Carter Rd Detent Basin ConsultaMEMORANDUM
May 7, 2003
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:Consultant Selection for the Design of the Carter Road Detention Basin
Request for Proposals were issued for engineering and design services for the Carter
Road Detention Basin. Assistant City Engineer Gus Psihoyos is recommending
selection of Veenstra and Kimm, Inc. at a cost of $108,500, which is within the budgeted
amount.
In December of 2001, the City Council adopted the Drainage Basin Master Plan
(DBMP) produced by HDR Engineering. The DBMP addressed drainage issues in the
two major watersheds in Dubuque, the North Fork Catfish Creek and Bee Branch
watersheds, recommending over $24 million in improvements.
The first improvement recommended in the DBMP to be constructed was the NW
Arterial Detention Basin, located in the North Fork Catfish Creek watershed basin. It
was fully operational by the spring of 2002 and was tested by the June 4, 2002
rainstorm. While damage due to the rainstorm resulted in Dubuque's second
Presidential Disaster Declaration (May 1999 and June 2002) in three years, many
homes downstream of the NW Arterial Detention Basin damaged in 1999 sustained no
damage in 2002.
With the adoption of the Fiscal Year 2004 Capital Improvement Budget, the City Council
established funding for the Carter Road Detention Basin in the Bee Branch watershed
basin: The original plan was to finish the Carter Road Detention Basin in mid to late
2004. However, we are going to attempt an accelerated schedule to have the detention
basin function prior to spdng 2004 rainstorms. Veenstra & Kimm believes there is a
chance to get the facility built prior to the spring rains.
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
Gus Psihoyos, Assistant City Engineer
Mike Koch, Public Works Director
MEMORANDUM
May 6, 2003
TO:Michael C. Van Milligan
FROM:Gus Psihoyos, Assistant City Engineer
SUBJECT: Consultant Selection for the Design of the Carter Road Detention Basin
INTRODUCTION
The purpose of this memorandum is to request that the City Council approve the
selection of Veenstra & Kimm, Inc. (V&K) to provide engineering and design services for
the Carter Road Detention Basin project.
BACKGROUND
In December of 2001, the City Council adopted the Drainage Basin Master Plan
(DBMP) produced by HDR Engineering. The DBMP addresses drainage issues in the
two major watersheds in Dubuque, the North Fork Catfish Creek and Bee Branch
watersheds, recommending over $24 million in improvements.
The first improvement recommended in the DBMP to be constructed was the NW
Arterial Detention Basin, located in the North Fork Catfish Creek watershed basin. It
was fully operational by the spring of 2002 and was tested by the June 4, 2002
rainstorm. While damage due to the rainstorm resulted in Dubuque's second
Presidential Disaster Declaration (May 1999 and June 2002) in three years, many
homes downstream of the NW Arterial Detention Basin damaged in 1999 sustained no
damage in 2002.
With the adoption of the Fiscal Year 2004 Capital Improvement Budget, the City Council
established funding for the Carter Road Detention Basin in the Bee Branch watershed
basin. One of the ways the City Council was able to establish the funding was through
the formation of a stormwater utility fee, adopted in February 2002. While a financial
plan to fund all of the improvements recommended in the DBMP in a ten-year period
has been shaped, the Carter Road Detention Basin will be the first project to be
constructed using stormwater utility fees as a funding source.
DISCUSSION
The original plan was to finish the Carter Road Detention Basin in mid to late 2004,
However, we are going to attempt an accelerated schedule to have the detention basin
function prior to spring 2004 rainstorms. Most engineering firms have advised that the
aggressive schedule is not doable because of needed easement acquisitions; permitting
from DNR and other associated agencies; and the need for suitable constructioR
conditions this fall. To achieve that goal and because of the unique circumstances
involved with the design and construction of the embankment proposed for the Carter
Road Detention Basin, the City requires a consulting engineer with expertise in the
design of dams in Iowa. To that end, a request for proposals was drafted and released
to the public.
