18th Street Office Building Renovation_Request for ProposalsMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: 18th Street Office Building Renovation - Architectural Design and
Construction Administration Consultant
Request for Proposal Distribution
DATE: October 12, 2010
Dubuque
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2007
Building Services Manager Rich Russell requests City Council authorization to distribute
a Request for Proposal to seek qualified firms interested in providing architectural
design and construction administration services for the 18 Street Office Building
Renovation Project and to authorize the City Manager to negotiate and sign a contract
with the selected firm. This expedited process will keep this project moving to meet the
federal grant requirements of one of the tenants, Crescent Community Health Center,
and the school schedule of another tenant, Operation New View's Head Start.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Rich Russell, Building Services Manager
Mic ael C. Van Milligen
THE CITY OF
DUBt'U MEMORANDUM
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Rich Russell, Building Services Manager
SUBJECT: 18 Street Office Building Renovation - Architectural Design and
Construction Administration Consultant
Request for Proposal Distribution
DATE: September 27, 2010
INTRODUCTION
The purpose of this memorandum is to request authorization to distribute a Request for
Proposal to seek qualified firms interested in providing architectural design and
construction administration services for the subject project. Additional approval is
requested for the establishment of a RFP Review Committee to recommend a consulting
firm for the 18 Street Office Building Renovation Project and to authorize you to
negotiate and sign a contract with the selected firm.
BACKGROUND
The 18 Street Office Building, located at 1805 Central Avenue, is a two story building,
and has approximately 2,500 ft.' of space on each of the first floor and second floors.
The building is intended to be utilized as a Head Start and pre - school program for
toddlers. A multi function conference room will also be created that will support
programs sponsored by the Crescent Community Center. Additionally, the multi function
conference room will be available for evening use by the surrounding community for
activities and events.
The estimated design and construction cost of the building is $1,090,000. It is
anticipated that the timeframe for the architectural design contract is 2 months following
the signing of a professional services contract. The current estimate for the time to
complete the bidding and construction work is approximately 6 months.
DISCUSSION
The following City staff will serve as the committee to review the proposals that are
scheduled to be received on November 1, 2010.
Voting Members
- Rich Russell, Building Services Manager
- David Heiar, Economic Development Director
- Ken Tekippe, Finance Director
- Paul Schultz, Resource Management Coordinator
- David Harris, Housing Director
Mary Rose Corrigan, Health Department Manager
Non - voting Members
— Steve Sampson Brown, Project Manager
— Julie Woodyard, Crescent Community Health Center
ACTION TO BE TAKEN
Your approval is sought to distribute the Request For Proposal to consultants and City
Council permission for the City Manager to negotiate and sign a contract with the
selected firm would be appreciated. If you have any questions or need additional
information, please contact me.
REQUEST FOR PROPOSAL (RFP)
THE CITY OF
ETJB ��
ISSUE DATE: October 18, 2010
CONTACT: Rich Russell
PHONE NO: 563 - 589 -4152
EMAIL: rrussell @cityofdubuque.org
Masterpiece on the Mississippi
SUBMIT PROPOSAUOFFER PRIOR TO:
CLOSING DATE: November 1, 2010
CLOSING TIME: 2:00 P.M. (local time)
SUBMIT TO:
SEE Section 8.0
FAX/EMAIL NOT ACCEPTED
DESCRIPTION:
Architectural Design and Construction Administration
Services for the 18 Street Office Building Renovation Project
RECEIPT OF PROPOSAL
If you are considering a response
the left, fill in the information below
that you received this RFP.
NO RESPONSE REPLY
If you do not want to respond to
ACKNOWLEDGEMENT
to this RFP, please mark the box to
and return this sheet as a confirmation
this RFP at this time, please mark the
below and return this sheet only.
box to the left, fill in the information
COMPANY NAME:
DATE:
MAILING ADDRESS:
CITY /STATE:
ZIP CODE:
AUTHORIZED SIGNATURE:
PRINTED NAME:
TITLE OF AUTHORIZED REPRESENTATIVE:
EMAIL:
PHONE:
CITY OF DUBUQUE
BUILDING SERVICES
DEPARTMENT
REQUEST FOR PROPOSAL
18 Street Office Building
Renovation Project
City of Dubuque, Iowa
September 24, 2010
Page 2 of 34
Table of Contents:
RFP ORGANIZATION
18 Street Office Building
Renovation Project
City of Dubuque, Iowa
September 24, 2010
SECTION PAGE
1.0 Introduction 4
2.0 Project Objectives 4
3.0 Community Background 5
4.0 Project Scope of Services 5
5.0 Use of City Resources 10
6.0 Information to be Included in the Proposal 10
7.0 Proposal Question and Answers 12
8.0 Submission Requirements 13
Appendix A Consultant Evaluation Selection Process 15
Appendix B RFP Rules and Protest Procedure 19
Appendix C City of Dubuque Contract Terms and Conditions 21
Appendix D Insurance Requirements 24
Appendix E Project Related Data 34
Page 3 of 34
18 Street Office Building
Renovation Project
City of Dubuque, Iowa
1.0 INTRODUCTION
2.0 PROJECT OBJECTIVES
September 24, 2010
Page 4 of 34
Consultant Professional Services
Request for Proposal
Masterpiece on the Mississippi
The City of Dubuque, Iowa is soliciting competitive sealed proposals from qualified
professional consulting firms to complete a renovation of the City's 18 Street Office Building,
located at 1805 Central Avenue.
After a professional services agreement is negotiated, the City requires the design and
construction phases for the project to be completed no later than May 31, 2011. 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 Building
Services Department as authorized by the City Council.
The City is in the process of accommodating the relocation of Head Start and Pre - School
Programs into the 18 Street Office Building. The City envisions the project providing a fully
renovated building to support all functions of the programs. The completed project will
produce a fully accessible facility that is child friendly and has child safe interior and exterior
environments. Approximately 25% of the interior space will be converted into a multi
functional community meeting room & small commercial kitchen that supports programs
sponsored by the Crescent Community Center. The community room will be available after
normal business hours for use by the public.
Other components of this project will include a complete upgrade of all building's utility
systems and building's envelope. Additionally, the project will include construction of an
elevator shaft and associated foundation work at the northwest corner of the building.
The final design will need to be in compliance with the Secretary of the Interior's Standards
for Rehabilitation.
Sustainable design practices should be applied to all aspects of the project. In 2006, the
Mayor and City Council identified Sustainability and Green City designation as a top priority.
Since then, the city has been working to implement this priority as listed on the
www.sustainabledubugue.org website on all projects. The City will place special emphasis on
energy efficiency and constructing a high performance building to reduce long term operation
and maintenance costs and the incorporation of renewable energy components. The US
EPA's Energy Star design and rating criteria shall be applied to this project in applicable
areas.
Value Engineering will be used throughout the design process to determine the extent of
sustainable design practice implementation. Value Engineering will also be utilized on all
other parts of the project as necessary to keep the project within budget.
In summary, the City is seeking a Consultant to design and engineer all aspects of the
project, prepare construction documents, assist the City with bidding the project and serve as
the project's Construction Administrator.
3.0 COMMUNITY BACKGROUND
The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to
Illinois and Wisconsin. The City is approximately 30 square miles in area, with a population
of approximately 60,000 people. The City's annual operating and capital budget is nearly
$142 million and funds a full range of services. The City's web site is www.cityofdubuque.org.
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. City
government works in collaboration with the private sector to promote economic development.
The job creation and unemployment numbers show that Dubuque is growing steadily in the
current economic climate. Dubuque's construction numbers reveal an even more
encouraging picture. The City has formed strong relationships with the local business
community to promote continued economic growth and success.
4.0 PROJECT SCOPE OF SERVICES
The following outline represents the minimum components for providing architectural and
construction management services for the 18 Street Office Building Improvement Project.
The Consultant should describe the means or strategy by which they will satisfy the Scope of
Services, or at the Consultant's preference provide an alternative or second additional hybrid
strategy that would improve the results of the project. If a hybrid strategy is being
recommended by the Consultant, the Consultant should detail what processes and methods
would be used to make the project better. The construction budget for this project has been
established with a funding amount of $1,090,000.
The City has already completed a basic programming study and estimate for the project
which is included in Appendix E. The City has also applied for a State of Iowa SEP grant for
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energy efficiency (see Appendix E). The hired consultant is expected to execute the vision of
these two documents while adding refinements that will improve the results of the project.
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 Total Project Cost (TPC) budget are being
monitored and adhered to at all times during the design and construction of the
project. One of the Project Manager's prime responsibilities is to track and facilitate
solutions for any issues that may arise during the design and construction phases.
This includes acting as the working lead on the project when city staff time is limited
and not available to coordinate critical path solutions. Additionally, the Project
Manager shall serve as the primary point of contact for all exchange of information
between the City and the Consultant.
4.1.2 The Project Manager shall maintain an updated, Work Breakdown Structure
(WBS) /task outline for the duration of the design and construction administration
phases. The WBS shall contain line items for all major tasks and deliverable
components of the project. Each listed task shall be aggregated into groups of work
with and associated fee no larger than $10,000. Project Management shall be listed
as a separate task on the WBS. The Project Manager shall track on the WBS the
amount of work accomplished for each task that is listed.
4.1.3 The Project Manager shall maintain an updated project schedule for the duration of the
design phase based on the tasks listed in the WBS. The Project Manager shall be
responsible for reviewing and monitoring the Contractors project schedule during
construction.
4.1.4 The Project Manager shall maintain an updated Total Project Cost (TPC) budget for
the duration of the project. The TPC budget shall be completed using the best
available information at the time of each submittal in order to provide an estimated
total cost for all components of the project. The budget shall include estimated
construction costs, equipment/furniture costs and all direct costs and reimbursable
expenses for the Consultant, Subconsultants and the City.
4.1.5 During the design and construction phases of the project, the Project Manager shall
submit to the City a bulleted progress report for the project. The summary shall only
contain a list of major events that have occurred since the last report submittal, along
with a list of work that will be accomplished in the upcoming weeks and a list of critical
items that need immediate attention.
4.2 - Project Manager Deliverables
The following is a list of requirements that shall be provided throughout the project.
4.2.1 The Project Manager shall submit by electronic mail a copy of the WBS to the City on
a monthly basis. The WBS shall be submitted on the first day of each month. On the
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day of submittal, the Project Manager shall be available for approximately 15 minutes
by phone to discuss items on the WBS.
4.2.2 The Project Manager shall submit an updated electronic copy of the project schedule
on the first day of each month. This submittal is required during the design and
construction administration phases.
4.2.3 The TPC budget shall be submitted to the City in an electronic file format on the first
day of each month.
4.2.4 The Project Manager shall submit the progress report on the first day of each month.
The summary shall be submitted by electronic mail and be less than a single page in
length.
4.3 — Predesign Phase
4.3.1 Visit with City and prospective building tenants to gain understanding of the space
utilization needs. Update the conceptual floor plan that is attached in Appendix E.
