Request for Proposals for Implementation of Eagle Point Park Environmental Restoration Mgmt Plan Copyrighted
August 6, 2018
City of Dubuque Consent Items # 28.
ITEM TITLE: Request for Proposals for Implementation of Eagle Point
Park Environmental Restoration Management Plan
SUMMARY: City Manager recommending approval of the Request for
Proposals for the Implementation of the Eagle Point Park
Environmental Restoration Management Plan.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
RFP for Implementation of Eagle Point Park
Environmental Restoration Management Plan-NNM City Manager Memo
Memo
Staff Memo Staff Memo
RFP Supporting Documentation
THE CITY OF Dubuque
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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: Request for Proposals for Implementation of Eagle Point Park
Environmental Restoration Management Plan
DATE: July 31 , 2018
Leisure Services Manager Marie Ware and Planning Services Manager Laura Carstens
recommend City Council approval of the Request for Proposals for the Implementation
of the Eagle Point Park Environmental Restoration Management Plan.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen �� �
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Marie Ware, Leisure Services Manager
Laura Carstens, Planning Services Manager
Dubuque
THE CITY OF
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AII�AneNc�Clty �
DuB E ;�e �.j�, ;
Masterpiece on the Mississippi 2°°'�Z°'Z
2013•2017
TO: Michael C. Van Milligen, City Manager
FROM: Marie Ware, Leisure Services Manager
Laura Carstens, Planning Services Manager
SUBJECT: Request for Proposals for Implementation of Eagle Point Park
Environmental Restoration Management Plan
DATE: July 30, 2018
INTRODUCTION
The purpose of this memo is to recommend approval by the City Council for posting the
enclosed Request for Proposals (RFP) for the Implementation of the Eagle Point Park
Environmental Restoration Management Plan.
DISCUSSION
The Eagle Point Park Environmental Restoration Management Plan, approved by the
City Council in January 2017, outlines the unique nature and value of Eagle Point Park
and the importance of making the site more resilient. The report focuses on the
restoration of native plants to improve the health of the ecosystem and enhance
ecological functions such as water purification, groundwater recharge and pollinator
support. Another major area of focus is the reduction of stormwater runoff and using
stormwater best practices to reduce soil erosion improve water quality.
The City of Dubuque would solicit competitive proposals from qualified consultants to
provide design, engineering, permitting, pans and specifications, bidding, construction
management and grant administration of the multiple state and federal grants funding
Implementation of environmental restoration, erosion control, and stormwater
management best practices outlined in the Eagle Point Park Environmental Restoration
Management Plan.
BUDGETIMPACT
The lowa Department of Natural Resources is a major funding partner with $895,732 in
state and federal pass-through grants awarded for this project, leveraged by $79,000 in
City funds.
Per Budget Director Jenny Larson, the Implementation of the Eagle Point Park
Environmental Restoration Management Plan will be funded in part from the Leisure
Services DepartmenYs FY14 Capital Improvement Project (CIP) number#7202301 of
$79,597 for stormwater erosion at Eagle Point Park.
1
The City of Dubuque has a FY 2016 Resource Enhancement and Protection (REAP)
grant of $200,000 for the Eagle Point Park Environmental Restoration Project. The
Management Plan development cost of $50,000 was covered by the FY2016 REAP
g ra nt.
The remaining $150,000 for that REAP grant and the $79,000 City CIP provide the local
match for a $175,732 Land and Water Conservation Fund (LWCF) grant. The LWCF
grant is a federal pass-through grant from the National Park Service to the IDNR. The
City was awarded a second REAP grant in FY 2018 for $200,000.
In 2018, the City was awarded a $320,000 State Revolving Fund (SRF) Sponsored
Project award. The Kerper Boulevard Sanitary Sewer Reconstruction Project is the
sponsoring project for $320,000 awarded to the Eagle Point Park Environmental
Restoration Project. Repayment of a standard Clean Water SRF loan includes the
repayment of the original loan amount, the principal, and the cost to finance the loan,
interest and fees. On a Clean Water SRF loan with a sponsored project, the financing
costs are reduced by the amount of the cost of the sponsored project improvements; in
this case, $320,000 for the Eagle Point Park Environmental Restoration Project.
Implementation of the Eagle Point Park Environmental Restoration Management Plan
includes funding from local, state, and federal sources as follows:
Project Funding Sources Source Amount
FY14 CIP #7202301 Stormwater Erosion - Eagle Point Park City $79,597
REAP Grant #16-R4-CZ State $150,000
LWCF Grant #19-01320 Federal $175,732
REAP Grant #18-R4-FC State $200,000
SRF Sponsor Grant #WRR17-017 State $320,000
Total $975,329
RECOMMENDATION
The staff recommendation is for the City Council to approve the RFP for the
Implementation of the Eagle Point Park Environmental Restoration Management Plan,
and then direct staff to post the RFP and initiate the consultant selection process. Thank
you.