Three firms submitted proposals:
1. French-Reneker & Associates (Fairfax) with Allender Butzki (Urbandale),
WHKS (Dubuque), and Graham Land Acquisition Associates (Nevada);
2. Stanley Consultants (Muscatine) with Terracon (Dubuque), and Buesing &
Associates (Dubuque); and
3. Veenstra and Kimm (West Des Moines) with Terracon (Dubuque) and
Buesing & Associates (Dubuque).
After reviewing the proposals, the selection committee (Gil Spence, Leisure Services
Manager; Ken TeKippe, Finance Director; Gus Psihoyos, Assistant City Engineer; John
Klostermann, Street and Sewer Maintenance Supervisor; and Deron Muehring, CMl
Engineer II) agreed to interview all three firms.
Following the interviews, the committee carefully deliberated each firm's qualifications
and determined that Veenstra and Kimm has the experience and expertise to be
successful and best responded to the objectives outlined in the requests for proposals.
They also believe there is a chance to get the facility built prior to spring 2004 rains.
RECOMMENDATION
Based on the review of the proposals, presentations, and interviews the proposal review
committee recommends that the City retain Veenstra & Kimm, Inc. to provide
engineering and design services for the Carter Road Detention Basin project.
BUDGET IMPACT
Veenstra & Kimm's professional services fee proposal is $108,500. The project will be
funded from a Fiscal Year 2004 stormwater utility appropriation of $132,000.
ACTION REQUESTED
The City Council is requested to approve the selection of Veenstra & Kimm, Inc. to
provide engineering and design services for the Carter Road Detention Basin project
and to authorize the City Manager to enter into an agreement with Veenstra & Kimm,
Inc. for the project.
CC:Michael Koch, Public Works Director
Pauline Joyce, Administrative Services Manager
Ken TeKippe, Finance Director
Gil Spence, Leisure Services Manager
John Klostermann, Street & Sewer Maintenance Supervisor
Deron Muehring, Civil Engineer II
attachment: Carter Road Detention Basin Request for Proposals
CITY OF DUBUQUE
PUBLIC WORKS: ENGINEERING DIVISION
REQUEST FOR PROPOSALS
FOR
CARTER ROAD DETENTION
BASIN PROJECT
RFP Organization
CARTER ROAD DETENTION BASIN
1.0 General Information
2.0 Introduction
3.0 Project Objectives
4.0 Project Budget and Schedule
5.0 Scope of Services
6,0 Proposal Requirements
6.1 Letter of Transmittal
6.2 Qualifications Of the Firm
6.3 Fees and Compensation
7.0 Services by the Cit
8.0 Selection Criteria
9.0 Submission Requirements
Attachment A:Iowa Department of Natural Resources, Technical
Bulletin No. 16, Design Criteria and Guidelines for
Iowa Dams
Attachment B:Iowa Department of Natural Resources and U.S.
Army Coprs of Engineers Joint Application Form,
Protecting Iowa Waters
Attachment C:Conceptual Drawing of the Carter Road Detention
Basin
Attachment D: City of Dubuque Insurance Requirements for
Professional Services
2
1.0 GENERAL INFORMATION
The City of Dubuque' Engineering Division is seeking a consulting engineer to
prepare the design of the Carter Road Detention Basin. The proposed basin will
be constructed in a natural ravine within the City, providing approximately 182
acre-feet of storm water runoff storage. The majority of the design work revolves
around the design of a 40-foot high embankment that will be considered a "high
hazard" dam.
See the "Scope of Services" section of this Request for Proposals for more
details on the work to be performed. In general, the consultant must produce
detailed plans, specifications, and contract documents for the detention basin in
addition, the consultant will act as the project engineer during the construction
phase of the project, including construction inspection to ensure that the
contractor(s) follow the plans and specifications for the basin.
The consultant must satisfy Iowa Department of Natural Resources (IDNR) and
U.S. Army Corp of Engineers (USACE) requirements. It is anticipated that a
permit will be required by each agency and it will be the consultant's
responsibility to obtain all required permits.