4.3.2 Submit a brief technical memorandum that lists all Federal, State and City reviews,
permits and approvals that are required as part of the design and construction of the
project. The memorandum should detail how any specific review, permit or approval
may complicate or delay the completion of the project.
4.3.3 Key members of the Consultant project team will lead a project kick - off /scope review
meeting. The meeting will be held prior to the commencement of the schematic
design phase and will involve City staff and key project stakeholders. At the meeting,
the project team will confirm that they have a clear understanding of the project scope
by reviewing the information collected under Sections 4.3.1 -3 and receiving feedback
from City Staff and project stakeholders.
4.4 — Design Phase
General components included in the design of the project include: new roof, high
performance building envelope, restoration of the historic front facade, exterior elevator shaft
at rear of building, a code compliant, outdoor, sustainable play space for the head start
program, a secure entry foyer, small commercial kitchen for cooking classes that is
connected to a multi function meeting room, a separated exterior exit to the multifunction
meeting space, three classrooms, enriching and stimulating interior environment for students,
interior decorating services and furniture selection assistance, highly efficient mechanical and
electrical systems supported by renewable energy sources.
Energy Efficiency:
The City desires a highly energy efficient building. To achieve a high performance building,
the following items must be incorporated into the project by the selected consultant:
• The Consultant should familiarize themselves with the State SEP grant attached in
Appendix E. Specific items in this grant application will receive grant funding and must
be included in the project.
Page 7 of 34
• The project will need to be designed following the City's adopted 2009 International
Energy Conservation Code.
• The Consultant shall design a facility that will be eligible for ENERGY STAR
certification. The selected consultant will be responsible to complete the application
process for the 2011 ENERGY STAR Label and to ensure the design and construction
process incorporates all steps required to qualify the building as ENERGY STAR.
• The consultant shall enroll the project in the new construction energy rebate programs
offered by the local gas and electric utilities. Mechanical and lighting systems shall be
designed and specified to take advantage of rebates offered on specific pieces of
equipment and technologies. Project specifications shall be developed by the
consultant to require contractor submittal of necessary product information required to
achieve utility rebates. The City will designate the selected Consultant as the owners
representative so that the Consultant will be responsible for the processing of both
prescriptive and performance rebates.
• Energy modeling — The City requires that an energy model be created during the
design of this project. The Consultant should be sure to select energy modeling
software that is compliant with achieving the 2011 ENERGY STAR label and
performance rebates offered by the utility companies. Additionally, if the consultant
desires to take advantage of the Section 179D Tax Deduction for Energy Efficient
Commercial Buildings granted under Title 26 of the IRS Tax Code, the City is willing to
allocate the achieved deduction to the designer consultant for a negotiated fee.
4.4.1 Schematic Design Services - The Consultant shall provide design services as
necessary to develop a schematic design that incorporates all aspects of the project
scope. Schematic design plans and an updated statement of probable Total Project
Cost shall be submitted to the City for review and comment. The consultant shall also
prepare specifications and assist with bidding of a deconstruction project for the
building during this phase.
4.4.2 Design Development Services - The Consultant shall provide design services as
necessary to create design development plans and contract documents that
incorporate all aspects of the project scope including any value engineering changes.
Design development documents and an updated statement of probable Total Project
Cost shall be submitted to the City for review and comment. Additional submittals
shall include a Building Code, ADA and Life Safety Technical Memorandum which
shall list applicable versions of the codes that are being applied to the project, section
numbers of the code and items included in this project that are covered by each code
section, summarized code requirements for each code section and comments relating
to any code interpretations or assumptions.
4.4.3 Construction Document Services - The Consultant shall provide design services as
necessary to create a construction documents manual that includes final construction
plans and specifications that incorporate all aspects of the project scope. A 90%
construction documents manual and an updated statement of probable Total Project
Cost shall be submitted to the City for review and comment. Additional requirements
include an on -board final plan and specification review meeting with the City project
team.
4.5 — Construction Phase
Page 8 of 34
4.5.1 Bidding Services - The City Engineering Department will manage the public bidding
phase of the project and the Consultant will provide assistance by:
• Developing a list of potential contractors or suppliers.
• Compile the bid package using American Institute of Architects standard format(or
similar), and incorporate City of Dubuque standard public bidding contract documents
and other applicable City general terms and conditions.
• Coordinate electronic and paper bid document distribution.
• Answer questions from Contractors.
• Organize and lead pre -bid informational meeting.
• Prepare pre -bid addenda as required.
• Attend the bid opening, create bid tabulation, prepare an evaluation of bids and
recommendation for award of contract.
4.5.2 Construction Administration Services - The Consultant shall be responsible for the
following services:
• Furniture and furnishings purchase recommendation and coordination.
• Attend pre- construction meeting.
• Monitoring of all construction activities and assist with coordination if required.
• Attend periodic construction coordination meetings.
• On a weekly basis, periodically observe and evaluate the Contractor's quality of work.
• Answer questions during construction on the interpretation and intent of the plans
and specifications.
• Review and approve material sources and shop drawings.
• Review and process payment applications by the general contractor.
• The Architect shall review requests for changes, process and log Requests For
Information, issue, log and assist in negotiating Contractor Proposal Requests, issue
and log Construction Change Directives and based on all of the previous, submit
recommendations to the City, and, if they are accepted, process Construction
Change Orders.
• On -site coordination of materials testing and technical inspections services as
necessary.
• Project schedule monitoring.
• Construction budget monitoring.
• Substantial Completion inspection with City and Contractor and punch list creation.
• Actively monitor and report on punch list progress.
• Review and coordinate proper contractor submittal of Project Record Drawings.
• Issue Certificate of Substantial Completion.
• Observe the contractor's final testing and start-up of utilities, operational systems and
equipment. Ensure building commissioning is properly completed.
• Secure, review and transmit to the City warranties, maintenance manuals and similar
submittals as required in the project specifications.
• Project closeout.
4.6 - Quality Assurance /Quality Control
The Consultant shall have a formal written QA/QC program in place for the full duration of the
project. Upon request from the City and at anytime throughout the project, the Consultant
Page 9 of 34
shall provide documentation to the City that verifies the QA/QC program is being actively
utilized and followed.
5.0 USE OF CITY RESOURCES
5.1 - Requesting Use of City Resources for Preparation of the RFP Response
• 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 Response
• The City will make access to the building available for interested Proposers. Site visits
must be scheduled in advance by making an appointment.
5.3 - City Resources Available to the Consultant for use During the Project
• The City will make staff contact/resources persons available in the Building Services,
Housing, Engineering, Planning and Information Services Departments. Federal
funding is being used on this project and environmental clearances will be required
before construction can proceed. City staff will be responsible for coordination and
receiving approval for the necessary environmental clearances.
6.0 INFORMATION TO BE INCLUDED IN THE 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 Consultant's capabilities to satisfy the requirements of this
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 minimum criteria against which the proposal will be
evaluated.
Letter of Transmittal
Provide a letter of transmittal briefly outlining the Consultant's understanding of the work and
list the Project Manager's name, address, office telephone number, mobile telephone 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
The proposal shall contain a table of contents that delineates each section and the
corresponding page number.
Page 10 of 34
Profile of Firm
Briefly provide general information about the Firm, along with its areas of expertise as they
relate to this RFP. Describe the experience and success the Firm has had in performing
similar projects. State the size of the Firm, the total size of the Firm's professional staff, the
location of the office where the work on this project will be performed, and the size of the
Firm's professional staff at the office where the work on this project will be performed.
Discuss the Consultant's 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 that delineates the Consultant's 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 are expected
to be completed by City staff.
Highlight any parts of the work plan that will reflect the Consultant's unique philosophy or
insight regarding the approach to this project and how this approach positively impacts the
successful completion of the project.
Describe the means or strategy by which the Consultant would satisfy the Scope of Services.
Include a copy of the Vertical Construction Scope of Service Checklist for the project (See
Appendix E), and clearly mark the services which your firm will provide as Architect and
Construction Administrator. Only mark services that are included in your proposed fee. At a
minimum, the submitted Vertical Construction Scope of Service Checklist should include the
services required by this RFP. The Consultant should indicate on the Checklist any work
items that are expected to be completed by City staff.
Project 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 relevant training and
continuing or 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 subconsultant 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.
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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, managers, and other project team staff may be changed in
accordance with the requirements described in Appendix D, Section 3 - Substitution of
Project Team Members.
Describe the project experience and success of the team members proposed for the
Dubuque project, in performing similar projects. Specifically list any experience and success
designing commercial office space for municipalities similar to Dubuque.
Provide at least 3 client references (include individual contact names and telephone
numbers) for similar projects that have been completed by the Consultant 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 client reference projects.
Proposed Protect Schedule
Provide a project schedule outlining 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.
Quality Assurance /Quality Control
As a part of the proposal, specifically describe the quality control process that will be used
throughout the project. List the amount of hours for each phase that will be dedicated to
QA/QC and describe how those hours will be spent. The City expects that the majority of the
QA/QC process will be performed by someone who is not an active member of the design
team.
Understanding 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 the 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.
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 Consultant's proposed fee for services.
Page 12 of 34
7.0 PROPOSAL QUESTIONS AND ANSWERS
If you have any questions concerning this proposal, please submit your requests to the City's
designated Project Manager. The City has made 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 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 2:00 p.m. CDT on
October 25, 2010. 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 staff or any of the Selection Committee
members except as expressly authorized by the City's 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 Consultant's proposal.
Project Manager contact information is as follows:
Rich Russell, Manager
City of Dubuque
Building Services Department
50 West 13th Street
Dubuque, IA 52001
8.0 SUBMISSION REQUIREMENTS
Phone: 563.589.4150
E -mail: rrussell @cityofdubuque.org
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: November 1, 2010 on or before 2:00 p.m. CST
• Submittal Location:
• Submittal Contact &
Mailing Address:
City of Dubuque
Building Services Department
50 West 13th Street
Dubuque, Iowa 52001 -4864
Building Services Manager
City of Dubuque Building Services
50 West 13th Street
Dubuque, Iowa 52001 -4864
Page 13 of 34
• Submittal Copies: Six (6) sets of the proposal shall be provided.
Submit one (1) original signed proposal, five (5) copies and also an electronic .pdf version, all
labeled 18 Street Office Building Renovation Project.
Submitted proposals must be delivered in printed format with the exclusion of the one
required .pdf version. The .pdf version shall be submitted on a compact disk along with the
proposal hardcopies. No faxed or e-mail proposals will be accepted. The proposal must be a
document of not less than eight (8) more than fifteen (15) 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,
Vertical Construction Scope of Service Checklist and the separately sealed cost proposals.
Proposals should not include any pre - printed or promotional materials. Any proposals
exceeding 15 numbered pages will not be considered.
Each addendum shall 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 Consultant's responsibility to ensure that
all addendums to this RFP have been received 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
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 or email so the City can ensure
that each Consultant has received this Request for Proposal. The City of Dubuque
appreciates your time and consideration of this RFP.