Enclosures
cc: Jenny Larson, Budget Director
Stephen Fehsal, Parks Division Manager
F:\Users\LCARSTEN\WP\GRANTS\EPP SRF Sponsored Project\Memo to MVM Eagle Point Park RFP.doc
Z
REQUEST FOR PROPOSAL (RFP)
TE-IE CITY OF ISSUE DATE: August 8'h, 2018
D�� � CONTACT: Steve Fehsal
PHONE NO: 563-589-4260
FAX NO: 563-589-4391
MG1EtE7'��lECE OY! f�l� MiE51F51p�7i EMAIL: sfehsal@cityofdubuque.org
SUBMIT PROPOSAL/OFFER PRIOR TO: SUBMIT TO:
CLOSING DATE: August 30t'', 2018 SEE Section 8.0
CLOSING TIME: 12:00 P.M. local time FAX/EMAIL NOT ACCEPTED
DESCRIPTION:
Eagle Point Park Environmental Restoration Management Plan
Design, Construction Management, and Grant Administration Services
RECEIPT OF PROPOSAL ACKIVOWLEDGEMENT
� 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:
GI'T"Y OF DUBUQU �
LEISURE SERVICES
DEPARTMENT
REQUEST FOR PROPOSAL
Eagle Point Park Environmental Restoration Management Plan
Design, Construction Management, and Grant Administration
Services
City of Dubuque, lowa
August 8, 2018
Page 2 of 28
RFP ORGANIZATION
Eagle Point Park Environmental Restoration Management Plan
Design, Construction Management, and Grant Administration
Services
City of Dubuque, lowa
August 8, 2018
Table of Contents:
SECTION PAGE
1.0 Introduction.................................................................. 4
2.0 Project Objectives......................................................... 5
3.0 Community Background.................................................. 5
4.0 Project Scope of Services............................................... 5
5.0 Use of City Resources.................................................... 8
6.0 Information to be included in the Proposal.......................... 9
7.0 Proposal Question and Answers....................................... 11
8.0 Submission Requirements............................................... 12
Appendix A Consultant Evaluation Selection Process........................... 14
Appendix B RFP Rules and Protest Procedure.................................. 18
Appendix C City of Dubuque Contract Terms and Conditions................. 20
Appendix D Insurance Requirements................................................. 23
Appendix E Project Related Data..................................................... 27
Page 3 of 28
THF.CITY OF
Eagle Point Park Environmental �UB E
Restoration Management Plan Masterpiece on the Mississippi
Design, Construction Management
and Grant Adminisfration
Services
City of Dubuque, lowa
Consultant Professional Services
Request for Proposal
August 8, 2018
1.0 INTRODUCTION
The City of Dubuque, lowa is soliciting competitive sealed proposals from qualified
professional consulting firms to design, perform construction management services, and
grant administration services for the implementation of the Eagle Point Park Environmental
Restoration Management Plan. These improvements include restoration of native plants to
improve the health of the ecosystem and enhance ecological functions such as water
purification, groundwater recharge and pollinator support. Another major area of focus is the
reduction of stormwater runoff and using stormwater best practices to reduce soil erosion
improve water quality. Monitoring is also a part of the plan implementation. The consultant
will also be required to perform all construction testing, construction management and
construction survey for this project. The consultant also will be responsible for all aspects of
grant administration, monitoring and reporting.
An Environmental Restoration Management Plan for Eagle Point Park was created by
Applied Ecological Services and adopted in January of 2017. This plan is attached to this
RFP. The project has multiple funding sources and grants. The selected consultant will need
to track the expenditures of the grants, submit the required grant paperwork and closeout the
grants as required by the grant agreements. A matrix showing the grant funding amounts and
sources is attached to this RFP.
It is anticipated that the timeframe for the project will be approximately five (5) months
following the signing of a professional services agreement. The selected Consultant will be
expected to complete the contracted scope of work within the specified timeframe, under the
general direction and coordination of the City's Leisure Services and Planning Services
Departments as authorized by the City Council.
Page 4 of 28
2.0 PROJECT OBJECTIVES
In the Eagle Point Park Restoration Management Plan the implementation of environmental
restoration, erosion control, and stormwater management best practices are outlined.
Monitoring is also a part of the plan implementation. Multiple federal, state and private funds
have been secured for this project including: City of Dubuque Stormwater Erosion Capital
Improvement Project, IDNR REAP grants, State Revolving Fund Sponsor project, and a
federal LWCF grant.
The City of Dubuque is seeking a qualified Consultant to design preliminary and finals plans
to implement the Eagle Point Park Restoration Management Plan. In addition, the selected
consultant will administer the project from cradle to grave, so to speak. This includes all grant
administration, construction management and construction inspection and survey.