Proposals must be received no later than 5:00 p.m. CDT on April 23rd, 2003 at:
City of Dubuque (Engineering)
C/O Gus Psihoyos, Assistant City Engineer
50 West 13th Street
Dubuque, Iowa 52001-4864
Please direct all questions and correspondence regarding this RFP to Gus
Psihoyos (563-589-4275) or Deron Muehring (563-589-4276) from the City of
Dubuque Engineering Division or by fax at (563) 589 - 4205.
2.0 INTRODUCTION
The City of Dubuque (City) is located in northeastern Iowa iust across the
Mississippi River from Illinois and Wisconsin. The City is approximately 27
square miles in area, with a population of nearly 60,000 persons. Providing a full
range of services, the City's annual operating and capital budget is nearly $100
million. More information about the City organization can be found on the City's
official web site at www.cityofdubuque.org.
Dubuque's terrain is widely varied, with steep hills, bluffs, and a flat area
protected from the Mississippi River by a floodwall. Rugged rock outcroppings
dot the bluffs and many wooded areas are located within the city limits.
3
Purpose
The following RFP contains a scope of services for the design and construction
management services for the detention basin. The design team must have a
strong background and project experience in dam construction and be familiar
with the requirements set forth by the permitting agencies.
Background
As HDR Engineering (Omaha, NE) was preparing a Drainage Basin Master Plan
(DBMP) for the Bee Branch watershed basin, drainage problems became evident
to all in the late hours of May 16, 1999. A severe thunderstorm moved over
Dubuque producing between two and a half (2.5) and five (5) inches of rainfall in
a six hour pedod, the later indicating between a 50 and 75-year rainfall event.
The resulting damage to infrastructure and private property prompted a
Presidential Disaster declaration for Dubuque County.
HDR recommended $24.5 million in drainage improvement projects, reporting
that over 1,150 homes and businesses in the Bee Branch watershed basin are at
risk of flood damage during a 100-year rainfall event. In December of 2002, the
City Council adopted the DBMP prepared by HDR. The Carter Road Detention
Basin project was identified as a component of the recommended solution to
downstream flooding problems.
Located in the northwest portion of the city, the 1.9 square mile W. 32na Street
watershed sub-basin makes up 26.7% of the Bee Branch watershed. Of the 1.9
square miles, 0.80 square miles of the watershed drains to the location of the
proposed Carter Road Detention Basin (see Figure 1).
The DBMP asserts that the construction of an earthen embankment across the
existing natural ravine would create 182-acre-feet of storage, enough capacity to
capture and store - indefinitely - the storm water runoff associated with a 100-
year rainfall event.
3.0 PROJECT OBJECTIVES
The objectives for the consultant are:
3.1 Design the Carter Road Detention Basin;
3.2 Prepare plans and specifications;
3.3 Acquire permits from regulatory agencies;
3.4 Respond to regulatory agencies, impacted residents, and potential
construction contractors; and
3.5 Manage/oversee the construction of the detention basin.
4
Figure 1.Location of the proposed Carter Road Detention Basin and the
contributing drainage area to the project site within the Dubuque city
limits.
4.0 PROJECT BUDGET AND SCHEDULE
A total project budget of $875,000 has been established for the design,
property/easement acquisitions, and construction associated with the Carter
Road Detention Basin project.
The anticipated project schedule is as follows:
RFPs released to public: April 9, 2003
Responses due: April 23, 2003
Short list established: April 28, 2003
Interviews: May 1 through May 6, 2003
Consultant selection: May 9, 2003
Committee to Recommend Firm to City Council: May 19, 2003
Project Initiated by Consultant: June 2, 2003
5
5.0 SCOPE OF SERVICES
The scope of services outlined below defines some but not all of the anticipated
tasks and products required to complete the design and construction of the
Carter Road Detention basin.
5.1 Project Management
The consultant will be required to monitor the design and construction
progress, suggest innovatigns that reduce the projects timeline and cost,
and produce a monthly progress report.