Sincerely,
Rich Russell, AICP
Building Services Manager
City of Dubuque
Page 14 of 34
18 Street Office Building
Renovation Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
September 24, 2010
Appendix A
Consultant Evaluation and Selection Process
Page 15 of 34
Masterpiece on the Mississippi
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 preparation
of building renovation projects or similar:
a. Qualifications and experience of the Consultant and any subconsultants.
b. Demonstration of the project team's professional expertise and technical
abilities.
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 Iowa.
2. 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
as an indication of their desire to work with the City of Dubuque.
3. Proposed schedule required to complete project.
4. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall objectives for the renovation of the
Kephart Building for the City of Dubuque.
CONSULTANT SHORT - LIST EVALUATION CRITERIA
A selection committee may choose not to interview any firms, or to interview one or all of the
short- listed Firms. The selection committee may also choose to conduct phone interviews or
require the Firms to attend the interview session in person. Both the original submitted
proposal and the results of any Consultant interviews 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 preparation
of building renovation projects or similar:
a. Qualifications and experience of the Consultant and any sub - consultants.
b. Demonstration of the project team's professional expertise and technical
abilities.
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 Iowa.
f. Experience of the project team working with the public and other project
stakeholders in designing and constructing building renovation projects.
g. Overall success of past projects completed for the City of Dubuque.
Page 16 of 34
2. 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
as an indication of their desire to work with the City of Dubuque.
3. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall objectives for the renovation of the
18 Street Office Building for the City of Dubuque.
4. Proposed schedule required to complete project.
5. Responsiveness and compatibility between the Consultant and City:
a. General attitude and ability to communicate ideas clearly.
b. Willingness 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 proposed Consultant team interact with the general public, project
staff, and public officials.
6. Cost of the 18 Street Office Building Renovation Project in relationship to the services
offered.
SELECTED CONSULTANT - FEE NEGOTIATION PROCESS
Upon the successful completion of the Consultant review process, 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 major components outlined in the RFP, a
separate line item for each deliverable, and list project management as a separate task.
Each listed task shall be aggregated into groups of work with and associated fee no larger
than $10,000. 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 a separate section any associated reimbursable expenses that would specifically relate to
this project. An example 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
Page 17 of 34
negotiation process, tasks to be completed by City staff, work reassignment to different
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 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.
Payment for Work: The Consultant awarded the contract shall have payment invoices
processed 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 18 of 34
18 Street Office Building
Renovation Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
September 24, 2010
Appendix B
THE CITY OF
D5Ui
RFP Rules and Protest Procedure
E
Masterpiece on the Mississippi Ili
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 ", "must ", 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 20 of 34
- 18 th Street Office Building
Renovation Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
September 24, 2010
Appendix C
City of Dubuque Contract Terms and Conditions
Page 21 of 34
Masterpiece on the Mississippi
TERMS AND CONDITIONS
The following clauses shall be included in the final signed contract:
1. CONSULTANT'S ENDORSEMENT ON PLANS.
The Consultant 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 Iowa, in accordance with the current Code of
Iowa.
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 Consultant. These
personnel may also be changed for other reasons however, in either case, the City 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 City
from 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, Consultant's 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 to be constructed as a
limitation of the City's right to seek recovery of damages for negligence on the part of the
Consultant herein.
Page 22 of 34
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 Consultant 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 an 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 23 of 34
18 Street Office Building
Renovation Project
City of Dubuque, Iowa
September 24, 2010
Appendix D
Consultant Professional Services
Request for Proposal
Insurance Requirements
Page 24 of 34
Masterpiece on the Mississippi
INSURANCE SCHEDULE C
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE
CITY OF DUBUQUE
1. All policies of insurance required hereunder shall be with an insurer authorized to do
business in Iowa. All insurers shall have a rating of A better in the current A.M. Best
Rating Guide.
2. All Certificates of Insurance required hereunder shall provide a thirty (30) day notice
of cancellation to the City of Dubuque, except for a ten (10) day notice for non-
payment, if cancellation is prior to the expiration date.
3. shall furnish a signed Certificate of Insurance to the City of
Dubuque, Iowa for the coverage required in Paragraph 6 below. Such Certificates
shall include copies of the following endorsements:
a) Commercial General Liability policy is primary and non - contributing.
b) Commercial General Liability additional insured endorsement.
c) Governmental Immunities Endorsement.
, shall upon request, provide Certificates of Insurance for all
subcontractors and sub -sub contractors who perform work or services pursuant to
the provisions of this contract. Said certificates shall meet the insurance
requirements as required of
4. Each certificate shall be submitted to the contracting department of the City of
Dubuque.
5. Failure to provide minimum coverage shall not be deemed a waiver of these
requirements by the City of Dubuque. Failure to obtain or maintain the required
insurance shall be considered a material breach of this agreement.
6. Contractor shall be required to carry the following minimum coverage /limits or
greater if required by law or other legal agreement:
a) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products - Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence Limit $1,000,000
Fire Damage limit (any one occurrence) $ 50,000
Medical Payments $ 5,000
I of 2 January 2008
INSURANCE SCHEDULE C (Continued)
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE
CITY OF DUBUQUE
This coverage shall be written on an occurrence form, not claims made form. All
deviations or exclusions from the standard ISO commercial general liability form CG
0001 or Business owners BP 0002 shall be clearly identified. Form CG 25 04 03 97
'Designated Location (s) General Aggregate Limit' shall be included.
Governmental Immunity endorsement identical or equivalent to form attached.
Additional Insured Requirement:
The City of Dubuque, including all its elected and appointed officials, all its
employees and volunteers, all its boards, commissions and /or authorities and
their board members, employees and volunteers shall be named as an additional
insured on General Liability including "ongoing operations "•coverage equivalent
to ISO CG 20 10 07 04.
b) Automobile $1.000.000 combined single limit.
c) WORKERS COMPENSATION & EMPLOYERS LIABILITY
Statutory for Coverage A
Employers Liability:
Each Accident $ 100,000
Each Employee Disease $ 100,000
Policy Limit Disease $ 500,000
d) PROFESSIONAL LIABILITY $1,000,000
e) UMBRELLA/EXCESS LIABILITY *
*Coverage and /or limit of liability to be determined on a case -by -case basis by
Finance Director.
Completion Checklist
❑ Certificate of Liability Insurance (2 pages)
❑ Designated Location(s) General Aggregate Limit CG 25 04 03 97 (2 pages)
Additional Insured CG 20 10 07 04
❑ Governmental Immunities Endorsement
2 of 2 January 2008
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY
REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN.
THE INSURANCE AFFORDED BY THE POL CIES DESCRIBED HEREIN IS SUBJECT TO AU. THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.
AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTR
I
INERO
IMMO
TYPE OF INSURANCE
POLICY NUMBER
u
Po DATE
O A
�yp� 7p
DATE(MMR)
LIMITS
A
X
GENERAL
X
LIABILITY
COMMERCIAL GENERAL LIABILITY
INSURER is
INSURER C
EACH VR NCE
$ 1,000,000
p
S f o
$ 50,000
( CLAIMS MADE X OCCUR
MED EXP (AM one person)
$ 5,000
PERSONAL S ADV INJURY
$ 1,000,000
GENERAL AGGREGATE
$ 2,000,000
GENL AGGREGATE LIMIT APPLES PER'
— I POLICY I X GA 1 JECT El LOC
PRODUCTS - COMP/OP AGO
$ 1,000,000
A
AUTOMOBILE
X
_
_
_
LIABILITY
ANY AUTO
ALL OWNED AUTOS
SCHEDULED AUTOS
HIRED AUTOS
NON -OWNED AUTOS
COMBINED SINGLE LIMIT
(Ea oxidant)
$ 1,000,000
BODILY INJURY
(Per person)
$
BODILY INJURY
(Pr.cdden0
$
PROPERTY DAMAGE
11.0, accident)
$
.
k k 1
GARAGE LIABILITY
R ANY AUTO
'
I
0
AUTO ONLY • EA ACCIDENT
$
OTHER THAN EA ACC
$
AUTO ONLY: AGO
A
$
EXCEESNMBRELLA
LIABILITY
OCCUR Q CLAIMS MADE
DEDUCTIBLE
RETENTION $ 0
.le
I it
S
EACH OCCURRENCE
$ 1,000,000
AGGREGATE
$ 1,000,000
$
$
$
WORKERS COMPENSATION AND
EMPLOYERS* LMSIUTY
ANY PROPREETOR/PARTNER/EXECUTIVE
OFFICEREAEMBER EXCLUDED?
5 E�� P }�M C ERI M antler
CIAL PROVISIONS Wow
Of a
.jOi
1.,
'T H _
X l rafifI $ I RN
E.L EACH ACCIDENT
_
000
$ 1 00 100,000
E.L DISEASE- EA EMPLOYEES
100,000
E.L. DISEASE - POLICY LIMB
$ 500,000
A
ER Professional
i $1,000,000
Liability
DESCRIPTION OF
The City of
coverage equivalent
CG 2504 0397
is included.
OPERATIO NS/LOCATION$NEHICLESIEXCLU$IONS
Dubuque is an additional
ADDEO BY ENDORSEMENT/SPECIAL PROVISIONS
insured on general liability policies including ongoing i completed operations
0704 8 CG 2037 0704. General Liability policy is primary 8 non - contributing. Form
general liability aggregate limit is included. Governmental immunities endorsement
to 180 CG 2010
^Designated Locations"
ACORD,
CERTIFICATE OF LIABILITY INSURANCE
1 DATE MEDD"n")
12/7/2007
PRODUCER (563) 123 -4567 FAx (563) 987 -6543
Insurance en
Agency
Street Address
Citv ST Zip Code
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
INSURERS AFFORDING COVERAGE
NAIC •
INSURED
Company
Street
City
St Zip Code
INSURER& XnsulranC. COmYBlny
INSURER is
INSURER C
INSURER D
INSURER E
City of Dubuque
50 West 13th Street
Dubuque, IA 52001
SHOULD ANY OF THE ABOVE DESCRIBED POUCIE$ BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING INSURER ESLL ENDEAVOR TO MAIL
30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED 10 THE LEFT. BUT
FAILURE TO DO BO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE
INSURER ITS AGENTS OR REPRESENTATIVES.
AUTHORIZED REPRESENTATIVE
COVERAGES
CERTIFICATE H
1N8025(0106) AMS
VMP Monona Solutions, Inc. ($00)327
Page 27 of 34
O ACORD CORPORATION 1988
Paps 1 of 2
IMPORTANT
If the certificate holder is an ADDITIONAL INSURED, the policy(les) must be endorsed. A statement on this
certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an
endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such
endorsement(s).
DISCLAIMER
The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing
insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively
amend, extend or atter the coverage afforded by the policies listed thereon.
ACORD 25 (2001108)
1NS025(oloelee AMS Page 2of2
Page 28 of 34
POLICY NUMBER:
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
This endorsement modifies Insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
Designated Location(s):
ANY AND ALL COVERED LOCATIONS
(If no entry appears above. Information required to complete this endorsement will be shown in the Declarations
as applicable to this endorsement.)