3.0 COMMUNITY BACKGROUND
The city of Dubuque is located on the Mississippi River in northeastern lowa, adjacent to
Illinois and Wisconsin. As lowa's oldest city, Dubuque is a community well known for its
historic and architectural beauty. The city is over 30 square miles in area, with a population of
nearly 60,000 persons. The community has a stable and diversified manufacturing base and
a growing service sector. Dubuque is the major retail, medical, education and employment
center for the tri-state area. Tourism continues to be a major economic force in the
community.
The City of Dubuque is governed by an elected Mayor and City Council and managed by a
City Manager. The City funds a full range of municipal services. City government works in
collaboration with the private and non-profit sectors to promote economic development and
sustainability. Sustainability and downtown, neighborhood, and riverfront planning and
revitalization are long-standing priorities of the City Council. The City's website is
www.cityofdubuque.orq. The City Council goals and priorities are available online at
www.citvofdubuque.orq/councilqoals.
4.0 PROJECT SCOPE OF SERVICES
The following outline represents the minimum components for performing the design
services.
In preparing a response to this RFP, the Consultant should describe the means or strategy by
which they would satisfy the scope of services. The final scope of work will be negotiated with
the selected Consultant(s). The City will evaluate submitted proposals and award contracts
to selected Consultant(s) based on the best proposed solution to each individual section
listed below. One bidding set of construction documents will be prepared for the project.
Page 5 of 28
i
For the design of this project, the City of Dubuque encourages the use of sustainable
principles in construction. The City would like to evaluate the use of pervious pavement in
some areas, the use of rain gardens, bioswales and other sustainable measures.
4.1 — Project Management & Accounting
4.1.1 The Consultant shall identify one person to serve as the Project Manager for this
project. The Project Manager shall be the leader of this effort and is expected to
ensure that the project scope, schedule and budget are being adhered to at all times
for the duration of the project. Additionally, the Project Manager shall serve as the
primary point of contact for all exchange of information between the City and the
Consultant.
4.2 Project Manager Deliverables
The following is a list of requirements that shall be provided throughout the design
services.
4.2.1 The Project Manager shall submit and updated electronic copy of the project schedule
on the first Tuesday of each month.
4.2.2 The Project Manager shall submit the project progress report on the first and third
Tuesday of each month. The summary shall be submitted electronically and be less
than a single page in length.
4.3 — TASK 1 - Preliminary Design of Eagle Point Park Restoration Plan
Implementation
4.3.1 Meet with City representatives to review the master plan for the proposed
improvements.
4.3.2 Create a base drawing from City provided topographic survey data.
4.3.2 Prepare 50°/o plans of the proposed design.
4.3.3 Meet with City staff to review preliminary design.
4.3.4 Make modifications requested; deliver preliminary design to City for distribution to
other interested parties on the project.
4.3.5 Develop a construction cost estimate for the improvements.
4.3.6 Acquire all permits required for the project.
4.4 — TASK 2 — Final Design of Eagle Point Park Restoration Plan Implementation
4.5.1 Complete the final bidding documents including 11x17" plans, construction
specifications, cost estimates. Supply an AutoCAD 2013 format drawing of the
improvements to City of Dubuque Leisure Services.
4.5.2 Coordinate with any utilities involved on the project.
Page 6 of 28
4.5.3 Plans shall be constructed using the lowa stormwater management manual and to
meet the IDNR SRF and IDALS requirements.
4.5.6 Deliver plans and specifications to City Leisure Services Department for distribution to
bidders.
4.5 - TASK 3 — Perform Construction Management
4.6.1 Be present at the bid letting for the work. Develop the bid tabulation form and provide
a recommendation on the award of the project.
4.6.2 Lead the pre-construction meeting with the contractor and city staff. Take minutes of
the meeting and disburse the minutes to all appropriate staff.
4.6.3 Review all shop drawings required of the contractor. Stamp and approve shop
drawings.
4.6.4 Answer questions from the contractor during construction. Make site visits during
construction. Assume up to ten (10) site visits from the design engineer.
4.6.5 Process all payment requests for the project. Maintain the budget for the project.
Provide bi-weekly budget status updates to City of Dubuque Leisure Services.
4.6.6 Administer any change orders that may come up in the project. All change orders need
approval of City of Dubuque Leisure Services prior to executing the change order.
4.6.7 Mark-up an as-built plan of the project at the conclusion of construction.
4.6.8 Maintain all records for the project. Provide a copy of all records to the Leisure
Services and Planning Services Department.
4.6 — TASK 4 — Administer the multiple grants for the project
4.7.1 Be familiar with all rules and regulations related to the grants used to fund this project.
4.7.2 Maintain contact with the grant administration contacts and supply information required
for the IDNR REAP Grants, State Revolving Fund grant (SRF), City of Dubuque
Stormwater CIP, and the federal LWCF Grant.
4.7.2 Request re-imbursement of the improvement and engineering costs on the project
from the grant award agencies.
