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Professional Services for the Urban Forest Evaluation RFPzoos TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Professional Services for the Urban Forest Evaluation DATE: December 11, 2009 Leisure Services Manager Gil Spence requests City Council approval to initiate the Request for Proposals for the Urban Forest Evaluation. 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 D. Spence, Leisure Services Manager THE CITY OF Dubuque AN DUB E 1 i Masterpiece an the Mississippi 2007 TO: Michael C. Van Milligen, City Manager FROM: Gil D. Spence, Leisure Services Manager SUBJECT: Professional Services for the Urban Forest Evaluation DATE: December 8, 2009 INTRODUCTION The purpose of this memorandum is to request City Council approval to initiate the Request for Proposals process for the Professional Services for the Urban Forest Evaluation. DISCUSSION The FY 2010 budget contains $25,000 for an urban forest evaluation.. Review Committee members include: Pat Prevenas .................................... Bob Fritsch ...................................... Ken TeKippe ................................... Steve Pregler .................................. Cory Burbach .................................. Acting Leisure Services Manager Park Division Manager Finance Director City Forester Sustainability Coordinator The following schedule is proposed: Mailed to consultants ....................... December 22, 2009 Proposals due ................................. January 18, 2010 Committee review and selection ...... February 1, 2010 Study completed ............................. July 1, 2010 ACTION STEP The action requested is that the City Council approve the initiation of the RFP process for the Urban Forest Evaluation. GDS:et attachment CITY OF DUBUQUE, IOWA LEISURE SERVICES DEPARTMENT REQUEST FOR PROPOSALS Professional Services for the URBAN FOREST EVALUATION INTRODUCTION The City of Dubuque, Iowa is soliciting proposals from qualified consulting firms to provide professional services for the Urban Forest Evaluation. 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.cityofdubupue.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 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 Dubuque has 47 parks comprising 898 acres. There are estimated to be 6,000 trees planted along 308 miles of streets. The Bunker Hill Golf Course is a 110- acre site. PROJECT SUMMARY This project provides for a consultant to review Dubuque's current urban forest condition and make critical recommendations with respect to best management practices and future initiatives. SCOPE OF SERVICE The scope of services for the Urban Forest Evaluation includes: 1 • Review of current urban forest condition, including right-of-way trees, trees in parks, and the Bunker Hill Golf Course. • Identify causes of the decline of the urban forest. • Make critical recommendations with respect to best management practices. • Recommend future initiatives to improve the urban forest. • Review of the city's Street Tree Policy and suggested revisions. 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 services. (d) At least three references of past clients for whom your firm performed similar 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 Evaluation. The scope of services will include, but may not be limited to, the consultants approach to accomplishing the tasks listed above. 2 PROPOSED PROJECT SCHEDULE Provide a project schedule outlining the time period and estimated completion date of the proposed scope of services. FEES AND COMPENSATION Provide a proposed cost plus expenses budget 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. SUBMISSION REQUIREMENTS An original plus 6 copies of the proposal labeled Urban Forest Evaluation must be received in the Leisure Services Department, 2200 Bunker Hill Road, Dubuque, Iowa, 52001, by 5:00 p.m. CDT on January 18, 2010. 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 on contract. Nor shall the City of Dubuque be liable for any cots 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 Bob Fritsch, Park Division 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 rfritsch(a~cityofdubuaue.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. 3 ^ 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 INSURANCE SCHEDULE C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE 1. All policies of insurance required hereunder shall be with an insurer authorized to do ' business in Iowa. All insurers shall have a rating of A better in the current A.M. Best Rating Guide. 2. All Certificates of Insurance required hereunder shall provide a thirty (30) day notice of cancellation to the City of Dubuque, except for a ten {10) day notice for non- payment, if cancellation is prior to the expiration date. 3. shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the coverage required in Paragraph 6 below. Such Certificates shall include copies of the following endorsements: a) Commercial General Liability policy is primary and non-contributing. b) Commercial General Liability additional insured endorsement. c) Governmental Immunities Endorsement. shall upon request, provide Certificates of Insurance for all subcontractors and sub-sub contractors who perform work or services pursuant to the provisions of this contract. Said certificates shall meet the insurance requirements as required of 4. Each cert~cate shall be submitted to the contracting department of the City of Dubuque. 5. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement. 6. Contractor shall be required to carry the following minimum coverage/limits or greater if required by law or other legal agreement: a) COMMERCIAL GENERAL LIABILITY General Aggregate Limit Products-Completed Operations Aggregate Limit Personal and Advertising Injury Limit Each Occurrence Limit Fire Damage limit (any one occurrence) Medical Payments $2,000,000 $1,OQ0,000 $1,000,000 $1,000,000 $ 50,000 $ 5,000 1 of 2 January 2008 INSURANCE SCHEDULE C (Continued) INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE This coverage shall be written on an occurrence form, not claims made form. All deviations or exclusions from the standard ISO commercial general liability form CG 0001 or Business owners BP 0002 shall be clearly identified. Form CG 25 04 03 97 `Designated Location (s) General Aggregate Limit' shall be included. Governmental Immunity endorsement identical or equivalent to form attached. Additional Insured Requirement: The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees and volunteers shall be named as an additional insured on General Liability including "ongoing operations" coverage equivalent to ISO CG 20 10 07 04. b) Automobile $1,000,000 combined single limit. c) WORKERS COMPENSATION 8~ EMPLOYERS LIABILITY Statutory for Coverage A Employers Liability: Each Accident $ 100,000 Each Employee Disease $ 100,000 Policy Limit Disease $ 500,000 d) PROFESSIONAL LIABILITY $1,000,000 e) UMBRELLA/EXCESS LIABILITY'' *Coverage and/or limit of liability to be determined on a case-by-case basis by Finance Director. Completion Checklist ^ Certificate of Liability Insurance (2 pages) ^ Designated Location(s) General Aggregate Limit CG 25 04 03 97 (2 pages) ^ Additional Insured CG 20 10 07 04 ^ Governmental Immunities Endorsement 2 of 2 January 2008 DATE(MMIODIYYYY) ACORDTM CERTIFICATE OF LIABILITY INSURANCE 12 72007 PRODUCER (563) 123-4567 FAX (563) 987-6543 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Insurance Agency ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR Street Address ~ ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Cit ST Zi Code INSURERS AFFORDING COVERAGE NAIC # INSURED INSURER A: IIISUranC.e COm Company INSURER S: `Street INSURER C: INSURER D: Cl. St Zi COd@ INSURER E: )VERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN , THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR ADD' INS TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE MMlD POLICY EXPIRATION DATE MM/DD LIMITS GENERAL LIABILITY EACH OCCURRENCE S 1 , 000 , 000 X COMMERCIAL GENERAL LIABILITY DAMAGE T RENTED PREMISES Eaocwnence S 50,000 A X CLAIMS MADE a 5 000 OCCUR MED EXP one son , S PERSONAL 8 ADV INJURY S 1 , 000 , 000 GENERAL AGGREGATE S 2 r 000 r 000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMPlOP AGG S 1, 000, 000 POLICY X JECT LOC AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT 5 1, 000 000 X ANY AUTO Ee accident) , A ALL OWNED AUTOS BODILY INJURY SCHEDULED AUTOS (Per person) $ HIRED AUTOS BODILY INJURY NON-0WNEOAUTOS (Per accident) 3 PROPERTY DAMAGE 5 (Per axidenq GARAGE LU161LITY AUTO ONLY - EA ACCIDENT 3 ANY AUTO OTHER THAN EA ACC S AUTO ONLY: AGG S A EXCESSIUMBRELLA LIABILITY EACH OCCURREN E S 1, 000 , 000 X OCCUR ~ CLAIMSMADE AGGREGATE 4 1, DOD, 000 S DEDUCTIBLE e/ S X RETENTION i O E A WORKERS COMPENSATION AND a yy~ g L A ~ R EMPLOYERS' LUIBILlTY O X TORY I A ITS E S ANY PROPRIETORiPARTNER/EXECUTNE f ~ E.L EACH ACCIDENT S 100, 000 OFFICERlMEMBER EXCLUDED4 n yes descnbe under O *}r j. E.L DISEASE -EA EMPLOYEE S 100 , 000 , SPECIAL PROVISIONS below I E.L DISEASE • POLICY LIMIT S 500 , 000 A OTHER Professional $1, 000, 000 Liability DESCRIPTION OF OPERATIONSILOCATIONSNEHICLES!EXCLUSIONS ADDED BY ENDORSEMENTISPECUIL PROVISIONS The City of Dubuque is an additional insured on general liability policies including ongoing 6 completed operations coverage equivalent to ISO CG 2010 0704 L CG 2037 0704. General Liability policy is primary Snon-contributing. 8orm CG 2504 0397 "Designated Locations" general liability aggregate limit is included. Governmental immunities endorsement is included. _ -_ _. _. ..... - ..----.. VI1nVGVV~ I IV1~ S SHOULD ANY OF THE ABOVE DESCRIBED POLICIES 8E CANCELLED BEFORE THE City Of Dubuque EXPIRATION DATE THEREOF, THE ISSUING INSURER VNLL ENDEAVOR TO MAIL 50 West 13th Street 3O DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT DL3b11gUe, IA 52001 FAILURE TO DO SO SHALL IMPOSE NO OBLIGATK)N OR LIABILITY OF ANY KIND UPON THE INSURE IT'S AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE n~+vna,r ~a Lcvv-uvol ®ACORD CORPORATION 1988 INS025 (otoe>.OS AMS VMP Mortgage Solutiaru, Inc. (800)327-0545 Page 1 of 2 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the poficy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s}, authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. C S~ ~edslonal P~° ACORD 25 (2001108) INS025 loioel.o6 AMS Pie 2 a 2 POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 25 04 03 9T THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. DESIGNATED LOCATION(S) GENERAL AGGREGATE LIMIT This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Designated Location(s): ANY AND ALL COVERED LOCATIONS (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) A. For all sums which the