5.1.1 Oversee the design of the detention basin
5.1.2 Satisfy IDNR, USACE, and other perrnitting requirements
(e.g. NPDES Construction Site Permit, Floodplain Permit, 404
permit, etc.)
5.1.3 Oversee the detention basin construction
5.1.3.1 Construction Submitfals
It will be the responsibility of the consultant to review
shop drawings and other information submitted by
contractors for compliance with the design plans and
specifications and requirements of the contract
documents.
5.1.3.2 Construction Inspection (Site Visits)
The consultant shall make periodic visits to the
construction site to observe the progress and quality of
the work being performed. It will be the consultant's
responsibility during construction to assure conformance
with design plans and specifications.
Inspections must be performed by a professional
specialized in the area of work being performed.
Inspections shall include, but not be limited to, observing
construction and keeping detailed records f activities,
quality assurance, and compliance with the plans and
specifications.
5.1.3.3 Applications for Payment
The consultant will be responsible for the determination
as to the work satisfactorily completed for periodic
payments to contractors.
Change Orders
5.1.3.4 The consultant is responsible for preparing independent
estimates of cost for typical change orders prepared by
the contractor and participate in the negotiation and
approval process for such change orders.
Contract Document Interpretation
5.1.3.5 The consultant will be responsible for fu mishing detailed
working drawings, spe, cifications and written instructions
as necessary to interpret the Contract Documents and
resolve changes brought about by actual field conditions
encountered.
6
5.1.4 Acquire Property and FIooding Easements (23 properties)
The Consultant, along with City staff, must meet with the residents
that own property surrounding the proposed detention basin. In
most cases flooding easements and/or land acquisitions will be
required.
5.1.5 Manage and Present Materials at Public Meetings
At least two public meetings are to be held to present the project in
an open public forum to receive comment on the project design
concepts.
5.1.6 Present at a City Council Work-Session
5.1.7 Manage Pre-Construction Meeting with Winning Contractor
5.2 Engineering Analysis
The consultant must meet or exceed the design criteria and guidelines
established in the IDNR, Technical Bulletin No. 16 (see attachment A).
5.2. Hydrologic Modeling
The detention basin and associated dam must be designed to
impound the 100-year recurrence interval rainstorm for flood control
purposes. Because the proposed embankment will be considered
a "high hazard dam," the freeboard must be designed for the
probable maximum flood (PMF). The hydrologic model (HEC-
HMS) prepared by HDR Engineering will be made available.
5.2.2While HDR Engineering has reported that the entire volume of
runoff generated from a 100-year rainfall event could be stored at
the site of the proposed detention basin, the City anticipates that
the outlet works would not restrict the entire flow. Rather, a small
diameter pipe would allow Iow flows to pass through the detention
basin. The consultant must provide the hydrological and hye'aulic
engineering calculations to facilitate the City's determination as to
the frequency and depth of detention basin flooding for smaller
rainfall events. This may include the development of scenarios
associated with up to three different sized outlet pipes. The
consultant must establish the basin flood depths due to the 2, 10,
100-year rainfall events.
Site Characterization - Data Collection
It is the responsibility of the consultant to collect any and all data,
which is necessary for the design, construction, and maintenance
of the detention basin.
5.2.2. ~ Detailed Ground Survey
The consultant shall be responsible to perform and/or
hire a sub-consultant to perform a detailed ground
survey. A Professional Surveyor registered to practice in
the State of Iowa must sign all survey plans. The
consultant wil be responsible to record and verify all
pertinent topographic elevations, identify ownership of
adjacent properties, and locating existing utilities. The
ground control and elevations are to be referenced '~o the
City's existing geographical information system.
7
5.2.3
5.2.4
5.2.2.2
It will be the consultant's responsibility to field-locate
structures, Utilities, and easement limits etc.. to establish
and protect limits of disturbance zones during
construction.