A. For all sums which the insured becomes legally
obligated to pay as damages caused by "occur-
rences" under COVERAGE A (SECTION I), and
for all medical expenses caused by accidents
under COVERAGE C (SECTION I), which can be
attributed only to operations at a single desig-
nated "location" shown in the Schedule above:
1. A separate Designated Location General
Aggregate Limit applies to each designated
"location ", and that limit is equal to the
amount of the General Aggregate Limit
shown in the Declarations.
2. The Designated Location General Aggregate
Limit is the most we will pay for the sum of all
damages under COVERAGE A, except dam-
ages because of "bodily injury" or "property
damage" included in the 'products - completed
operations hazard", and for medical expenses
under COVERAGE C regardless of the num-
ber of:
a. Insureds;
b. Claims made or "suits" brought; or
c. Persons or organizations making claims or
bringing " suits".
3. Any payments made under COVERAGE A for
damages or under COVERAGE C for medical
expenses shall reduce the Designated Loca-
tion General Aggregate Limit for that desig-
nated "location ". Such payments shall not re-
duce the General Aggregate Limit shown in
DESIGNATED LOCATION(S)
GENERAL AGGREGATE LIMIT
COMMERCIAL GENERAL LIABILITY
CG 25 04 03 97
the Declarations nor shall they reduce any
other Designated Location General Aggre-
gate Limit for any other designated "location"
shown in the Schedule above.
4. The limits shown In the Declarations for Each
Occurrence, Fire Damage and Medical Ex-
pense continue to apply. However, instead of
being subject to the General Aggregate Limit
shown in the Declarations, such limits will be
subject to the applicable Designated Location
General Aggregate Limit.
B. For all sums which the insured becomes legally
obligated to pay as damages caused by "occur-
rences' under COVERAGE A (SECTION 1), and
for all medical expenses caused by accidents
under COVERAGE C (SECTION 1), which can-
not be attributed only to operations at a single
designated "location" shown in the Schedule
above:
1. Any payments made under COVERAGE A for
damages or under COVERAGE C for medical
expenses shall reduce the amount available
under the General Aggregate Limit or the
Products - Completed Operations Aggregate
Limit, whichever is applicable; and
2. Such payments shall not reduce any Desig-
nated Location General Aggregate Limit.
CG 25 04 03 97 Page 1 of 2
Page 29 of 34
CG 25 04 03 97
C. When coverage for liability arising out of the
"products - completed operations hazard" is pro-
vided, any payments for damages because of
"bodily injury' or "property damage" included in
the "products - completed operations hazard" will
reduce the Products - Completed Operations Ag-
gregate Limit, and not reduce the General Ag-
gregate Limit nor the Designated Location Gen-
eral Aggregate Limit.
D. For the purposes of this endorsement, the Defi-
nitions Section Is amended by the addition of
the following definition:
Copyright, Insurance Services Office, Inc., 1996
Page 2 of 2 CG 25 04 03 97
Page 30 of 34
"Location" means premises involving the same or
connecting lots, or premises whose connection is
interrupted only by a street, roadway, waterway
or right -of -way of a railroad.
E. The provisions of Limits Of Insurance (SECTION
III) not otherwise modified by this endorsement
shall continue to apply as stipulated.
Name Of Additional Insured Person(s)
Or Organization(s):
The City of Dubuque, including all its elected and appointed officials,
all its employees and volunteers, all its boards, commissions and /or
authorities and their board members, employees and volunteers.
Location(s) Of Covered Operations
Information required to complete this Schedule, If not shown above, will be shown in the Declarations.
POLICY NUMBER:
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - OWNERS, LESSEES OR
CONTRACTORS - SCHEDULED PERSON OR
ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
A. Section II — Who Is An Insured is amended to
include as an additional Insured the person(s) or
organization(s) shown in the Schedule, but only
with respect to liability for "bodily injury", "property
damage" or "personal and advertising injury"
caused, in whole or In part. by:
1. Your acts or omissions; or
2. ('he acts or omissions of those acting on your
behalf;
CG 20 10 07 04
Page 31 of 34
COMMERCIAL GENERAL LIABILITY
CG 20 10 07 04
In the performance of your ongoing operations for
the additional insured(s) at the location(s) desig-
nated above.
B. With respect to the insurance afforded to these
additional insureds, the following additional exclu-
sions apply:
This insurance does not apply to "bodily Injury" or
"p•oporty da••'age" occurring after
Page 1 of 2
1. All work, including materials, parts or equip-
ment furnished in connection with such work,
on the project (other than service, maintenance
or repairs) to be performed by or on behalf of
the additional Insured(s) at the location of the
covered operations has been completed; or
Page 2 of 2
2. That portion of "your work" out of which the
injury or damage arises has been put to its in-
tended use by any person or organization
other than another contractor or subcontractor
engaged in performing operations for a princi-
pal as a part of the same project.
All terms and conditions of this policy apply unless modified by this endorsement.
® ISO Properties, Inc., 2004 CG 20 10 07 04
Page 32 of 34
CITY OF DUBUQUE, IOWA
GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and
states that the purchase of this policy and the including of the City of Dubuque, Iowa
as an Additional Insured does not waive any of the defenses of governmental
immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4
as it is now exists and as it may be amended from time to time.
2. Claims Coverage. The insurance carrier further agrees that this policy of insurance
shall cover only those claims not subject to the defense of governmental immunity
under the Code of Iowa Section 670.4 as it now exists and as it may be amended
from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be
covered by the terms and conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible
for asserting any defense of governmental immunity, and may do so at any time and
shall do so upon the timely written request of the insurance carrier.
4. Non - Denial of Coverage. The insurance carrier shall not deny coverage under this
policy and the insurance carrier shall not deny any of the rights and benefits
accruing to the City of Dubuque, Iowa under this policy for reasons of governmental
immunity unless and until a court of competent jurisdiction has ruled in favor of the
defense(s) of governmental immunity asserted by the City of Dubuque, Iowa.
No Other Change in Policy. The above preservation of governmental immunities shall
not otherwise change or alter the coverage available under the policy.
SPECIMEN
1 of 1 January 2008
Page 33 of 34
18 Street Office Building
Renovation Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Proposal
September 24, 2010
Appendix E
Project Related Data
Page 34 of 34
Masterpiece on the Mississippi
City of Dubuque
1805 Central Avenue
Condition Assessment
FINAL
Prepared by
IIW Engineers and Surveyors P.C.
4155 Pennsylvania Avenue
Dubuque, Iowa 52002
(563) 556 -2464
and
Eco -Smart Building, P.C.
P.O. Box 4154
Chicago, IL 60654
(773) 230 -4462
January 11, 2010
1805 Central Avenue — Condition Assessment
January 11, 2010
Table of Contents
Executive Summary
Existing Building Use
Condition Assessment
Introduction
Current Conditions
Programmed Spaces /Architectural
Code Compliance
Structural System
MEP Systems
TABLE OF CONTENTS
Appendices
Existing Building Code Analysis
Correspondence
Conceptual Floor Plans and Exterior Elevations
Probable Cost Estimates
IIW Engineers & Surveyors, P.C.
IIW Project # 09222 -01
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1805 Central Avenue — Condition Assessment
January 11, 2010
Executive Summary
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The City of Dubuque contracted with IIW Engineers & Surveyors P.C. in September 2009 for a
building condition assessment. The assessment was to evaluate current site conditions, building
and system conditions, fire and life safety issues, and energy efficiencies. We were also
contracted to develop a program of spaces for Operation New View to occupy this building and
the requirements that this type of occupancy would require. The study includes a historic
preservation zoning plan, and cost estimates for the recommended repairs or treatments of the
site, building, as well as Green Building options for he building systems.
Of particular importance are the comments from City and Building staff regarding the water
infiltration, moisture, and mold growth that is evident on the building's interior. This design team
visited the building in September 2009, during a summer of below average temperatures and
above average rain. Most of the previously reported water problems were not readily visible,
although many surfaces showed obvious deterioration and staining.
On September 11, 2009 a consultant team visited the building to review the building exterior,
interior for architectural and systems physical condition, and general code compliance. The team
was composed of Mark Fassbinder and Lauren Ray of IIW Engineers and Surveyors P.C. as well
as George Sullivan of Eco Smart Building P.C. This report details our findings, and
recommendations for maintaining and improving the integrity and systems of this structure.
Existing Building Use
The building is currently vacant and most recently was the location of the City of Dubuque
Housing Department. This building was originally constructed as one of the city's main fire
houses. The building consists of two floors with the main floor being a concrete slab on grade
structure and has two recently renovated and accessible restrooms. The first floor is also the
location of a mechanical and service space. The original overhead doors were removed at some
point and in filled with aluminum framing. The second floor consists of several open spaces, with
one of the having an elevated computer room floor. The second floor also has two restrooms. All
of the original arched top windows have been replaced with smaller units and the remaining brick
opening was in filled prior to painting the brick. Historic photographs show these original
window openings appeared to have stone sills, which were replaced with brick sills at some point.
Historic photos also show a portion of the wall above the roof line along the south side of the
building was removed at some point.
Condition Assessment
INTRODUCTION
This Condition Assessment identifies structural, mechanical, electrical, and architectural
conditions and deficiencies that were apparent from our site visit and review of available
documentation. The team identified problems and specific issues during a site visit in September
2009. General and specific recommendations were developed, and will be modified in response to
new program requirements.
IIW Engineers & Surveyors, P.C.
1805 Central Avenue — Condition Assessment
January 11, 2010
The condition assessment of the building is an important step in preserving the remaining historic
fabric and integrity of this building, as well as identifying those features that are non -original, not
significant, or detract from its integrity. The assessment will also serve as a guide for future
modifications and upgrades.
The assessment method included a visual exterior and interior reviews, discussions with City and
building staff, a structural assessment by Lauren Ray of IIW Engineers & Surveyors, P.C;
mechanical and electrical assessments by George Sullivan of Eco Smart Building P.C.
CURRENT CONDITIONS
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The building is now over 100 years old. It is in fairly good condition with the exception of
significant ongoing water and moisture infiltration that has plagued the building almost since its
original construction, at the perimeter walls, limestone foundations wall along the west side of
the building, and the roof.
EXTERIOR
Many of the physical code deficiencies and visual intrusions to the building's integrity deal
mainly with the location of the building in relation to the elevated property to the West. The lack
of any type of water infiltration barrier over the existing limestone walls continues to compromise
the water - tightness of the building. We observed the following exterior deficiencies:
• un- insulated brick masonry walls along the north wall
• membrane roofing appears to be in fair condition, but has aging flashing and joint details
failing perimeter sealants at many locations
• building utilities appear to have been drilled through the exterior brick walls and not sealed.
• the entire exterior brick veneer has been painted. With this being the case, it is difficult to
verify the condition of the masonry brick veneer.
