Transit Bding Fac Arch. ServiceMEMORANDUM
December 12, 2002
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:Authorization to Negotiate a Contract for Architectural Services to Design
a Transit Boarding Facility
Transit Manager Mark Munson and the RFP Review Committee are recommending the
selection of LSA Design, Inc., to provide architectural services to design a transit
boarding facility in the Pont of Dubuque. The next step in the Federal selection process
would be to negotiate a contract including cost. If a price cannot be agreed on, a new
recommendation would be made to City Council.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Mark Munson, Transit Manager
KeyLine Transit
2401 Central Avenue
Dubuquo, Iowa 52001.3302
(563) 5894196 office
(563) 589-4340 fax
(563) 690d~678 TDD
MEMORANDUM
December 6, 2002
TO:Michael C. Van Milligen, City Manager
FR:Mark Munson, Transit Manager
Subject:Authorization to Negotiate a Contract for Architectural Services to
Design a Transit Boarding Facility
Purpose
This memorandum presents for review authorization to negotiate a fee and
execution of a contract with LSA Design, Inc. to provide architectural services to
design a transit boarding facility. For the procurement of architectural and
engineering services, the Federal Transit Administration mandates a
qualifications-based procurement process. As such, price is excluded as an
evaluation factor and negotiations are conducted with only the most qualified
offeror. Failing agreement on pdce, negotiations with the next most qualified
offeror are conducted until a contract award can be made to the most qualified
offeror whose price is fair and reasonable to the City of Dubuque. The total
project cost estimates for design and construction of passenger boarding
facilities is budgeted at $510,000.
Background
On October 8, 2002, The City of Dubuque issued a notice for Request For
Qualifications for Architectural Services to Design a Transit Boarding Facility.
The services were to include the design and project management of (1) full
service passenger boarding facility in the Port of Dubuque, and (3) major climate
controlled hubs and (4) bus stops with shelters in the Port and downtown area.
The total project cost for all the boarding structures was estimated to cost
$510,000. The City of Dubuque has received a congressional earmark totaling
$123,044 and has budget local match totaling $102,000 to date. Additional
federal funding totaling $284,956 has been applied for under a grant application
with the Federal Transit Administration.
On November 15, 2002, three proposals were received from LSA Design,
Minneapolis, MN, Durrant, Dubuque, Iowa and Ulstad Architects, Dubuque, Iowa.
All three proposals were evaluated by the following RFQ Review Committee
members:
Service People Integrity Resp0rmibflity Innovation Teamwork
Mark Munson, Transit Manager
Cindy Steinhauser, Assistant City Manager
Laura Carstens, Planning Services Manager
Ken Tekippe, Finance Director
Rich Russell, Building Services Manager
Karen Sisler, Transit Operations Supervisor
Dan LoBianco, Executive Director, Main Street Ltd.
Additional comments were received from the Iowa Department of Transportation
concerning the RFQ's development and selection guidelines. It is the unanimous
opinion of the RFQ Review Committee that LSA Design, Durrant and Ulstad
Architects are excellent firms. It is also the unanimous opinion of the RFQ
Review Committee that LSA Design cleady possesses superior project
experience with transit boarding facilities on both large and small scales which
makes their firm the most qualified for the Port of Dubuque and downtown
Dubuque passenger boarding facility projects.
Recommendation
It is the recommendation of the RFQ Review Committee that the contract be
negotiated with LSA Design to perform the architectural services to design transit
boarding facilities in the Port of Dubuque and downtown Dubuque area. Failing
agreement on price, negotiations with the next most qualified offeror would be
conducted until a contract award can be made to the most qualified offeror
whose price is fair and reasonable to the City of Dubuque.
Cc: Bill Baum, Economic Development Director
KeyLine Transit
2401 Central Avenue
Dubuque, Iowa 52001-3302
(563) 5894196 office
(563) 5894340 fax
(563) 690-6678 TDD
December 11,2002
TO:Michael C. Van Milligen, City Manager
FR:Mark Munson, Transit Manager
Subject:RFQ Review Committee Evaluation Criteria
The purpose of this memo is to briefly explain the cdteria used by the RFQ
Review Committee to arrive at the recommendation to negotiate a contract with
LSA Design, Inc. of Minneapolis, MN to design passenger boarding facilities.
The Proposal Selection Process included the following criteria that was included
in the RFQ sent to each vendor:
· Relevant experience of the firm in performing similar projects with multi-
use transit facilities and where historic preservation has been required.
· Qualifications, ability, and experience of staff
Understanding of Project Objectives and how the firm will approach the
project.
· Capacity of the firm in terms of number of employees available to provide
the services requested.
· Public participation plan incorporating the processes of the transit
alternatives analysis and master site planning.
· Client references. '
· Unique resources that the firm will bring to the project and any special
experience the firm may have with innovative planning and design of both
public transit and histodc facilities.
The RFQ Review Committee ranked the three proposals, 1-3 on each of the
above criteria. Using this scodng system the lowest score would be the
recommended firm. Using this methodology, the RFQ Review Committee ranked
their selection in the following order:
LSA Design, Inc.
Durrant
Steven Ulstad Architects
Service People Integrity Respomibiii~ I~movat/on Teamwork
LSA Design Inc. was ranked highest on all 7 criteria by all 7 members of the
Review Committee. Specific review comments supporting this selection
included:
· LSA Design, Inc. held significant specific project experience with transit
boarding facilities, on both large and small projects for both the firm and
the proposed team.
· Proposal was very thorough and reflected a clear understanding of the
FTA process for federally funded transit facility projects.
· Proposal cleady related numerous examples of prior project experience to
the City of Dubuque needs expressed in the RFQ.
· LSA Design, Inc. provided a detailed commitment to meeting aggressive
construction time table.
In summary the committee felt that the three firms were each very qualified,
however LSA Design, Inc. provided a proposal that reflected the most experience
with designing and constructing federally funded transit boarding facilities. I
would be pleased to discuss this process with you further should you desire.
Cc:Bill Baum, Economic Development Director
RFQ Review Committee Members