Geotechnical inspections
The consultant shall provide or obtain geotechnical
services to perform an investigation (soil borings/testing)
and make determinations as to the existing soil
conditions and how the conditions impact the design the
basin's embankment and embankment foundation.
A soils and foundation analysis is required that includes
an evaluation of the slope stability, anticipated vertical
settlement and horizontal elongation, seepage and
under-seepage potential, whether cathodic protection is
needed for metal pipes, and proper construction
practices for the soil types and conditions encountered.
The geotechnical report shall discuss appropriate
construction techniques and support Feqdirements
necessary to properly construct this project including a
soils suitability analysis for dam construction
5.2.2.3 Property lines and corners; and
5.2.2.4 Existing Utilities (e.g. sewer, water, gas. and others)
5.2.2.5 Stream Bed Loading
The consultant must establish/estimate a stream bed
load to establish maintenance activities required to
ensure hydrologic and hydraulic function as designed.
5.2.2.5 Additional Relevant Data
The consultant.will be responsible for collecting any
additional data that is necessary for the design,
construction, and maintenance of a dam controlled
stormwater facility.
Settling Basin
Hydraulic Analysis
In the State of Iowa, a dam breach analysis is required to determine
the hazard classification of a dam or identify the consequences of
improper gate operation. Through conversations with the IDNR,
the City of Dubuque understands that the proposed Carter Road
Detention basin would be a "High Hazard" dam The City will highly
discourage the design of an outlet works that could be
compromised by the loss of power or require a person to annually
"operate" any portion of the outlet works during periods of inclement
weather. Therefore, the IDNR has stated that a dam breach
analysis may not be necessary. However, the consultant should
include a cost to do a dam breach analysis with the proposal in the
event that, upon review of the detention basin, the IDNR dictates
the analysis.
8
The consultant must establish the basin flood depths due to the 2.
10, and 100-year rainfall events.
5. 3 Preliminary Design
The purpose of the preliminary design is to ensure that the consultant fully
communicates the functional' details of the proposed detention facility. For
example, the City must feel comfortable with the depth of flooding within
the detention basin under frequent rainfall events, in addition, the City
must be in agreement on the operation and maintenance requirements
associated with a particular design.
5.4 Construction Drainage Plan
The Consultant must establish the plan for maintaining the flow of the
existing creek during the construction of the dam-embankment.
5.5 Development of an Emergency Action Plan
5.6 Detailed Design
5.6.1 Foundation Design
5. 6.2 Embankment Design
The consultant is responsible for determining the suitability of
available fill material and the associated embankment design
requirements.
5.6.3 Spillway Design
Per the IDNR, the principal spillway must be designed to convey
the 100-year flood.
5.6.4 Outlet Works Design
5.6.4.1 Anti-seep collars or other means of piping and seep
control;
5.6.4.2 Anti-vortex devices;
· 5.6.4.3 Trash racks or other inlet debris controls: and
5.6.4.4 Stilling basin or comparable energy dissipater
5.6.4.5 To minimize downstream erosion potential, the
consultant should design the discharge rate of the basin
to minimize erosion.
5.6.5 Settling Basin Design
5.6.6 Sanitary Sewer Relocation
The existing sanitary sewer must be re-designed to accommodate
the construction of the proposed detention basin. The design must
include measures to prevent infiltration of storm water into the
sanitary sewer. In addition, the sanitary sewer must not
compromise the strength or functionality of the proposed detention
basin.
5.6.7 Access Roadways
The consultant will be responsible for the design of construction
and maintenance access roadways to ped:orm the work specified in
the construction plans. The roadways must be capable of
supporting construction equipment for the duration of the project.
The consultant must also prepare design plans for two access
roadways, which may or may not be the same used during
construction, to be utilized for maintenance purposes.
5. 7 Develop Construction Plans, Specifications, and Bid Documents
9
6.0
5.8
5.9
5.10
The Consultant shall be required to complete all of the specifications
required to complete the bid documents. The detailed specifications shall
include, but not be limited to, cover in sufficient detail the type and quality
of materials, required tests and guarantees, methods of construction
unrelated to OSHA requirements, sequence of construction and all other
information required for the construction of the project.