• the property to the West drains directly down the hill up against the west building wall
• overgrown shrubbery and plantings close to the west side of the building, staining and holding
water against the building, and plants growing in cracks and up some exterior walls.
The existing exterior walls of the building are composed of two types of finish wall construction.
The current exposed finish is 5/8 drywall on wood 2 x 4 (on the flat) in- filled with 1 and 1/2
inches of blue board which is attached to a plaster on wire lath, which is off set from the existing
brick or stone exterior walls by about two inches. In a prior remodeling the entire brick and stone
interior wall faces were sprayed or rolled with an asphalt water proofing. The asphalt
waterproofing has failed on the west wall limestone at all of the mortar joints leading to water
infiltration into the north, west and south walls, and the existing concrete slab floor of the first
floor. The concrete slab is not thermally or hydrostatically isolated from the water that is flowing
from the bluff (west) side of the building, causing additional moisture and water damage to the
interior walls and finishes.
Other non - weather- related deficiencies include the following:
existing parking and walks are in need of replacement.
• window in fills may have been filled with non matching brick as the building may have been
planned to be painted. With the intent to take the building back to its original look, this may
require some additional brick replacement and tuckpointing.
IIW Engineers & Surveyors, P.C.
1805 Central Avenue — Condition Assessment
January 11, 2010
IIW Project # 09222 -01
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INTERIOR
Wall surfaces at the exterior walls consist of mainly of painted gypsum wallboard, which appears
to have been installed over the original failing plaster in some cases. The ceilings throughout the
first floor are suspended acoustical tile, with recessed fluorescent light fixtures. There is a layer of
gypsum board on the bottom of the second floor structure. Flooring is carpet, over the concrete
floor. At some point new steel columns were reinstalled to help support the space above. In
general, these finishes are in poor condition and would need to be replaced. An interior IR
moisture inspection was done and this indicated the exterior wood stud furring as well as most of
the interior wood stud framing has a significant amount of moisture in them, with the largest
amounts at the bottom. This indicates that the wood bottom plate may be drawing moisture from
the ground under the floor slab. The two restrooms in the rear of the building appear to be ADA
compliant.
First Floor
Upon entry into the building from the rear (north) door there was a dehumidification unit running
as well as the building air conditioner to dehydrate the space. Water damage was present in the
north, west and south masonry walls, concrete flooring, framing and drywall (thermal images 1
through 5 review the back hall, closet, and bathrooms on the north and northwest sides of the
building).
Thermal Image 1
Southwest corner of west bathroom wall on first floor. You can see the moisture penetration in
the concrete floor, drywall, and wood framing (dark blue). Repeated water infiltration can be
seen in the dark yellow areas surrounding the wet (dark blue) section of the concrete floor,
drywall, and framing.
IIW Engineers & Surveyors, P.C.
1805 Central Avenue — Condition Assessment
January 11, 2010
Thermal Image 2
Northwest closet back wall, northwest comer of first floor. Drywall, insulation and framing are
all saturated with water (dark blue). Moisture extends along the north wall under the windows on
the first floor.
Thermal Image 3
East bathroom first floor. Concrete floor, drywall, and framing all appear as dark blue due to
moisture saturation. Commode on the right and dehumidification drain line and bucket are all at
ambient room temperature.
IIW Engineers & Surveyors, P.C.
IIW Project # 09222 -01
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1805 Central Avenue — Condition Assessment
January 11, 2010
Thermal Image 4
East bathroom first floor. The corner of the walls and ceiling intersection show a large amount of
condensation in the dry wall and framing (dark blue line and light blue color of the walls and
ceiling).
Thermal Image 5
View of bathroom wall from the crawl space under the stair in the center of the building.
Concrete floor, drywall and framing are extensively wet all the way up the wall (dark blue).
IIW Engineers & Surveyors, P.C.
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1805 Central Avenue — Condition Assessment
January 11, 2010
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First floor south and southwest sides of the building were also thermally inspected. The results
are reviewed in thermal images 6 through 9. The south wall has a moisture problem that extends
to the mid point of the wall. The west wall and concrete floor are both saturated with water.
Thermal Image 6
Facing due west on the first floor approximately mid- building. Water is present in the concrete
floor for about 3 feet into the room (dark blue). The studs in the wall are also wet you can see the
framing (dark orange lines).
Thermal Image 7
IIW Engineers & Surveyors, P.C.
1805 Central Avenue — Condition Assessment
January 11, 2010
IIW Project # 09222 -01
Page 9 of 22
Facing southwest looking at the west and south wall floor intersection, water is present in the
concrete slab which extends out about 8 feet into the slab. Framing members are wet (dark blue
floor and blue lines on the wall).
Thermal Image 8
Facing the south wall there is 3 and Y2 feet of water soaked concrete. The wall sole plate and
framing are also visible due to moisture content of the framing. The demarcation line that is
present is due to the sun exposure into the space due to south facing windows which supplying
solar gain to warm up the concrete slab, making it difficult to identify how far into the room
water soaked slab extends.
Thermal Image 9
IIW Engineers & Surveyors, P.C.
1805 Central Avenue — Condition Assessment
January 11, 2010
First Floor Water Intrusion
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West wall and ceiling at the mid point of the west wall. The wall framing is present (dark blue
lines) indicating that there is water behind the entire west wall of the first floor.
First floor concrete slab should be removed and then the west wall of the first floor should be
blanketed with a Volclay ( http:// www.volclay.com.au/h20proofhtm) moisture /water infiltration
system that will conduct the water to an under slab drainage collection system which will need to
be installed. A second layer of 20 mil plastic radiant vapor barrior sheeting should be applied to
the top of the Volclay system and run under the entire new slab extending up two feet (twenty
four inches) on the other three exterior walls. All seams in the 20 mil radiant vapor barrior
should overlap by 24 inches and be taped with a waterproof tape. Then a 2 inch layer of blue
board insulation can be installed under the slab with a 2 inch layer of blue board extending up the
exterior walls 2 feet (24 inches). Flat welded wire (optional epoxy coated) can be installed across
the top of the blue board, and in -floor radiant tubing can be installed on top of the flat welded
wire, then a new slab (4 inch thick minimum, 6 inch thick preferred) of 5,000 psi concrete can be
poured on the new assembly. This slab can be stained and stamped for the new floor as a cost
cutting measure. If the floor is carpeted or covered with a floating wood floor and a hydronic
heating system is installed, the tubing will need to be installed on 4 to 6 inch centers as opposed
to 8 to 10 inch centers for a tile floor in either concrete thickness.
Roof and flashing replacement of the existing roof is critical before the new mechanicals are
placed on the roof. The replacement roof should de designed and specified for a solar thermal
system for space and DHW heating.
Window and door replacement should be specified as following: Windows should have a total
unit U value of .28; doors should be R 10 or R11.
Second Floor and Roof Review
The second floor did not have any of the issues of the first floor as far as moisture or water
infiltration into the finished walls and floor. The dropped ceiling on the second floor made it
difficult to inspect the plaster /drywall ceiling for roof related water damage. Thermal images
were taken through the hatch that goes through the plaster /drywall ceiling, Thermal images 10
and 11 do show a number of interesting framing and heat gain details of the existing building.
IIW Engineers & Surveyors, P.C.
1805 Central Avenue — Condition Assessment
January 11, 2010
IIW Engineers & Surveyors, P.C.
IIW Project # 09222 -01
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Thermal Image 10
The white spots on the roof indicate that there might be a failure of the roof deck due to
water damage, or improperly repaired and sealed roof penetrations.
Thermal Image 11 - There is no insulation in the existing roof.
At the Second Floor, an elevated computer floor was installed in one of the rooms. The ceilings
throughout the second floor are suspended acoustical tile, with recessed fluorescent light fixtures.
There is a layer of gypsum board on the bottom of the heavy timber roof structure. Flooring is
carpet, over a plywood substrate. The ceiling in the room with the raised computer floor is
painted gypsum wallboard, with signs of water infiltration The restrooms in the rear of this floor
would need to be completely redone.
1805 Central Avenue — Condition Assessment
January 11, 2010
Redevelopment Recommendation of the Existing Building
PROGRAMMED SPACES /ARCHITECTURAL
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Deconstruction of the existing interiors should be done with care. There can be mold on the
existing rotting wall framing. Framing materials, if they are reused, should be checked for
moisture content before reuse. The existing drywall/plaster ceilings can be left in place and
patched for reuse. The west side of the first floor ceiling should be removed two feet into the
building from the exterior west wall, and there should be a floor framing inspection of the joist
ends for water damage or rot. If there is no damage this could be repaired post insulation of the
first floor joist cavity.
The existing program for Operation New View would require 2 larger classrooms as well as a
potential third smaller classroom for the Head Start program. There was also a desire for a large
Multi- purpose room which could be utilized during the day as a motor skills room, but also
function as a community space during the evenings. There is a need for a kitchen for preparation
of snacks for the children throughout the day.
The Iowa Department of Human Services has requirements that must be met by this facility if it is
to be utilized for a I-4 occupancy. Most notably are the plumbing requirements within the
classroom spaces as well as the exterior space requirements:
"Centers shall have a safe outdoor program area with at least sufficient square footage to
accommodate 30% of the enrollment capacity at any one time at 75 square feet per child.
The outdoor area shall include safe play equipment and an area of shade."
CODE COMPLIANCE
A more detailed code review is provided at the end of this report. But for the purpose of this
report, the interior schematic floor plans were developed assuming an Institutional Group (I-4)
Child Care Facility.
There are adequate number of restroom fixtures for building use and occupancy, based on current
code requirements if no more than 14 children are in each classroom and no more than 9 children
in the Head Start classroom. If additional children are anticipated, then the current number of
plumbing fixtures shown will not be adequate.
The City of Dubuque has adopted the 2006 International Building Code (IBC). The building
construction type is IIIB according to the 2006 IBC, by virtue of its heavy timber wood frame
floor and roof structure, and exterior masonry bearing walls. The Building space was previously
considered a Group B occupancy. The existing heavy timber floor framing for the second floor
provides a one hour fire protection between floors but is no longer required. The existing multi -
wythe masonry exterior wall provides the required 2 hour fire resistance rating. This occupancy
and construction type also allows a two -story building (plus basement), with a maximum of
13,000 square feet per story.
Occupant load factors have also changed. These are noted in the Code Review as well
IIW Engineers & Surveyors, P.C.
1805 Central Avenue — Condition Assessment
January 11, 2010
STRUCTURAL SYSTEM
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The north, east, and south exterior walls are unreinforced multi -wythe brick masonry walls. The
rear (west) wall of the building is comprised of limestone at base and multi -wythe brick above.
The limestone portion of the west wall is partially built into the bluff behind the building. The
2nd floor and roof framing are constructed from heavy timber construction and appear to be
original. Supplementary steel support beams and columns were presumably added to the 2nd
floor framing system sometime after the original building construction. This may have been due
to a change in occupancy requiring higher design load carrying capacity or for improved
serviceability characteristics (i.e. improved deflection and/or vibration). The roof structure also
includes structural steel framing, which may have been original to the structure.