insured becomes legally the Declarations nor shall they reduce any obligated to pay as damages caused by "occur- other Designated Location General Aggre- rences" under COVERAGE A (SECTION I), and gate Limit for any other designated "location" for all medical expenses caused by accidents shown in the Schedule above. under COVERAGE C (SECTION I), which can be attributed only to operations at a single desig- 4. The limits shown in the Declarations for Each nated "location" shown in the Schedule above: Occurrence, Fire Damage and Medical Ex- pense continue to apply. However, instead of 1. A separate Designated Location General being subject to the General Aggregate Limit Aggregate Limit applies to each designated shown in the Declarations, such limits will be "location", and that limit is equal to the subject to the applicable Designated Location amount of the General Aggregate Limit General Aggregate Limit. shown in the Declarations. B. For all sums which the insured becomes legally 2. The Designated Location General Aggregate obligated to pay as damages caused by "occur- Limit is the most we will pay for the sum of all rences" under COVERAGE A (SECTION 1), and damages under COVERAGE A, except dam- for all medical expenses caused by accidents ages because of "bodily injury' or "property under COVERAGE C (SECTION !), which can- damage" included in the °products-completed not be attributed only to operations at a single operations hazard", and for medical expenses designated "location" shown in the Schedule under COVERAGE C regardless of the num- above: ber of: 1. An y payments made under COVERAGE A for a. Insureds; damages or under COVERAGE C for medical b. Claims made or "suits" brought; or expenses shall reduce the amount available c. Persons or organizations making claims or " " under the General Aggregate Limit or the Products-Completed Operations Aggregate bringing suits . Limit, whichever is applicable; and 3. Any payments made under COVERAGE A for damages or under COVERAGE C for medical 2. Such payments shall not reduce any Desig- expenses shall reduce the Designated Loca- natad Location renaral Aggregate Limit. tion General Aggregate Limit for that desig- nated "location". Such payments shall not re- duce the General Aggregate Limit shown in CG 25 84 03 97 Page 1 of 2 CG 25 04 03 97 C. When coverage for liability arising out of the "products-completed operations hazard" is pro- vided, any payments for damages because of "bodily injury" or "property damage" included in the "products-completed operations hazard" will reduce the Products-Completed Operations Ag- gregate Limit, .and not reduce the General Ag- gregate Limit nor the Designated Location Gen- eral Aggregate Limit. D. For the purposes of this endorsement, the Defi- nitions Section is amended by the addition of the following definition: "Location" means premises involving the same or connecting lots, or premises whose connection is interrupted only by a street, roadway, waterway or right-of-way of a railroad. E. The provisions of Limits Of Insurance (SECTION III) not otherwise modified by this endorsement shall continue to apply as stipulated. Copyright, Insurance Services Office, Inc., 1996 Page 2 of 2 CG 25 04 03 97 POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 20 10 07 04 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED- OWNERS, LESSEES OR CONTRACTORS -SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person{s) Or Or anizatton s The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees and volunteers. Location(s) Of Covered Operations Information re uired to com lete this Schedule, if not shown above, will be shown in the Declarations. A. Section I! -Who Is An Insured is amended to include as an additional insured the persons} or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by: 1. Your acts or omissions; or 2. I'he acts or omissions of those acting on your behalf; In the performance of your ongoing operations for the additional insureds) at the location(s) desig- nated above. B. With respect to the insurance afforded to these additional insureds, the following additional exclu- sions apply: This insurance does not apply to "bodily injury" or "p~ vNci.y day ~ Hoye" occurring aft8~ CG 20 10 07 04 Page 1 of 2 All work, including materials, parts or equip- 2. That portion of "your work" out of which the ment furnished in connection with such work, injury or damage arises has been put to its in- on the project (other than service, maintenance tended use by any person or organization or repairs) to be performed by or on behalf of other than another contractor or subcontractor the additional insureds) at the location of the engaged in performing operations fora princi- covered operations has been completed; or pal as a part of the same project. All terms and conditions of this policy apply unless modified by this endorsement. Page 2 of 2 ©1S0 Properties, Inc., 2004 CG 20 10 07 04 CITY OF DUBUQUE, IOWA GOVERNMENTAL IMMUNITIES ENDORSEMENT 1. Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time. 2. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy. 3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier. 4. Non-Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defenses} of governmental immunity asserted by the City of Dubuque, Iowa. No Other Change in Policy The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy. SPECIMEN 1 of 1 January 2008