.
LETTER OF TRANSMITTAL
Provide a letter of transmittal briefly outlining the consultant's understanding of the work
and the name, address, telephone number and fax number of the consultant's primary
contact person.
PROFILE OF FIRM
Provide general information about the consultant firm and firm's area of expertise as
regards to this RFP, including the qualifications of the project manager and other key
personnel who would be assigned to this project as follows:
(a) Name of the anticipated project manager, his or her qualifications and experience
and the names, qualifications and experience of other key personnel who would be
associated with the project.
(b) Name and location of other consulting firms that would be used by your firm in the
project; the type and approximate percentage of the work that would be performed by
each of these firms; and the names, qualifications and experience of their personnel
who would be associated with this project.
(c) Experience of the anticipated project manager and other key personnel in performing
similar architectural and engineering services.
(d) At least three references of past clients for whom your firm performed similar
architectural and engineering services. These projects must have been completed
within the past five years with the same project manager, sub-consultants and other
key personnel proposed for this project.
(e) Discuss the firm's ability to integrate this contract into the present workload.
SCOPE OF SERVICES
Describe the firm's approach to completing the monitoring. The scope of services will
include, but may not be limited to, the consultant's approach to accomplishing the tasks
listed above.
FEES AND COMPENSATION
Provide a proposed cost plus expenses budget (per year) for completion of the proposed
scope of services with cost breakdowns. Quotation of fees and compensation shall remain
firm for a period of at least 90 days from the proposed submission deadline.
Please separate the proposed budget from the other portion of the RFP submittal.
3
SUBMISSION REQUIREMENTS
An original plus six copies of the proposal labeled Wetlands Monitoring must be received in
the Leisure Services Department, 2200 Bunker Hill Road, Dubuque, Iowa 52001 by 5:00
p.m. CDT on April 24, 2009.
Each consultant assumes full responsibility for delivery and deposit of the completed
proposal package on or before the deadline. The City of Dubuque is not responsible for
any loss or delay with respect to delivery of the proposals. The City of Dubuque reserves
the right to reject any and all proposals and negotiate changes with any consultant. The
City of Dubuque is not liable for the 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 consultant that are not specified in any contract. The City of Dubuque is an Equal
Opportunity Employer.
All questions and correspondence regarding this RFP should be directed to Gil Spence,
Leisure Services Manager, Leisure Services Department, 2200 Bunker Hill Road,
Dubuque, Iowa 52001, by telephone at 563-589-4263, by fax at 563-589-4391, or by email
at gspence(c~cityofdubugue.org.
EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the
proposal format. Initial screening will be done by the selection committee without benefit of
knowing the consultant's proposed fee for services. A review of qualifying proposals will be
evaluated by a selection committee. Consultants may be invited to an interview with the
selection committee. Evaluation criteria will include the following:
• Experience and achievements of the firm.
• Qualifications and experience of principal consulting staff or project team on performing
similar projects.
• Qualifications and experience of any sub-consultants on similar projects.
• Grasp of project requirements, understanding of project scope and level of interest by
firm/consultant.
• Design approach/methodology in completing the scope of services.
• Approach to communication throughout the project.
• Ability to deliver the products in a timely manner and within budget.
• Proposed schedule to complete the project.
• Proposed cost to complete the project.
4
THE CITY QF Dubuque
-.~
~T T~ ~ AuaCity
~,J ' I
Masterpiece on the Mississippi
2007
TO: Michael C. Van Milligen, City Manager
FROM: Gil D. Spence, Leisure Services Manager
SUBJECT: Professional Services for Wetlands Monitoring
DATE: March 19, 2009
INTRODUCTION
The purpose of this memorandum is to request City Council approval to initiate the
Request for Proposals process for the professional wetlands monitoring services for the
2.82 acre replacement wetland and the upstream habitat improvement at the Dubuque
Industrial Center West.
DISCUSSION
The City of Dubuque is required to monitor the .newly created wetlands for afive-year
period. This monitoring service is for the 2.82 acre replacement wetland and the upland
stream habitat improvement work performed and completed during 2005 and 2006 in
the Dubuque Industrial Center West - 3rd Addition. The first two reports (2007 and
2008) have been filed.
Review committee members include:
Gil Spence ....................... Leisure Services Manager
Bob Fritsch ...................... Park Division Manager
Ken TeKippe .................... Finance Director
Mike Horsfall .................... City Gardener
David Heiar ...................... Economic Development Director
The following schedule is proposed:
Mail to consultants April 7, 2009
Proposals due April 24, 2009
Committee review and selection May 1, 2009
ACTION STEP
The action requested is that the City Council approve the initiation of the RFP process
for the professional wetlands monitoring services for the 2.82 acre replacement wetland
and the upstream habitat improvement at the Dubuque Industrial Center West.
GDS:et
attachment
CITY OF DUBUQUE, IOWA
REQUEST FOR PROPOSALS
WETLAND MONITORING
April 7, 2009
INTRODUCTION
The City of Dubuque, Iowa is soliciting proposals from qualified consulting firms to provide
monitoring services for 2.82 acres of wetland in the Dubuque Industrial Center West- 3rd
Addition.
COMMUNITY BACKGROUND
The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to
Illinois and Wisconsin. The City is approximately 30 square miles in area, with a population
of approximately 60,000 people. The City's annual operating and capital budget is nearly
$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, educational and employment center for the
tri-state area. Tourism continues to be a major economic force in the community. City
government continues to work in collaboration with the private sector to promote economic
development. The job creation and unemployment numbers showthat 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.
PROJECT SUMMARY
This project provides for wetlands monitoring services for the 2.82 acre replacement
wetland and the upland stream habitat improvementwork performed and completed during
2005 and 2006 in the Dubuque Industrial Center West - 3rd Addition (Permit #CEMVR-
OD-P-2004-1704). This monitoring service is to be provided for athree-year period,
beginning in 2009. The first two reports (2007 and 2008) have been filed.