Limited observation of the existing structure showed the structure to appear in good condition. A
crack in the tile of the 2n floor restroom floor was the only item observed that would indicate any
concern with the building's structure. The cause of this crack is unknown at this time. Further
investigation may help to identify the cause.
Future modifications to the structure such as changing column locations or column removal
would require a detailed structural evaluation to determine feasibility and practicality.
Construction of a limestone retaining wall on the north side of the property in order to protect the
property from debris falling from the bluff and also to increase the usable green space on the site
is likely an option that could be explored. In addition, a bridge from the building to the adjacent
property higher on the bluff may also be an option. Existing floor elevations vs. adjacent grade
and head room over the existing public walkway /stairs would have to be investigated to
determine the feasibility.
Building Modeling for MEP
The building was modeled in Rim/Rate by Architectural Energy for 24 hour building use to
generate the worse case scenario for energy use. We were requested by The City of Dubuque to
review the building shell and mechanicals to three different MEP and building envelope
standards. In reviewing the three building standards at the 2010 and 2011 requirements, all three
will require renewable energy generation on site to offset building energy loads (site energy).
Additionally the City of Dubuque requires deep boxes for all of the low voltage and cable /internet
connections. This requirement has made the exterior wall construction very similar in R Values
which merges the three requirements even further with the allowances for the Roof R Values as
the only variable in the model. Since this is an existing building that is being restored to a
Historical Facade, window and door openings and locations were predetermined. The model
results are attached as 1805 Central Full (Energy Star Tax Credit) and 1805 Central Full 2030
(which is also Passive House). This is the first modeling of the project for site energy use and
general compliance to the three systems.
Let's review the three building energy requirements:
Energy Star 2011 Tax Credit Level
http: / /www.energycodes.gov /news /items /060109 ener2ystar.stm
Now requires a building use and base building model that has equal carbon footprint which is
offset in the building envelop design, leaving the DHW system as one of the largest site energy
loads.
IIW Engineers & Surveyors, P.C.
1805 Central Avenue — Condition Assessment
January 11, 2010
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Architecture 2030 http : / /www.architecture2030.org/
Requires passive solar design. This project offers that for the first floor space, with a thermal
mass floor that can be used for heating as well as cooling if a hydronic slab were used in the
replacement of the existing slab.
Passive House US http: / /www.passivehouse.us /passiveHouse /PHIUSHome.html
Requires passive solar design. This project offers that for the first floor; it also allows for
different cooling and tempering strategies for make up air, which offer different renewable
options for the project. The primary concern is the window requirements for Passive House - we
currently do not have a window manufacturer in the US that meets the PHPP requirements, which
means we would have to import the windows to make the requirements. The window budget
would be the largest line item on the budget. We would recommend that the City of Dubuque use
its outreach to the window manufacturing community in Iowa to develop a relationship with the
manufacturers to start production and certification of the PHPP window specification here in the
US. Additionally, Energy Star is tightening the performance targets on windows and doors to a
PHPP standard, and this collaboration would accelerate the local manufacturers.
All of the building rating systems require calculation of the source energy for each project, which
will guide the electrical energy use and controls for the project as well as the cooling
requirements. There are several ways to reduce the source energy requirements of the building.
Electricity is the critical energy source in any of the systems, which is calculated in the following
way for every kWh used on site: ((1 kWh (site energy) x 2.7 kWh/kWh(source energy
conversion)) equals your source energy) (electrical site energy plus source energy) x .85 g of
CO2/kWh (coal fired power plant)) equals the CO2 footprint of the electrical use. Source energy
thresholds are different for each of the energy models, with the Passive House model being the
most stringent limit of for total energy use which is 10 kWh/yr. /sq. meter.
Site water use is also tied to total site energy use and needs to be considered. Currently the water
treatment (potable, waste and storm water) including system pumping is in the process of being
energy mapped for kWh per million gallons. This will provide us an actual number for the final
model of the total site energy use.
Model Review
We assumed a standard air change per hour that was not mechanically controlled. We have
designed and tested several wall sections that can meet the air changes specified in the project.
The building loads will be affected if we do not meet the air tightness of the proposed building
shell model, and I would recommend that the building be tested before drywall is installed if we
are certifying the building 2030 and/or PHPP due to the very low air change requirements of the
systems.
Base line construction differences between Energy Star and 2030/PHPP with no renewable
energy systems or ERV systems; are an increased thermal break in the exterior walls.
IIW Engineers & Surveyors, P.C.
1805 Central Avenue — Condition Assessment
January 11, 2010
Energy Star Tax Credit
Building Envelope Requirements
Slab insulation R10 with perimeter insulation of R10; walls are R -30 composed of a 2inch
continuous thermal break and 2# closed cell spray foam between the 2 x 4 framing members; first
floor ceiling is dense - packed with cellulose insulation; 2nd floor ceiling/roof insulation R -50
blown -in cellulose insulation; Window U value - 0.28; Door R Value R — 10 or R 11.
Lighting
T5 Electronic Ballast space controlled and occupancy sensor.
Bath Fans
Broan Energy Star Certified.
Mechanicals
Heating gas forced air 110.0 kBtuh 94 AFUE
Cooling standard condenser 60.0 kBtuh SEER 14 5 tons
DWH Tank Type EF .62 RF .80 Size 40 gal
All Ducts are sealed and located in conditioned space of the dropped ceiling with ducted
returns.
2030 or PHPP
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Building Envelope Requirements
Slab insulation R - 21 with perimeter insulation of R -21; walls are R-45 with a 3 inch thermal
break and 2# closed cell spray foam between the 2 x 4 framing members; first floor ceiling is
dense - packed with cellulose insulation; 2n floor ceiling/roof insulation R -75 blown -in cellulose
insulation; Window U value - 0.11; Door R Value R —11.
Lighting
T5 Electronic Ballast space controlled and occupancy sensor.
Bath Fans
Broan Energy Star Certified.
Mechanicals
Heating gas forced air 110.0 kBtuh 94 AFUE
Cooling standard condenser 60.0 kBtuh SEER 14 5 tons
DWH Tank Type EF .62 RF .80 Size 40 gal
All Ducts are sealed and located in conditioned space of the dropped ceiling with ducted
returns
IIW Engineers & Surveyors, P.C.
1805 Central Avenue — Condition Assessment
January 11, 2010
Alternate Mechanical Systems for Energy Star or 2030 /PHPP
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DWH System
Replace the hot water tank system with an on -demand hot water system, natural gas fired direct
vent, eliminating the standing tank losses.
On- demand system can be used as a booster system when paired with a solar thermal and water to
water heat pump system.
Side arm boiler system can be used to replace the on- demand system and can be paired with solar
thermal and water to water heat pump system. .
Renewable Energy Systems
The following systems would meet the requirements for any of the systems:
Heat Pump
We can replace the standard condenser with a single zone heat pump that can be used to heat and
cool the space in the shoulder seasons without using natural gas or our standard forced air system.
Heat pumps offer superior energy efficiency over standard condensers and are a price efficient
renewable energy system.
Solar Thermal
Offers space and DWH heating. The most effective use would be to install a hydronic
heating/cooling system in the new slab on the first floor of the building. If the open floor plan
and stair is kept, the amount of heating required on the second floor would be minimal and the
second floor could be zoned with a fan coil air handler.
Photovoltaic System
We have modeled the site for PV and the system would be limited due to the location of the
building and the bluff. Crystalline system production would be affected due to the site
constraints. Thin film would offer a lower production per square foot of field but would have a
longer production day than the standard crystalline panel. If we are looking at possible options
and cost, Thin Film could be paired with the solar thermal system to assist in off - setting site
energy use.
Geothermal System Options
Option 1) Due to the amount of water present in the slab we are assuming a high ground
water condition on the site, and this would need to be checked when the existing slab is removed.
A geothermal system would further reduce the site energy use and would be complimentary to the
solar thermal equipment. The geothermal closed loop system would be installed in trenches that
could be hand excavated when the new underground plumbing is installed and before the new
slab assembly is installed in the first floor. The geothermal head would be installed in the new
mechanical room. Pipe sizing and loop size need to be determined for system costing of this
option once the ground water level is determined. A second concern with this system would be
the location of bedrock under the existing slab - if the bedrock is very shallow this system would
only be applicable for tempering the makeup fresh air system.
IIW Engineers & Surveyors, P.C.
1805 Central Avenue — Condition Assessment
January 11, 2010
Option 2) Storm water retention on site can be accomplished with several systems to
generate underground storage under the required green space to the north side of the building and
the parking area to the east of the building. Parking surface can be a permeable paver system on
top of the storm water entrapment basin. The storm water drain from the building would be
routed to the storage system with an overflow to the municipal system. The storage system can
be designed to hold a coiled loop system or use Slim Jim Plates
http: / /www.awebgeo.com/default.html. Cost and install labor would need to be calculated.
Alternative Mechanical Systems for Energy Star, 2030 /PHPP when combined with
Renewables
Forced air system
Geothermal forced air system is Water Furnace http: / /www.waterfurnace.com/; we have had
great success with this system when paired with solar and an instantaneous DHW system with an
EF of .8 in reducing the over all site energy use of a project. This system can be paired with solar
thermal and they both function as a backup to each other.
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1805 Central Avenue — Condition Assessment
January 11, 2010
Existing Building Code Analysis
The City of Dubuque has adopted the 2006 International Building Code (IBC). The following
analysis was generated using that code. It should be noted that some elements differ slightly from
the previously used Uniform Building Code (UBC). This building is designated historic property,
and may be allowed certain waivers of code requirements, at the discretion of the local building
official. This analysis does not assume any waivers of current code requirements, or differing
code interpretations.
2006 IBC REVIEW
Total Building Area: 2,550 gross SF per floor
Occupancy: I -4 (Institutional — Child Care)
Construction Type: Construction Type is Type III -B by virtue of its wood frame floor and roof
structures and solid brick exterior bearing walls with a minimum 2 HR rating, per IBC Table 601.
Allowable Height of Buildings
Allowable Height 55 Feet Table 503
Existing Building Total Height = +/ -35" .'. Building OK
Max. Number of Stories Allowed 2 Table 503
Existing Number of Stories: 2 stories Building OK
Maximum Floor Area Allowances per Occupant (Table 1004.1.1)
Categories selected for highest potential density per use.
First Floor:
Daycare - — 2,550 sf 35 net sf /person 73 persons
Maximum Possible First Floor Occupants = 73 persons
Second Floor:
Daycare - 2,550 sf 35 net sf/person 73 persons
Maximum Possible Second Floor Occupants = 73 persons
Two Means of Egress must be provided per Iowa Administrative Code 661- 5.502(2)a.
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Allowable Area Calculations:
Type III -B - Occupancy I-4
IBC Table 503 Allowable Area for I-4: 13,000 SF /story
Maximum Area is determined by multiplying the allowable area per floor by the number of
stories.