4.7.4 Maintain all grant records.
4.7.5 Perform all grant activities required of the corresponding grants funding this project.
4.7.6 Closeout the grants as required by the grant awarding agencies.
Page 7 of 28
4.7 - TASK 5 — Perform Construction Inspection
4.8.1 All construction inspection will be performed for the project.
4.8.2 Supply all records to the City upon completion of the project.
4.8 - TASK 6 — Perform Construction Survey
4.8.1 Perform construction staking of the project.
4.9 — Project Coordination
4.9.1 Coordination with City Staff
The consultant will participate in multiple coordination meetings with the City of Dubuque to
review preliminary plans and final plans. The consultant should plan on a minimum of two (2)
meetings for preliminary design and three (3) meetings for final design.
4.9.2 Miscellaneous Coordination
Coordinate with the lowa Department of Natural Resources, the Planning Services
Department of the City of Dubuque, the Engineering Department of the City of Dubuque, and
the Leisure Services Department of the City of Dubuque.
4.10 — Schedule
It is the intent of the City that the project shall be completed within five months (5) after
signing of the contract.
5.0 USE OF CITY RESOURCES
5.1 - Use of City Resources for the RFP Preparation
. All information requests shall be directed to the City's Project Manager as detailed in
Section 7.0 of this request for proposal. All Consultants should note that directly
contacting other City of Dubuque staff or any of the Selection Committee members
shall be considered inappropriate and grounds for disqualification.
5.2 - Material Available for the RFP
. Most current aerial photograph of the project area. A current aerial photograph of the
City of Dubuque is available in SID file format on DVD if requested by the Consultant.
• PDF format of Eagle Point Park Environmental Restoration Management Plan
prepared by Applied Ecological Services.
5.3 - City Resources Available to the Selected Consultant
• The City will make its ArcView GIS mapping and data analysis capabilities available
for this project as well as staff contacUresources persons in the Planning Services
Page 8 of 28
Department and the Engineering Department. Digital aerial photos of the City of
Dubuque were taken in the spring of 2009.
6.0 INFORMATION TO BE INCLUDED IN PROPOSAL
The Proposal should address all of the points outlined in this RFP excluding any cost
information which shall be included in a separate sealed envelope labeled "Project Cost
Estimate". The Proposal should be prepared simply and economically, providing a straight-
forward, concise description of the ConsultanYs capabilities to satisfy the requirements of the
RFP.
To simplify the review process and to obtain the maximum degree of comparability, the
proposal shall include the following information and shall be organized in the order and
manner specified below. While additional data may be presented, the following subjects must
be included. They represent the criteria against which the proposal will be evaluated.
Letter of Transmittal
Provide a letter of transmittal briefly outlining the ConsultanYs understanding of the work and
list the Project Manager's the 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 person during the RFP evaluation process.
Index
Each proposal shall contain a table of contents that delineates each section contained in the
proposal and the corresponding page number.
Profile of Firm
Provide general information about the Firm, along with its area of expertise and experience
as it relates to this RFP. Describe the experience and success of the Firm in performing
similar projects. State the size of the Firm, the size of the Firm's professional staff, and the
location of the office from where the work on this project will be performed.
Discuss the ConsultanYs ability to integrate this project into their present workload. Include a
statement to specify if the Consultant currently has the capacity to undertake the project or
whether it intends to hire additional staff or partner with subconsultants.
Scope of Services
Describe the means or strategy by which the Consultant would satisfy the scope of services
for the currently approved budget as listed in Section 4.0.
Include a basic work plan for each strategy that delineates the ConsultanYs approach to the
completion of the project. The work plan, at a minimum, should include those components
outlined in Section 4 of this RFP. The Consultant should indicate in the work plan those
aspects that might be completed by City staff.
�
Page 9 of 28
i
Highlight any parts of the work plan that will reflect the ConsultanYs unique philosophy or
insight regarding iYs approach to this project and how this approach positively impacts the
successful completion of the project.
Proiect Team Qualifications
Provide the names of all members of the project team associated with this project.
Specifically identify the supervisory and management staff including principals, the project
manager, and technical experts who would be assigned to this project. For each project
team member, provide their qualifications and experience. Include any training and relevant
continuing and professional education.
Include a flow chart that shows the communication path between the City and Consultant.
Include all project team members on the flow chart and show the supervisory relationship
between all members of the team. Be sure to include all subconsultants staff on the project
team flow chart.
Provide the name and location of other subconsulting firms that would be used by the
Consultant during the project and the approximate percentage of the work that would be
performed by each of these firms. Provide the qualifications and experience of all
subconsultant staff working on the project.
In submitting the Proposal, the prospective Consultant is representing that each person listed
or referenced in the proposal shall be available to perform the services as described. The
Project Manager, principals, management, and other project team staff may be changed in
accordance with the requirements described in Appendix D "3. Substitution of Project Team
Members".
Describe the experience and success of the project team members proposed for the
Dubuque project, in performing similar projects. Specifically list any experience and success
completing roadway and traffic signal design for municipalities similar to Dubuque.
Include at least 3 client references (including individual contact names and telephone
numbers) for similar projects that have been completed by the Firm in the last five (5) years.
