Request for Proposals - Parking Ramp Maintenance Needs Assessment ProjectCopyrighted
March 16, 2020
City of Dubuque Consent Items # 7.
ITEM TITLE: Request for Proposals - Parking Ramp Maintenance
Needs Assessment Project
SUMMARY: City Manager recommending authorization to release a
Request for Proposals for engineering services related to
conducting a maintenance needs assessment for each of
the City's seven parking structures and that the City
Manager be authorized to negotiate an agreement with the
recommended consultant.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description
Parking Ramp Maintenance Needs Assessment RFP-
MVM Memo
Staff Memo
Type
City Manager Memo
Staff Memo
Masterpiece on the Mississippi
Dubuque
bitil
All-A.aia City
111111
2007.2012.2013
2017*2019
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Parking Ramp Maintenance Needs Assessment Project - Request to
Distribute RFP
DATE: March 9, 2020
Project Manager Steve Sampson Brown requests City Council authorization to release
a Request for Proposals for engineering services related to conducting a maintenance
needs assessment for each of the City's seven parking structures and that the City
Manager be authorized to negotiate an agreement with the recommended consultant.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
/..
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Gus Psihoyos, City Engineer
Steve Sampson Brown, Project Manager
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Steve Sampson Brown, Project Manager
Dubuque
AII•Amerise City
IlYi
2007.2012.2013
2017*2019
SUBJECT: Parking Ramp Maintenance Needs Assessment Project — Request to
Distribute RFP
C I P 730-2046/2162
DATE: March 6, 2020
INTRODUCTION
The purpose of this memorandum is to request City Council approval to distribute a
Request for Proposals (RFP) for engineering services related to conducting a
maintenance needs assessment for each of the City's seven parking structures. The
RFP will also provide for as -needed professional engineering services for a term of
three years with an option for two one-year contract extensions at the discretion of the
City.
BACKGROUND
The City of Dubuque currently owns and operates seven parking structures in various
states of repair. The City has limited engineering data on the remaining service life of
each parking structure, or specific upcoming needed repairs, and the budgets needed to
properly maintain them. A facilities management best practice is to maintain an
updated condition assessment of each structure. This effort will establish a
comprehensive condition assessment for every City owned parking structure. It is the
City's goal that the outcome of this needs assessment will help to maximize the service
life of each parking structure.
DISCUSSION
The City is seeking a Consultant to inspect and assess the condition of each of its
seven parking ramps and prepare a report detailing future capital repair needs over a
20-year span and create an annual maintenance schedule for each ramp. Due to
limited project funding, the City will specify the order in which the ramps are to be
inspected and authorize each inspection separately as funding becomes available. The
initial Phase I authorization will provide for the assessment of the Locust Street, Iowa
Street and Port of Dubuque Parking Ramps.
The scope of work covered by this RFP includes the following:
• The condition assessment analysis shall include a narrative on the physical state
of each component analyzed, a capital repair budget, all based on the format
Page 1 of 4
recommend by the National Parking Association's Parking Facility Maintenance
Manual (Fifth Edition) Service Life Section.
• After the assessment is completed for each structure, a detailed, long-term,
capital repair budget will be developed using data collected during the condition
assessment. The capital budget will include both preventative maintenance and
replacement costs over a 20-year period. Each physical feature that requires
maintenance shall be prioritized based on the element's criticality, and the impact
that deferring maintenance will have the remaining service life of the element.
• The City's long-term goal is to implement a City-wide smart parking system. The
report for each ramp shall include a section detailing the feasibility and cost of
implementing a smart parking system at each ramp location.
• An ongoing, annual maintenance schedule for each structure shall be developed
in coordination with the City's Engineering and the City's Transportation Services
Departments. The work listed in the schedule will be expected to occur at least
one per year. Each item of work in the schedule will be identified either to be
completed by City staff or outsourced to a vendor.
• The schedule will cover the categories of parking structure maintenance as
referenced in the National Parking Association's Parking Facility Maintenance
Manual (Fifth Edition) Routine Maintenance Section.
• Maintenance and repair schedules shall be formatted in the same way as those
in the Parking Facility Maintenance Manual. For work items identified to be
completed by City staff, an estimate of the number of hours to complete each
task will be provided. For work items to be outsourced to a vendor, a cost
estimate to complete each task will be provided.
• As -needed professional engineering services for a term of three years with an
option for two one-year contract extensions at the discretion of the City related to:
1) Design, construction administration, and construction testing services
involving any City owned parking structure (excluding any new parking
structure)
2) Investigative testing and analysis of any City owned parking structure
3) Capital budget cost estimating, updating, or modification
4) Maintenance schedule updating or modification
5) Parking structure traffic impact, location, or miscellaneous parking related
studies
6) Smart parking technology
Page 2 of 4
The schedule for the RFP distribution and consultant selection is as follows:
RFP Release to Public
Response Due Date
Consultant Interviews
Recommendation to City Manager
March 17, 2020
April 2, 2020
Week of April 13th, 2020
April 21, 2020
The recommend review committee for the submitted proposals is as follows:
• Renee Tyler, Director of Transportation Services
• Russ Stecklein, Field Supervisor
• Steve Gerardy, Parking Systems Tech
• Tony Breitbach, Purchasing Coordinator
• Gus Psihoyos, City Engineer
• Todd Irwin, Engineering Technician
• Steve Sampson Brown, Project Manager
RECOMMENDATION
It is recommended that the City distribute Parking Ramp Maintenance Needs
Assessment Project RFP and solicit proposals from qualified consultants to provide the
stated professional services.
BUDGET IMPACT
The estimated cost for consulting services associated with Phase I of the Parking Ramp
Maintenance Needs Assessment Project is estimated to be between $65,000-$85,000.
On -call consulting service work performed on individual capital projects will be
recharged to those projects, with the scope and fee to be negotiated for each project.
CIP
Funding Source
Available
Funding
730-2046
Parking Ramp Occupancy Certification
$59,935.00
730-2162
Port of Dubuque Ramp Maintenance*
531,927.00
Total Available Project Funding
$591,862.00
*Due to existing public -private partnership agreements, funds in the CIP can only be spent on this
location.
ACTION TO BE TAKEN
I respectfully request authorization to release the RFP for professional services for the
Parking Ramp Maintenance Needs Assessment Project and that the City Manager be
authorized to negotiate an agreement with the recommended consultant.
SSB/ssb
cc: Jenny Larson, Director of Finance and Budget
Renee Tyler, Director of Transportation Services
Russ Stecklein, Field Supervisor
Page 3 of 4
Steve Gerardy, Parking Systems Tech
Tony Breitbach, Purchasing Coordinator
Gus Psihoyos, City Engineer
Todd Irwin, Engineering Technician
F:\PROJECTS\Parking Ramp Maint Needs Assessment 2020\_RFP\Parking Ramp Maint - Counil memo to dist RFP
03.05.2020.docx
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