Max. Existing Building SF /story: 2,550 gross SF .'. Building OK
1805 Central Avenue — Condition Assessment
January 11, 2010
Interior Renovations Probable Cost Estimate
1805 CENTRAL AVE BUILDING
IIW ENGINEERS AND SURVEYORS, P.C. Dec 22, 2009
4155 PENNSYLVANIA AVENUE / DUBUQUE, IOWA 52002
COST ESTIMATE SUMMARY
MATER SUBCO
SECT. DESCRIPTION IAL LABOR EQUIP. N. TOTAL
01999 GENERAL REQ. 0 0 0 0 $18,223
03999 CONCRETE 5534 6120 0 0 $11,654
04999 MASONRY 7854 10210 0 0 $18,064
05999 METALS 247 438 0 0 $685
06999 WOOD (CARPENTRY) 749 830 0 0 $1,579
07999 THERM. & MOIST. 3866 1716 0 0 $5,582
08999 DOORS & WINDOWS 18422 5577 0 0 $23,999
09999 FINISHES 56174 23605 0 0 $79,779
10999 SPECIALTIES 28930 5342 0 0 $34,272
14999 CONVEYING SYS 43125 9050 0 0 $52,175
164901 62888 0 0 $246,012
SALES TAX
(materials) 6.0% $9,895
PAYROLL TAXES &
INSURANCE (labor) 27.0% $16,980
OVERHEAD &
PROFIT 20.0% $49,203
MASTER BUILDERS
OF IOWA 0.3% $967
PERFORMANCE
BOND 1.0% $3,231
ESTIMATED
CONSTRUCTION (anticipated
COST bid amount) $326,288
(unforeseen
CONTINGENCY conditions) 10.0% $32,628
PROJECTED
CONSTRUCTION
COST
IIW Engineers & Surveyors, P.C.
IIW Project # 09222 -01
Page 19 of 22
$358,916
1805 Central Avenue — Condition Assessment
January 11, 2010
Exterior Renovations Probable Cost Estimate
1805 CENTRAL AVE BUILDING
IIW ENGINEERS AND SURVEYORS, P.C.
4155 PENNSYLVANIA AVENUE / DUBUQUE, IOWA 52002
COST ESTIMATE SUMMARY
IIW Project # 09222 -01
Page 20 of 22
Dec 22, 2009
SEC MATERI SUBCO
T. DESCRIPTION AL LABOR EQUIP. N. TOTAL
019
99 GENERAL REQ. 375 0 0 0 $14,563
029
99 DEMOLITION 250 16744 0 0 $16,994
049
99 MASONRY 26265 67793 1484 0 $95,542
069
99 CARPENTRY 653 591 0 0 $1,244
079
99 THERM. & MOIST. 18967 6790 350 0 $26,107
089
99 DOORS & WINDOWS 35430 6724 0 0 $42,154
SITE ALLOWANCES $71,000
SALES TAX (materials) 0.07 $5,736
PAYROLL TAXES &
INSURANCE (labor) 0.27 $26,634
OVERHEAD & PROFIT 0.20 $53,521
MASTER BUILDERS OF IOWA 0.3% $1,061
PERFORMANCE BOND 0.01 $3,535
ESTIMATED CONSTRUCTION
COST
CONTINGENCY
81940 98642 1834 0 $267,604
(anticipate
d bid
amount)
PROJECTED
CONSTRUCTION COST $393,900
IIW Engineers & Surveyors, P.C.
$358,091
(unforeseen
conditions) 10.0% $35,809
1805 Central Avenue — Condition Assessment
January 11, 2010
Mechanical System Cost Estimates:
We have selected standard mechanical systems for costing and modeling the building shell at this
point.
The table below is compares to a code mechanical system of an 80% efficient gas forced air unit
with a condenser with a SEER of 10. The standard 60 gallon gas standing DHWT with an EF of
.4 fast recovery. Cost of the mechanical systems below is based on an entirely new system
installed.
New Electrical, Lighting, and Low Voltage
Lighting and low voltage per plan will run between $75,000.00 and $90,000.00 depending on
lighting fixture type.
Drain Tile System and Sump Pump
Total MEP Cost Estimate
Design and Construction Review
IIW Engineers & Surveyors, P.C.
IIW Project # 09222 -01
Page 21 of 22
Drain tile collection system needs to be installed along the north side of the building to collect
water that is coming through the hill side into the building. There are two parts of the system;
1) Voclay on the existing bluff wall that will conduct all of the moisture and water to the
collection system below the slab and then to an ejection pump pit.
A) Voclay cost and install is estimated at $10, 000.00.
B) Drain tile, pump, and pit is estimated at an additional $15,000.00
2) Total cost is estimated at $25,000.00 to correct the problem.
Total base cost estimates are based on keeping the existing locations of the bathrooms and
reusing the stacks and bathroom layout. $136,500.00 to $151,500.00
We would recommend that the project use a design and construction review process to determine
actual costing for the redevelopment of the building. In the municipal bid system this provides a
better base line for accurate cost development of the project.
SYSTEM DESCRIPTION*
SYSTEM COST
ANNUAL
UTILITY COSTS
-TOTAL
ANNUAL
UTILITY
COSTS - BY
COMPONENT
ANNUAL
UTILITY
SAVINGS
SIMPLE
PAYBACK
(YRS)
HEAT: 96% AFUE, Gas
$36,500.00
$2,718.00
$984.00
$984.00
28.3
COOLING: 14 SEER, 5
ton
$190.00
$190.00
DHW: Gas, 0.60, 100
gal
$118.00
$118.00
HEAT: 95% AFUE AIR
-
SOURCE HEAT PUMP,
$38,000.00
$2,906.00
$1,199.00
$2,199.00
15.3
COOLING: HEAT PUMP,
14 SEER, 5 ton
$193.00
$193.00
DHW: Tankless, gas,
0.80
$93.00
$93.00
HEAT: 95% AFUE HEAT
PUMP - Coil System
$45,000.00
$1,392.00
$1,199.00
$2,699.00
15.02
COOLING: 14 SEER, 5
ton - Coil System
$193.00
$101.00
DHW: Gas Boiler, 0.95
EF
$191.00
HEAT: 95% AFUE HEAT
-
PUMP - Coil System
$50,000.00
$3,829.00
$2,199.00
$2,199.00
20.9
COOLING: 14 SEER, 5
ton - Coil System
$193.00
- $193.00
DHW: Solar Thermal,
100 gallon
$6.00
-$6.00
Base
System
Upgrade
1
Upgrade
2
Upgrade
3
1805 Central Avenue — Condition Assessment
January 11, 2010
Mechanical System Cost and Savings
IIW Project # 09222 -01
Page 22 of 22
*AII systems will require
an ERV to supply Fresh
Air cost is estimated at
$10,000.00
IIW Engineers & Surveyors, P.C.
0
IIW ENGINEERS &
INTEGRITY SURVEYORS, P.C.
%v .SC. SOLUTIONS.
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1805 CENTRAL AVENUE
CONDITION ASSESSMENT
FLOOR PLANS
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IIW ENGINEERS &
� SURVE EY YORS, P.C.
4155 PENNSYLVANIA MC INNUOUR NOW
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P.e1.a ...eNVtiee.
1805 CENTRAL AVENUE
CONDITION ASSESSMENT
Mod r 11.
FLOOR PLANS — OPTION B
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46 IIW ENGINEERS &
SURVEYORS, P.C.
INEEGSI.Y ExprIaLSE Sp.UIlons
PANKS,VANIA A, DUMAN,- ;300:
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IIW ENGINEERS &
SURVEYORS, P.C. 1805 CENTRAL AVENUE
INTEGRITY. EXPERTISE SOLUTIONS
DUEL., IA IL.ELGILEEEE W1
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MEETING NOTES
09222 -01 October 23, 2009
PROJECT: 1805 Central Avenue — Operation New View
Dubuque, IA
PARTICIPANTS: David Harris — City of Dubuque
Steve Brown — City of Dubuque
Tom Stovall — Operation New View
Peggy Hanniford — Operation New View
Mark Fassbinder - IIW
The purpose of this meeting was to develop the space needs and requirements for
Operation New View to occupy the current building at 1805 Central Avenue.
DISCUSSION:
1. There is a need for 2 pre - school classrooms, housing between 16 -20 children at
a time. It was preferred that these classrooms be located on the first floor if
possible.
a. There will be 2 -3 staff per classroom.
b. There will be 6 -7 kids per table for lunch and activities.
c. There will be 3 -4 rectangular table per classroom.
2. They would like to provide a space for a possible future Head Start program. This
space should be large enough for 8 -10 infants and toddlers — up to age 3.
a. They would like to look into applying to Department of Human Services
(DHS) for year round Head Start.
3. A large Multi- purpose room for indoor motor skills for up to 40 kids. This space
could also be used for the parent fun night which is held one night per month.
They would like a small office space adjacent to this room with visibility to allow
staff to meet with parents while children are in this room.
4. Steve does not want to duplicate the spaces that are being provided currently in
other multipurpose spaces elsewhere downtown.
5. A kitchen area should be provided on the first floor. Currently serve lunch family
style in the classrooms.
a. Limited cold food storage
b. Food storage pantry, lockable
c. Sink, stove, dishwasher, microwave, large refrigerator and freezer will be
needed in this space.
6. Steve would like to look at multiple uses for the building. This building could be
opened up at night for neighborhood use to certain areas of the building.
7. A dumpster and required screening will need to be provided for.
8. The building will need to have an elevator added, possible in the NW corner.
9. A small conference room with adjacent work space will be provided if space
allows.
10. A Director's Office with space for children's records should be located by the
main entrance.
11. Classrooms should provide material storage area for construction papers and
have cubbies and coat hooks.
12. Restroom fixtures required will be dictated by code based on number of
occupants.
13. Peggy would like to have full powered doors on the main entrance as well as
restrooms.
Meeting Notes
October 23, 2009
09222 -01
Page 2
14. A utility room for a washer and dryer will be provided.
15. A staff restroom per floor should be provided.
16. There is no need for a second floor reception area. All people will check in at the
main entrance reception.
17. A second exit will need to be provided from the upper level. Look into providing
this along the SW corner, with a walkway over to the existing city owner stair.
18. Daily schedule has staff on site from 8 -3, and children from 9 -2.
19. The main entrance shall have a control vestibule with lockable inner doors and
door bell to classroom spaces. This will allow visitors to come in the vestibule but
will need to be allowed into the remainder of the building by a staff member.
20. With the location of this building Peggy and Tom felt there was no need for a pull
up area for pick -up and drop -off. Most of these children will be walked to the
facility, or arrive on RTA with parents.
21. The building has fiber to it on the east side and should go to a fiber room. Fiber
room should have space for server and phone system as well.
22. Plan for 2 -3 computers per classroom.
23. Steve indicated the water from the roof currently runs across the parking lot and
alternate routing should be looked into.
24. Look into adding windows along the west wall on second level if budget allows.
25. The current exterior concrete stairs adjacent to the building on the SW corner are
in the need of repair. Steve will look into what budget this work will be completed
with and the timeframe for these repairs.