List the names of individuals on the project team proposed for the Dubuque project who have
worked on the referenced projects.
Understandinq of Final Contract Terms
The Proposer should provide a statement that indicates they have read and understand
Appendix C — "City of Dubuque Contract Terms and Conditions", and agree to include the
clauses that are listed in Appendix C in the final signed contract. Any exceptions to the
Contract Terms and Conditions by the Consultant must be clearly stated in their submitted
Proposal.
Certificate of Insurance
The Consultant should provide a statement indicating that they are able to meet the City's
insurance requirements for professional services. (See attached Insurance Schedule C —
Appendix D.) Submittal of insurance documents as part of this RFP is not required.
Page 10 of 28
Proposed Proiect Schedule
Provide a projecY schedule for each strategy. Outline the time durations and estimated
completion dates for each major component of the proposed scope of work. The schedule
should list all deliverables that are required throughout the project.
Fees and Compensation
Provide a proposed fixed cost, plus reimbursable expenses budget for each strategy
proposed to complete the requested scope of services. Breakdown costs by major scope
element and include a list of hourly rates for personnel assigned to the project.
Quotation of fees and compensation shall remain firm for a period of at least 90 days from the
RFP submission deadline.
Remember to separate the proposed budget from the other portion of the RFP submittal.
Initial screening will be done without knowing the ConsultanYs proposed fee for services.
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 Project Manager. The City has used
considerable efforts to ensure an accurate representation of information in this RFP. Each
Proposer is urged to conduct its own investigations into the material facts provided.
No answers given in response to questions submitted shall be binding upon this RFP unless
released in writing (letter, fax or email) as an officially numbered and titled addendum to the
RFP by the City of Dubuque.
Any questions concerning this proposal must be received on or before 5:00 p.m. CDT on
August 23, 2018. Any inquiries received after this date will not be answered. When
submitting a question to the Project Manager, please include the appropriate Consultant
contact information.
From the date of issuance of the RFP until final City action, the Proposer shall not discuss the
RFP with or contact any other City of Dubuque or any of the Selection Committee members
except as expressly authorized by the City Project Manager identified in this section (Section
7.0). Violation of this restriction will be considered a violation of the rules and be grounds for
disqualification of the ConsultanYs proposal.
Project Manager contact information is as follows:
Steve Fehsal
Project Manager
City of Dubuque
Leisure Services Department Phone: 563.589.4260
220 Bunker Hill Road Fax: 563.589.4391
Dubuque, IA 52001 E-mail: Sfehsal@cityofdubuque.org
Page 11 of 28
8.0 SUBMISSION REQUIREMENTS
Before submitting a proposal, each Consultant shall make all investigations and examinations
necessary to ascertain site conditions and requirements affecting the full performance of the
contract and to verify any representations made by the City upon which the Proposer will rely.
PROPOSAL SUBMITTAL INFORMATION
• Submittal Deadline: August 30, 2018 before 12:00 p.m. CST
• Submittal Location: City of Dubuque
Leisure Services Department
2200 Bunker Hill Road
Dubuque, lowa 52001
• Submittal Contact &
Mailing Address: Park Division Manager
Leisure Services Department
2200 Bunker Hill Road
Dubuque, lowa 52001
� Submittal Copies: Nine (9) sets of the proposal shall be provided.
Submit one (1) original signed proposal, eight(8) copies and also an electronic .pdf version,
all labeled Eagle Point Park Environmental Restoration Management Plan.
Submitted proposals must be in delivered in printed format with the exclusion of the one
required .pdf version. The .pdf version shall be submitted on a compact disk or USB drive
along with proposal hardcopies. No faxed or e-mail proposals will be accepted. The
proposal must be a document of not more than sixteen (16) numbered 8-1/2 x 11-inch pages,
with the exception of the project schedule which may be presented in 11 x 17-inch format,
and not including the letter of transmittal, index, dividers and the front and back covers and
the separately sealed cost proposals. Proposals should not include any pre-printed or
promotional materials. Any proposals exceeding 20 numbered pages will not be
considered.
Proposals are to be 100% recyclable after selection process is complete. No binders,
folders, bindings, etc. may be used. The RFP must be able to be placed into a recycling bin
after selection.
Each addendum must be acknowledged in the Letter of Transmittal by providing the
addendum number and title. Failure to acknowledge each addendum will be considered
grounds for possible disqualification. It is solely the ConsultanYs responsibility to ensure that
you have received all addendums to this RFP before submitting the proposal.
The original proposal document shall be signed in blue ink by an officer of the Firm who is
authorized to legally bind the Proposer to its provisions. Proposals are to contain a statement
indicating the period during which the proposal will remain valid. A period of not less than
Page 12 of 28
ninety (90) calendar days from the proposal closing date is required. Failure to comply with
the above requirements shall be considered grounds for possible disqualification.