5.7.1 Provide a set of reproducible construction plans and specifications
signed by a Professional Engineer licensed in the State of Iowa.
5.7.2 Prepare and manage the issuance of addenda that may be
- required.
5.7.3 Produce a Construction Cost Estimate.
5.7.4 Erosion Control Plan (Pollution Prevention Plan)
The pollution prevention plan must meet IDNR guidelines.
Operation, Inspection, and Maintenance Requirements
The consultant must produce a document that outlines the recommended
operational procedures and frequency of inspection and maintenance
required of the City to ensure the proper functionality of the detention
basin.
Bank Stabilization Plan
The consultant shall prepare a bank stabilization plan based on the final
elevations to stabilize construction slopes and minimize future streambank
erosion.
Construction Staking
PROPOSAL REQUIREMENTS
The proposal should present and discuss a project approach to accomplish the
objectives of the project outlined herein. The proposal should discuss how the
proposed project approach differs from the scope of services in this RFP and
present the rational for the proposed changes, The fees and compensation
proposal (see below) must reflect the scope of services outlined in the RFP and
any deviations from the scope of services identified by the consultant.
The City desires that the detention basin is operational by the end of the year.
Realizing that there are many potential stumbling blocks between the issuance of
this RFP and the completion of the construction project, the consultant is
encouraged to review the entire design process and scope outlined herein and
identify alternative design techniques or processes to accomplish the design and
construction in a more efficient/timely manner.
The proposal will include the following information and must be organized in the
manner specified below.
6.1
Letter of Transmittal
Provide a letter of transmittal briefly outlining the consuttant's
understanding of the work and the name, address, telephone number and
fax number of the consultant's primary contact person.
10
6.2
Profile of Firm
Provide and present the following information in a clear and concise
format. Consultants should present matedal that illustrates the firm's
experience and expertise with this type of project.
6.2.1 Provide the Firm's official name, address, and principal offices
6.2.2 Provide project references illustrating the firm's experience with:
6.2.2.1 High hazard dam design;
6.2.2.2 High hazard dam designs in Iowa;
6.2.2.3 Detention Basin Design;
6.2.2.4 Working with the Iowa Department of Natural Resources
(IDNR), Iowa's permitting authority for dam construction;
6.2.2.5 Working with the U.S. Army Corp of Engineers and 404
permits;
6.2.2.6 Hydrologic and hydraulic modeling; and
6.2.2.7 Working with impacted residents acquirinc~ easements.
6.2.3 For at least three references list:
6.2.3.1 Project name and location;
6.2.3.2 Contact person and telephone number;
6.2.3.3 Cost of work (actual cost vs. initial estimated cost);
6.2.3.4 Time required to complete the project; and
6.2.3.5 The role and responsibility of members of the firm's
proposed "Carter Road Detention Basin" design team.
6.2.4 Provide abbreviated resumes highlighting their experience in
relation to the work referenced in 5.2.3 above of the personnel
who will be working on the Carter Road Detention Basin project
(including sub-consultants). Include their education as well as,
specialized and technical competence to perform the tasks they will
be called on to do in conjunction with the design of the Carter Road
Detention Basin.
6.2.5 Specify the Firm's ability to integrate this project into their work
schedule.
6.2.6 Include any thoughts that would improve the development of the
plan and recommend any work not identified in this RFP that is
considered essential for the design of the detention basin.
6.2.7 The proposal should include a list of deliverables.
6.2.8 Include a project schedule outlining the t~me and estimated
completion date of the proposed scope of work. This should include
a schedule for and description of all deliverable products
throughout the period.
6.2.8.1 Site Survey
6.2.8.2 Geotechnical analysis
6.2.8.3 Detention basin design
6.2.8.4 Development of plans and specifications
6.2.8.5 Acquisition of permits: The IDNR has indicated that it
takes approximately two to three months to move through
the permitting process.