26. Outdoor space requirements are set by DHS and Mark will look into the
requirements. There is potential space north of the building. Steve to talk to Gil
Spence about the possibility of the Parks Department maintaining the Molo
property SW of the building if the city can get an agreement with Molo to utilize
this space for play area.
a. Half of the outdoor space should have a recycled rubber material for the
play equipment.
The preceding constitutes our interpretation of matters discussed and decisions
reached. Please contact the undersigned for any omissions or discrepancies.
IIW Engineers and Surveyors, P.C.
Mark Fassbinder, AIA, LEED AP
VERTICAL CONSTRUCTION
SCOPE OF SERVICE CHECKLIST
Project: Project #: Date:
Location: City Project Manager: Prepared By:
Owner: Consultant Project Manager:
Included
Not
Included
T.B.D.
Comments
,
^ w
s,a N:'.. .''., :.:b:':,.'<. . X.y: y ,yy ,.}`._ �. v� dLr
_ � y. Y . . � � .., °„".r,., �:. - ', r ,.. , r 3 `:•i ✓..',�1� -»"�W r �'.:. .. r,Nt �: f✓
ti
P eSI Se Yrce
Project Management
Per RFP Instructions
Green Design Services
LEED /ENERGY STAR/ETC.
Disciplines Coordination and
Document Checking
Identification of All Required Federal,
State and City Agency Reviews and
Permit Approvals
Submit written narrative detailing requirements for the project:
Historic District, Site Plan Review, Zoning Issues, NPDES, POD Design
Review, etc.
Coordination of Owner- supplied data
Space Utilization Planning
Existing Facilities Surveys
Marketing Studies
Comparative Studies of Prospective
Sites
Economic Feasibility Studies
Project Financing
Project Scheduling
Project Budgeting
Models /Renderings /Animations
Presentations
Project Meetings
2
SiteAnalysis Services _.0. ; : u':;.,:
Project Management
See RFP Language
Green Design Services
LEED /ENERGY STAR/ETC.
Project Kick - off /Scope Review Meeting
with City and Project Team
Submit written narrative of project understanding that includes schedule
and cost in follow -up to the meeting
Disciplines Coordination and Document
Checking
Agency Review Coordination
and Permit Approvals
Coordination of Owner- Supplied Data
Site Analysis & Selection
Site Development Planning
Detailed Site Utilization Study
On -Site Utility /Mechanical System
Studies
Off -Site Utility
Coordination /Requirement Studies
Energy Studies
Air Balancing Study
Geotechnical Investigation
Contaminated Materials Studies
Environmental Studies and Reports
Zoning Compliance Review
Project Scheduling
Project Budgeting
Models/Renderings/Animations
Presentations
Project Meetings
DESLSN ..!.=, ASA . `^.l' .. , . .... .... ,. ' m'E-.i':-;.'k„° °1 ""`i°..'" . k%`e:i >9`:'�"? .t- �: irz. �`" .. ". -`'."
lc — c sig"ii
Project Management
See RFP Language
Green Design Services
LEED /ENERGY STAR/ETC.
Disciplines Coordination and
Document Checking
Agency Review Coordination
and Permit Approvals
Coordination of Owner- Supplied Data
Architectural Design /Documentation
Data /Communications
Design /Documentation
Security System Design /Documention
Structural Design /Documentation
Geotechnical Design /Documentation
Mechanical Design /Documentation
Plumbing Design /Documentation
Sprinkler Design /Documentation
Electrical Design /Documentation
Civil Design /Documentation
Utility Rebate Coordination
Constructability Coordination and
Construction Staging
Landscape Design /Documentation
Interior Design /Documentation
Materials Research /Specifications
Schematic Design Plan Submittal to City
for Review and Comment
Project Scheduling
Project Budgeting
Updated Formal Statement of Probable
Total Project Cost
Value Engineering
Phase Summary Report
Traffic Impact Study
Models /Renderings /Animations
Presentations
Project Meetings
4
Design Development Services
Project Management
See RFP Language
Green Design Services
LEED /ENERGY STAR/ETC.
Disciplines Coordination and
Document Checking
Agency Review Coordination
and Permit Approvals
Coordination of Owner- Supplied Data
Architectural Design /Documentation
Data /Communications
Design /Documentation
Security System Design / Documention
Structural Design /Documentation
Geotechnical Design /Documentation
Mechanical Design /Documentation
Plumbing Design /Documentation
Sprinkler Design /Documentation
Electrical Design /Documentation
Civil Design /Documentation
Utility Rebate Coordination
Constructability Coordination and
Construction Staging
Landscape Design /Documentation
Interior Design /Documentation
Materials Research /Specifications
Design Development Plan Submittal to
City for Review and Comment
Submittal includes: Floor Plans, Elevations, Sections, Details, Interior
Elevations, Reflected Ceiling Plans, Schedules, Specifications and as
necessary Structural Design, Mechanical /Electrical, Site, Kitchen, Elevator,
Laundry, Refuse, Other
Project Scheduling
Project Budgeting
Updated Formal Statement of Probable
Total Project Cost
Value Engineering
Phase Summary Report
Building Code Report
Report to include at least: Building, Electrical, Mechanical, Plumbing, ADA
Compliance, Iowa Energy Code, Historic District and other applicable
codes
Fire Code Report
Models /Renderings /Animations
Presentations
Project Meetings
5.
Construction Document Services
Project Management
See RFP Language
Green Design Services
LEED /ENERGY STAR/ETC.
Disciplines Coordination and
Document Checking
Agency Review Coordination
and Permit Approvals
Coordination of Owner- Supplied Data
Architectural Design /Documentation
Data /Communications
Design /Documentation
Security System Design /Documention
Structural Design /Documentation
Mechanical Design /Documentation
Plumbing Design /Documentation
Sprinkler Design /Documentation
Electrical Design /Documentation
Civil Design /Documentation
Utility Rebate Coordination
Constructability Coordination and
Construction Staging
Landscape Design /Documentation
Interior Design /Documentation
Materials Research /Specifications
Contaminated Materials Documentation
Inclusion in Bid Specs
Environmental Documentation Inclusion
in Bid Specs
90% Submittal of Construction
Documents Package to City for Review
and Comment
Project Scheduling
Project Budgeting
Updated Formal Statement of Probable
Total Project Cost
Models/Renderings/Animations
Presentations
Project Meetings
On -board final plan and spec review
meeting with the City project team.
C
Q N
6:
Biddiriftie a off fei vi%e>i " ..;.
Project Management
See RFP Language
Green Design Services
LEED /ENERGY STAR/ETC.
Disciplines Coordination and
Document Checking
Agency Review Coordination
and Permit Approvals
Coordination of Owner- Supplied Data
City Council Bid Letting Procedure -
Document Preparation and
Council Meeting Attendance
Bid Initiation through Award
Compile AIA Standard Bid Package(s)
Incorperate City standard public bidding contract documents and other City
applicable terms and conditions
Bid Letting(s)
Addenda Preparation and Distribution
Organize and lead pre -bid informational
meeting
Bid Opening Attendance and Evaluation
Analysis of Bid Alternates /Substitutions
Special Bidding Services
Construction Contract Agreements
Project Scheduling
Project Budgeting
Updated Formal Statement of Probable
Total Project Cost
Models /Renderings /Animations
Presentations
Project Meetings
7 `
construction Administration Services
Project Management
See Contract Language
Green Design Services
LEED /ENERGY STAR/ETC.
Building System Commissioning
Disciplines Coordination and
Document Checking
Agency Review Coordination
and Permit Approvals
Coordination of Owner- Supplied Data
Furnishings Purchase Coordination
Purchases by Owner or Architect
Attend Pre - Construction Meeting
Construction Office Administration
Construction Field Observation
Approximate Time On Site =
Answer Questions During Construction
on the Interpretation and Intent of the
Plans and Specifications
Shop/Working Drawing Review and
Coordination
Approve Material Sources
Process Pay Application Requests
Quotation Requests /Change Orders
Coordination of Materials Testing
and Technical Inspection Services
City notified within 24 hours of receipt of
bad test report.
Utility Rebate Coordination
Project Scheduling Monitoring
Construction Cost Accounting -
Monitoring
Semi Final Inspection with Owner
and Contractor and Create Punch
List
Actively Monitor and Report on Punch
List Progress
Review and Coordinate Proper
Contractor Submittal of Project Record
Drawings
Issue Certificate of Substantial
Completion
Observe the Contractor's Final Testing
and Start-up of Utilities, Operational
Systems and Equipment
Secure, Review and Transmit to the City
- Warranties, Maintenance Manuals and
Similar Submittals
Project Closeout
Project/Building Tours
Models /Renderings /Animations
Meeting Presentations
. V
thQWaii3Riiii{IaW h7Q Cii
Project Management
Green Design Services
LEED /ENERGY STAR/ETC.
Disciplines Coordination and
Document Checking
Agency Review Coordination and Permit
Approvals
Coordination of Owner - Supplied Data
Maintenance and Operational
Programming
Start-up Assistance
Start-Up Materials and Systems
Testing
M -E -P Performance Benchmarking
Record Drawings
Warranty Review
Post - Construction Evaluation
Models /Renderings/Animations
Presentations
Project Meetings
`:9
Suppie'r'fces "
Meeting Minutes Preparation
Direct Distribution to all participants - City PM to distribute to others
Conference Call Minutes Preparation
Direct Distribution to all participants - City PM to distribute to others
Detailed Construction Cost Estimates
Life Cycle Cost Analysis
Value Analysis
Special Studies
Computer Applications
Model Construction
Mock -up Services
Furniture Selection
Non - Building Equipment Selection
Special Furnishings Design
Fine Arts and Crafts Services
Quantity Services
Graphics Design
Tenant Related Services
Project Promotion - Public Relations
Leasing Brochures
Still Photography
Motion Pictures and Videotape
Coordination with Non - Design
Professionals
Expert Witness
Emergency Operations Center
Special Disciplines Consultation
Special Building Type Consultation
Demolition Services
Moving Assistance
Contaminated Materials Studies and
Reports
Environmental Monitoring
v -,
PROJECTP,ARAMETERS a.,,.,:
10
[weigh Att't► "ptions
Electronic File Specifications
CADD -
Renderings -
Contract Specs -
Sheet size
Drawing scale
Design Plan Review Submittal
Electronic or Paper
Bid Letting(s)
Bid Document Distribution Paper or Electronic
Meeting Minute Preparation
Email or Paper Distribution
Applicable Building Codes
National, State, Local Codes, Life Safety, ADA
HorizontalNertical Datum
Average Illumination Level
Irrigation Yes /No
WBS PREPARATION CHECKLIST
1 Can the same task outline be used to prepare the schedule and budget?
2 Are all delivery items specified?
3 Is the task outline general enough to accommodate routine changes in approach
without being modified?
4 Can each task be related to scope, schedule and budget?
5 Is project management identified as a separate task?