Each Consultant assumes full responsibility for delivery and deposit of the completed
proposal package on or before the deadline. Any proposals received after the submittal
deadline will not be considered, and will be returned unopened to the Proposer. The City of
Dubuque is not responsible for any loss or delay with respect to delivery of the proposals.
The City of Dubuque is not liable for any costs incurred by any Consultant prior to the
execution of an agreement or contract. Nor shall the City of Dubuque be liable for any costs
incurred by Firms that are not specified in any contract. All results from this project will
remain the property of the City of Dubuque.
Upon receiving this RFP, we request that you complete the "Receipt of Proposal
Acknowledgement" — "No Response Reply" information contained on the first page of this
document and return it to the City's Project Manager by mail, fax or email so the City can
ensure that each Consultant received this Request For Proposal.
The City of Dubuque appreciates your time and consideration of this RFP.
Sincerely,
Steve Fehsal
Park Division Manager
City of Dubuque
Page 13 of 28
THE CITY OP
Eagle Point Park Environmental �UB E
Restoration Management Plan Masterpiece on the Mississippi
Design, Construction Management
and Grant Administration
Services
City of Dubuque, lowa
Consultant Professional Services
Request for Proposal
August 8, 2018
Appendix A
Consultant Evaluation and Selection Process
Page 14 of 28
INITIAL EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the
proposal format. A selection committee 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. A high level of professional competence and a proven track record in the
implementation and management of environmental restoration plans or similar plans:
a. Qualifications and experience of the Consultant and any subconsultants.
b. Demonstration of the professional expertise and technical abilities of the project
team members.
c. If a joint venture with subconsultants, the track records of the Firms experience
working together.
d. Experience of the Consultant working on municipal projects.
e. Experience of the Consultant working on municipal projects in lowa.
Quality and completeness of the written proposal. The proposal should clearly demonstrate
understanding of the City's overall objectives in the preparation of the Eagle Point Park
Environmental Restoration Management Plan Design, Construction Management and Grant
Adminstration Services .
1 . Design approach/methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem solving ability.
c. Ability of Consultant to demonstrate initiative, motivation and knowledge of the
City of Dubuque.
2. Proposed schedule required to complete project.
CONSULTANT SHORT-LIST EVALUATION CRITERIA
A selection committee will interview the short-listed Firms. Both the original submitted
proposal and the results of the Consultant interview will be used to select the final Consultant
for the project. The following criteria are among those that will be used to evaluate the
Consultants on the short-list.
1 . A high level of professional competence and a proven track record in the
implementation and management of environmental restoration plans or similar plans:
a. Qualifications and experience of the Consultant and any sub-consultants.
b. Demonstration of the professional expertise and technical abilities of the project
team members.
c. If a joint venture with subconsultants, the track records of the Firms experience
working together.
d. Experience of the Consultant working on municipal projects.
e. Experience of the consultant in working with the lowa DOT and lowa DNR.
f. Experience of the Consultant working on municipal projects in lowa.
g. Experience of the project team working with the public and other project
stakeholders in preparing plans for park facilities.
h. Overall success of past projects completed for the City of Dubuque.
Page 15 of 28
�
Quality and completeness of the written proposal. The proposal should clearly demonstrate
understanding of the City's overall objectives in the completion of the Eagle Point Park
Environmental Restoration Management Plan Design, Construction Management and Grant
Adminstration Services for the City of Dubuque.
1. Design approach/methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem solving ability.
c. Ability of Consultant team to demonstrate initiative, motivation and knowledge
of the City of Dubuque.
2. Responsiveness and compatibility between the Consultant and City:
a. General attitude and ability to communicate.
b. Ability of the Consultant to maintain a high level of direct interaction and
communication with City staff.
c. Ability to listen, be flexible, and follow and/or implement direction and/or ideas
or concepts.
d. How the Consultant team interacts with the general public, City staff, and public
officials.
3. Proposed schedule required to complete project.
4. Cost of the Eagle Point Park Environmental Restoration Management Plan Design,
Construction Management and Grant Adminstration Services for the City of Dubuque
in relationship to the services offered.
SELECTED CONSULTANT - FEE NEGOTIATION PROCESS
Upon the completion of the evaluation of the proposals, the RFP Selection Committee will
recommend to the City Manager or City Council, the awarding of a contract to the highest
ranked Consultant. The Selection Committee will also request authority to negotiate with the
recommended Consultant a final scope of work and fee structure for the project.
After authority is granted to negotiate an agreement and execute a contract with a
Consultant, the Consultant shall prepare an industry standard Work Breakdown Structure
(WBS) to reflect the Firm's approach to the completion of the project. The WBS, at a
minimum, should include work tasks for each of the components outlined in the RFP, a
separate line item for each deliverable, and list project management as a separate task. The
Consultant shall indicate in the WBS the work tasks that will be completed by City staff.
The format of the WBS shall summarize the fixed fee for each task listed, plus individually list
in separate section any associated reimbursable expenses that would specifically relate to
this project. A sample format of a WBS can be obtained from the City if desired.