11
7.0
8.0
6.3
6.2.8.6 Construction Bidding: The City's goal is to have the
detention basin operational by October of 2003.
6.2.9 The proposal should specify anticipated City resources in terms of
personnel, facilities or equipment utilized by the consultant during
the project contract period.
Fees and Compensation
Separate the Fees and Compensation proposal (separate enclosure) from
the other portion of the RFP submittal. The fees and compensation
proposat must reflect the scope of services outlined in the RFP with any
deviations from the scope of services identified by the consultant. The cost
for individual tasks must be identified. For example: The costs associated
with the survey work associated with prepanng easement plats should be
identified. There are some tasks outlined in the scope of services that the
City might choose to perform.
Taxes
The City of Dubuque is exempt from all State sales tax. Do not include
sales tax in the Firm's proposal price. Tax exemption certificates will be
supplied upon request.
SERVICES BY THE CITY
Hydrological information pertaining to the Bee Branch watershed compiled by
HDR Engineering (Omaha, NE) will be provided to the selected firm. Electronic
files associated with the computer modeling efforts will be made available upon
request.
The City of Dubuque has a geographical information system referred to as the
Dubuque Area Geographical Information System, or DAGIS. Available
topographical mapping includes 2-foot contours, digital terrain data. parcel
outlines, building outlines, edge of pavement, storm sewers, sanitary sewers,
water main, and aerial orthogonal photos.
SELECTION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements
of the proposal format. A review of qualifying proposals will identify firms that
most closely meet the needs of the City of Dubuque. The City will evaluate
proposals based upon the following criteria (not necessarily listed in order of
importance):
8.1 Qualifications and experience of the firm-reference checks, achievements
and completion of similar projects.
8.2 Project team-qualifications and experience with similar projects of the
principal consulting staff proposed to work on the project, variety and
application of various disciplines within the team, and availability and
qualifications of any subcontracting staff.
8.3 Grasp of the project requirements-the firm's understanding of the scope,
preparation and level of interest.
12
9.0
8.4
8.5
8.6
8.7
8.8
Design approach/methodology in completing the scope of work and
services-technical alternatives, creativity and problem solving ability.
Responsiveness-general attitudeand ability to communicate to audiences
with varying technical backgrounds.
Local economic impact-ability to incorporate local firms.
Schedule evaluation-time required to complete the project.
Proposed cost to complete the project.
The RFP committee will rank the responsive consultants and compile a
short list of firms. Consultants remaining after the initial screening will be
contacted and invited to interview. Firms will be ranked based on the
interview and overatl responsiveness to the RFP. The City of Dubuque ~s
an Equal Employment Opportunity Employer.
SUBMISSION REQUIREMENTS
Proposals are to be signed by an officer of the firm authorized to bind the
submitter 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
ninety (90) days is required. The proposal submitted by the firm shall become an
integral part of the contract between the City and the Firm and representations,
covenants, and conditions therein contained shall be binding upon the person,
firm or corporation executing the same. Failure to manually sign proposal will
disqualify it.
An original plus 10 copies of the proposal must be received in the office of the
City of Dubuque's Engineering Division by 5:00 p.m. CDT on April 23, 2003. The
address is:
City of Dubuque (Engineering)
C/O Gus Psihoyos, Assistant City Engineer
50 West 13th Street
Dubuque, Iowa 52001-4864
Each firm' assumes full responsibility for delivery and deposit of the completed
proposal package on or before the deadline. Proposals received after the
specified time will be returned unopened.. 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 cost incurred by any firm before the
execution of an agreement or contract. Nor shall the City of Dubuque be liable
for any costs incurred by the firms not specified in contract documents. The City
shall become owners of the proposals upon submission.
Attachment D outlines the insurance requirements for professional services.
Please direct all questions and correspondence regarding this RFP to Gus
Psihoyos (563-589-4275) or Deron Muehring (563-589-4276) from the City of
Dubuque Engineering Division or by fax at (563) 589 - 4205.
13