The goals for these environmental improvements are as follows:
1. Monitor and guide as necessary the successful natural development of 2.82 acres of
emergent wetland (according to the '87 Manual)
2. Monitor and guide as necessary the environmental improvement of 3,300 lineal feet of
existing stream habitat on the upstream portions of the property. Monitor improvement
work and actions taken thus far along the stream. Improvements along the stream
include: elimination of grazing, enlargement of buffers, stream bank clean-up,
regrading, installation of compost and a low profile prairie with flowers.
SCOPE OF SERVICE
The following tasks are anticipated for this project:
1. Obtain all pertinent existing site information from IIW Engineers (Dubuque) and the City
of Dubuque. City to provide required permit information with regard topre-construction
site conditions, construction site conditions and means and methods, and post
construction conditions. This information will be included in the monitoring report as an
appendix.
2. Visit the site twice a year, once during a wet season and once during a drier season,
between April 15 and October 15, to perform field survey work as defined in permit #
CEMVR-OD-P-2004-123 and permit #CEMVR-OD-P-2004-1704) and as briefly
recapped below:
• Take photos of consistent vantage points
• Determine density of wetland plants throughout varying zones
• Inspect trees to monitor browsing by deer
• Inspect wetland soils, hydrology and vegetation
• Inspect drainage structures
• Identify and make recommendations for removal of invasive species
• Provide a scaled map with drawn wetland boundaries indicating exactly what
areas are "wetland" according to '87 manual
• Report corrective actions taken or needed during the monitoring process.
3. Prepare annual report from 2009 through 2011. (Note: According to the Army Corps of
Engineers requirements, an annual report must be submitted by December 31 * for five
years, with reports being submitted to IDNR and ACOE by December 31 of each year
for five years after first year of planting installation).
4. Meet with the City of Dubuque officials once a year to go over annual monitoring report,
recommendations, and the agenda for the next year.
The following are client responsibilities:
1. During year four, wetland delineation will be performed by the consultant. City is
responsible for surveying this wetland boundary as staked out by the consultants, and
providing the survey in an auto cad compatible format to consultant for incorporating
into the annual report.
2. Provide all pertinent background information on wetland and stream improvement work
as described and required in permits. This will be included in reports as an appendix.
2
INFORMATION TO BE INCLUDED IN PROPOSAL
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.
LETTER OF TRANSMITTAL
Provide a letter of transmittal briefly outlining the consultant's understanding of the work
and the name, address, telephone number and fax number of the consultant's primary
contact person.
PROFILE OF FIRM
Provide general information about the consultant firm and firm's area of expertise as
regards to this RFP, including the qualifications of the project manager and other key
personnel who would be assigned to this project as follows:
(a) Name of the anticipated project manager, his or her qualifications and experience
and the names, qualifications and experience of other key personnel who would be
associated with the project.
(b) Name and location of other consulting firms that would be used by your firm in the
project; the type and approximate percentage of the work that would be performed by
each of these firms; and the names, qualifications and experience of their personnel
who would be associated with this project.
(c) Experience of the anticipated project manager and other key personnel in performing
similar architectural and engineering services.
(d) At least three references of past clients for whom your firm performed similar
architectural and engineering services. These projects must have been completed
within the past five years with the same project manager, sub-consultants and other
key personnel proposed for this project.
(e} Discuss the firm's ability to integrate this contract into the present workload.
SCOPE OF SERVICES
Describe the firm's approach to completing the monitoring. The scope of services will
include, but may not be limited to, the consultant's approach to accomplishing the tasks
listed above.
FEES AND COMPENSATION
Provide a proposed cost plus expenses budget (per year) for completion of the proposed
scope of services with cost breakdowns. Quotation of fees and compensation shall remain
firm for a period of at least 90 days from the proposed submission deadline.
Please separate the proposed budget from the other portion of the RFP submittal.
3
SUBMISSION REQUIREMENTS
An original plus six copies of the proposal labeled Wetlands Monitoring must be received in
the Leisure Services Department, 2200 Bunker Hill Road, Dubuque, Iowa 52001 by 5:00
p.m. CDT on April 24, 2009.
Each consultant assumes full responsibility for delivery and deposit of the completed
proposal package on or before the deadline. The City of Dubuque is not responsible for
any loss or delay with respect to delivery of the proposals. The City of Dubuque reserves
the right to reject any and all proposals and negotiate changes with any consultant. The
City of Dubuque is not liable for the 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 consultant that are not specified in any contract. The City of Dubuque is an Equal
Opportunity Employer.
All questions and correspondence regarding this RFP should be directed to Gil Spence,
Leisure Services Manager, Leisure Services Department, 2200 Bunker Hill Road,
Dubuque, Iowa 52001, by telephone at 563-589-4263, by fax at 563-589-4391, or by email
at gspenceCa)_cityofdubuaue.ora.
EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the
proposal format. Initial screening will be done by the selection committee without benefit of
knowing the consultant's proposed fee for services. A review of qualifying proposals will be
evaluated by a selection committee. Consultants may be invited to an interview with the
selection committee. Evaluation criteria will include the following:
• Experience and achievements of the firm.
• Qualifications and experience of principal consulting staff or project team on performing
similar projects.
• Qualifications and experience of any sub-consultants on similar projects.
• Grasp of project requirements, understanding of project scope and level of interest by
firm/consultant:
• Design approach/methodology in completing the scope of services.
• Approach to communication throughout the project.
• Ability to deliver the products in a timely manner and within budget.
• Proposed schedule to complete the project.
• Proposed cost to complete the project.
4