Once the selected Consultant has prepared the WBS, the City and the Consultant will meet
and the final scope of work for the project will be negotiated 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
Page 16 of 28
i
project team members, and the 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 updating the WBS to reflect any changes
that were agreed to during negotiations. After the final scope of services has been
determined, 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.
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 offerer. Otherwise,
negotiations with the offerer 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.
Upon the successful completion of contract negotiations, the selection committee shall
recommend that the City Manager execute a contract with the successful Consultant. The
City Manager will in turn make a decision to execute the contract or request the Dubuque City
Council make a final determination to award and execute the contract with a Consultant.
Pavment for Work: The Consultant awarded the contract shall be paid once monthly. The
invoiced amount shall be based on the Earned Value of the percent work completed as
reported on the most recently updated and submitted WBS.
Page 17 of 28
THE CITY OF ,�
Eagle Point Park Environmental �U$ E
Restoration Management Plan Masterp���e on the lvtississip�i
Design, Construction Management
and Grant Administration
Services
City of Dubuque, lowa
Consultant Professional Services
Request for Proposal
August 8, 2018
Appendix 6
RFP 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 prospective Consultants an advantage or
benefit not enjoyed by other prospective Consultants.
EXCEPTIONS
Proposer exceptions to any part of the requirements stated in this request must be
clearly identified as exceptions and noted in the letter of transmittal and in the submitted
project cost estimate.
RANKING OF THE PROPOSALS
No debriefings or scoring information shall be released before the City Manager or City
Council has recommended that a contract be negotiated with the recommended Firm.
However, after authorization has been granted to negotiate a contract, all contents of
the submitted proposals shall become public information.
DEFINITIONS
The City has established for the purposes of this RFP that the words "shall", "musY', or
"will" are equivalent in this RFP 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 is not in substantial accord with this
RFP's mandatory conditions requirements.
The words "should" or "may" are equivalent in this RFP 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 RFP document, any addendum to this RFP 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 from the City. The written dispute shall be sent via certified mail or delivered
in person to the point of contact 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.
Page 19 of 28
THE CTTY OF �,
Eagle Point Park Environmental �UFj E
Restoration Management Plan
Design, Construction Management Masterpiece on the Mississip�l
and Grant Adminisfration
Services
City of Dubuque, lowa
Consu/tant Professional Services
Request for Proposal
August 8, 2018
Appendix C
City of Dubuque Contract Terms and Conditions
Page 20 of 28
TERMS AND CONDITIONS
The following clauses shall be included in the final signed contract:
1. CONSULTANT'S ENDORSEMENT ON PLANS.
The Consu/tant 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
Consu/tant. These personnel may also be changed for other reasons however, in
either case, the Cify 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 Cityfrom 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
itself) 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 Consultant's 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
Page 21 of 28
to be constructed as a limitation of the City's right to seek recovery of damages for
negligence on the part of the Consu/tant 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 Consu/tant 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.
Page 22 of 28
THE CITY OF "�
Eagle Point Park Environmental ��gj UE
Restoration Management Plan Masterpiece o,� the Mississippi
Design, Construction Management
and Grant Administration
Services
City of Dubuque, lowa
Consultant Professional Services
Request for Proposal
August 8, 2018
Appendix D
Insurance Requirements
Page 23 of 28
City of Dubuque Insurance Requirements for Professional Services
INSURANCE SCHEDULE J
1. shall furnish a signed certificate of insurance to the City of
Dubuque, lowa for the coverage required in Exhibit I prior to commencing work and at
the end of the project if the term of work is longer than 60 days. Contractors presenting
annual certificates shall present a certificate at the end of each project with the final
billing. Each certificate shall be prepared on the most current ACORD form approved by
the lowa Department of Insurance or an equivalent approved by the Finance Director.
Each certificate shall include a statement under Description of Operations as to why the
certificate was issued. Eg: Project # or Project Location at or
construction of
2. All policies of insurance required hereunder shall be with an insurer authorized to do
business in lowa and all insurers shall have a rating of A or better in the current A.M.
BesYs Rating Guide.
3. Each certificate shall be furnished to the Department of the City of
Dubuque.
4. Failure to provide coverage required by this Insurance Schedule 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.
5. Contractors shall require all subconsultants and sub-subconsultants to obtain and
maintain during the performance of work insurance for the coverages described in this
Insurance Schedule and shall obtain certificates of insurances from all such
subconsultants and sub-subconsultants. Contractors agree that they shall be liable for
the failure of a subconsultant and subsubconsultant to obtain and maintain such
coverages. The City may request a copy of such certificates from the Contractor.
6. All required endorsements shall be attached to certificate of insurance.
7. Whenever a specific ISO form is listed, required the current edition of the form must
be used, or an equivalent form may be substituted if approved by the Finance Director
and subject to the contractor identifying and listing in writing all deviations and
exclusions from the ISO form.
8. Contractors shall be required to carry the minimum coverage/limits, or greater if
required by law or other legal agreement, in Exhibit I. If the contractor's limits of liability
are higher than the required minimum limits then the provider's limits shall be this
agreemenYs required limits.
Page 24 of 28
INSURANCE SCHEDULE J (continued)
Exhibit I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products-Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1 ,000,000
Fire Damage Limit (any one occurrence) $50,000
Medical Payments $5,000
1 . Coverage shall be written on an occurrence, not claims made, form. The general
liability coverage shall be written in accord with ISO form CG0001 or business
owners form BP0002. All deviations from the standard ISO commercial general
liability form CG0001, or business owners form BP 0002, shall be clearly
identified.
2. Include ISO endorsement form CG 25 04 "Designated Location(s) General
Aggregate LimiY' or CG 25 03 "Designated Construction Project (s) General
Aggregate LimiY' as appropriate.
3. Include endorsement indicating that coverage is primary and non-contributory.
4. Include Preservation of Governmental Immunities Endorsement. (Sample
attached).
5. Include an endorsement that deletes any fellow employee exclusion.
6. Include additional insured endorsement for:
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. Use ISO form CG 2026.
7. Policy shall include Waiver of Right to Recover from Others endorsement.
B) AUTOMOBILE LIABILITY
Combined Single Limit $1,000,000
C) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Statutory benefits covering all employees injured on the job by accident or disease as
prescribed by lowa Code Chapter 85 as amended.
Coverage A Statutory—State of lowa
Coverage B Employers Liability
Each Accident $100,000
Each Employee-Disease $100,000
Policy Limit-Disease $500,000
Policy shall include Waiver of Right to Recover from Others endorsement.
Nonelection of Workers' Compensation or Employers' Liability Coverage under lowa
Code sec. 87.22
_ yes _form attached
Page 25 of 28
WSURANCE SCHEDULE J (continued)
Exhibit I
D) UMBRELLA/EXCESS LIABILITY $1,000,000
Umbrella/excess liability coverage must be at least following form with the underlying
policies included herein.
E) PROFESSIONAL LIABILITY $1,000,000
Provide evidence of coverage for 5 years after completion of project.
F) CYBER LIABILITY $1,000,000
_ yes _ no
Coverage for First and Third Party liability including but not limited to lost data and
restoration, loss of income and cyber breach of information.
PRESERVATION OF GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Governmental Immunity. The insurer expressly agrees and states that
the purchase of this policy and the including of the City of Dubuque, lowa as an
Additional Insured does not waive any of the defenses of governmental immunity
available to the City of Dubuque, lowa under Code of lowa Section 670.4 as it is now
exists and as it may be amended from time to time.
2. Claims Coveraqe. The insurer further agrees that this policy of insurance shall cover
only those claims not subject to the defense of governmental immunity under the Code
of lowa Section 670.4 as it now exists and as it may be amended from time to time.
Those claims not subject to Code of lowa Section 670.4 shall be covered by the terms
and conditions of this insurance policy.
3. Assertion of Government Immunitv. The City of Dubuque, lowa 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 insurer.
4. Non-Denial of Coveraqe. The insurer shall not deny coverage under this policy and
the insurer shall not deny any of the rights and benefits accruing to the City of Dubuque,
lowa under this policy for reasons of governmental immunity unless and until a court of
competent jurisdiction has ruled in favor of the defense(s) of governmental immunity
asserted by the City of Dubuque, lowa.
No Other Chanqe in Policy. The above preservation of governmental immunities shall
not otherwise change or alter the coverage available under the policy.
(DEPARTMENT MANAGER: FILL IN ALL BLANKS AND CHECK BOXES)
SPECIMEN
Page 26 of 28
THE CI"TY OF
Eagle Point Park Environmental DUB E
Restorai'ion Management Plan Maste,piece on the Mississippi
Design, Construction Management
and Grant Administration
Services
City of Dubuque, lowa
Consultant Professional Services
Request for Proposal
August 8, 2018
Appendix E
Project Related Data
Page 27 of 28
Matrix of Grant Funding Amounts and Sources
Project Funding Sources Source Agency/ Dept. Amount
FY14 CIP #7202301 Stormwater City Leisure Services Department $79,597
Erosion - Ea le Point Park
REAP Grant#16-R4-CZ State IDNR $150,000
LWCF Grant#19-01320 Federal NPS pass-thru to IDNR $175,732
REAP Grant #18-R4-FC State IDNR $200,000
SRF Sponsor Grant#WRR17-017 State IDNR working with IDALS $320,000
Total $975,329
CIP Capital Improvement Project
REAP Resource Enhancement and Protection
LWCF Land and Water Conservation Fund
SRF State Revolving Laon Fund
IDNR lowa Dept. of Natural Resources
IDALS lowa Dept. of Agriculture and Land Stewardship
NPS National Park Service
Page 28 of 28