Parking Ramp StructAnalysis RFP
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MEMORANDUM
March"29,2004
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Request for Proposal - Parking Ramp Structural Analysis
Economic Development Director Bill Baum is recommending City Council approval to
issue a Request for Proposal to solicit qualified firms to perform a complete structural
analysis of the Iowa Street and the Locust Street Parking Ramps. An evaluation is
recommended every five to seven years, with an ongoing maintenance program
developed considering the analysis. The most recent evaluation of these facilities was
in 1997.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
ß1Jj~ Ak
Micnael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
William Baum, Economic Development Director
Tim Horsfield, Parking Division Supervisor
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MEMORANDUM
March g, 2004
To:
From:
Michael C. Van Milligen, City Manager
William Baum, Economic Development Director ~
Request for Proposal - Parking Ramp Structural Analysis
Subject:
Introduction
The purpose of this memorandum is to request City Council authorization to issue a
Request for Proposal to solicit qualified firms to perform a complete structural analysis
of the Iowa Street and the Locust Street Parking Ramps.
Background
Approved in the FY 2004 Capital Improvement budget for the Parking Division was the
evaluation of the above listed parking facilities. The Iowa Street Ramp was built in 1968
with an addition in 1977 with a capacity of 683 vehicles. The Locust Street Ramp was
constructed in 1965 and has a capacity of 440 vehicles. The most recent evaluation of
these facilities was in 1997. An evaluation is recommended every five (5) to seven (7)
years with an ongoing maintenance program developed considering the analysis.
Discussion
In continuing to maintain our parking facilities to obtain maximum usage and life span, it
is again time to have a qualified firm evaluate each of these structures. This is due to
the length of time since our last evaluation, the age of the structures, heavy salt usage
over the years and the need for the development of a short and long term maintenance
plan.
Considering the assessment need, a committee was established to develop an RFP for
distribution. The members of that committee are as follows:
Ken TeKippe, Finance Director Rich Russell, Building Services
Gus Psihoyos, Engineering John Hale, Leisure Services
John Klosterman, Operations & Maintenance Bill Baum, Economic Development
Tim Horsfield, Parking Division
The committee will make every effort to stay within the following timeline.
April 5, 2004
Apri19,2004
April 30, 2004
May 17, 2004
Submitted to City Council
RFP Distributed
RFP Response Deadline
City Council Award of Contract
Recommendation
I recommend moving forward with the Request for Proposals Process for the Parking
Ramp Structural Analysis.
Action Step
The action step requested of the City Council is to authorize the issuance of the RFP for
Parking Ramp Structural Analysis.
Cc:
Tim Horsfield, Parking System Supervisor
Dawn Lang, Budget Director
REQUEST FOR PROPOSALS
Parkin!! Ramp Structural Analysis
Introduction
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. The City's annual budget is over $95 million and
the City provides a full range of services.
The community has a stable and diversified manufacturing base and a growing service
sector. Dubuque is a major retail, medical, educational and employment center for the
Tri-State area. Tourism continues to be a major economic force in the community. City
government continues to work in collaboration with the private sector to promote
economic development.
1.0
Scope and Purpose
1.1
The City of Dubuque is soliciting proposals for professional engineering
services to analyze the condition of two (2) of its existing parking ramps
known as the Iowa Street Parking Ramp and the Locust Street Parking
Ramp.
The purpose of this document is to provide interested-parties with
information necessary to enable them to prepare and submit a proposal to
the City of Dubuque relating to these services. .
2.0
Instructions and Procedures
2.1
Method of Response. If your firm wishes to respond, you are asked to
submit seven (7) copies of your proposal by no later than 5:00 p.m.,
Åpril30. 2004. addressed to:
Jeanne Schneider, City Clerk
City of Dubuque
50 W. 13111 Street
Dubuque, Iowa 52001
All submittals must be packaged and sealed, showing the following information
on the outside of the package:
2.2
2.3
2.4
3.0
A.
B.
Respondent's name and address
RFP Title
Format of Responses. In addition to the requirements listed throughout
this document, each firm responding to this RFP must comply with the
following format requirements:
A. All respondents shall furnish a list of at least three (3)
references from recent projects of a similar nature, capable of
verifying information supplied in their proposal, including a
name and phone number of the owner's contact person.
B. References should ideally include at least two (2)
municipalities worked with in the past three (3) years.
The City of Dubuque will not be liable for any costs incurred by the
submitterofa proposal due to the process of responding to this RFP.
Questions. Any questions concerning this RFP should be bye-mail
directed to Tim Horsfield, Parking System Supervisor, at
thorsfieiÍÌkitvofdubuque.org. If a significant ambiguity, discrepancy,
omissio~ or any other error is discovered, a supplement or modification
will be provided to all original recipients of this document.
Qualifications
3.1
Include the following information about your firm in the proposal.
A. Firm name, address, telephone number(s) and e-mail address
B. History of your firm
C. A statement of your firm's qualifications in the preparation of
condition appraisals and concrete maintenance programs for
parking structures.
D. A list of your firm's key personnel who would be assigned to
this proj ect, with a description of each individual's expertise
and experience as it relates to this project.
E. E-mail addresses of key personnel involved with this project.
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4.0
Scope of Work
4.1
General Information.
IOWA STREET PARKING RAMP -701 Iowa Street
The Iowa Street ramp was built in 1968 with an addition built in
1977. The capacity of the ramp is listed as 683 vehicles. It is
described as a cast in place pan and joist system with conventional
reinforced beams and columns.
There are approximately 153,000 square feet on two (2) levels and
approximately 76,000 square feet slab on grade, totaling 229,000
square feet.
LOCUST STREET PARKING RAMP - 830 Bluff Street
The Locust Street Ramp was built in 1965. The capacity of the
ramp is 440 vehicles and it is a pre-cast post tensioned concrete T-
beam floor system with cast-in-place post tensioned lightweight
concrete slabs. There are approximately 120,000 square feet on 3
levels and 48,000 square feet slab-on-grade, totaling 168,000
square feet.
4.2
Survey of Facilities.
Perform a complete structural survey consisting at a minimum of
the following elements:
A. Review the existing plans, specifications, concrete test reports,
construction information available in the original project
construction files and in subsequent condition reports (1995
and 1997 condition reports) as provided by the City of
Dubuque.
B. Perform a visual observation in the field ofthe structural
elements of each facility, including the concrete floors,
expansion and control joints, columns, beams, walls, drainage,
electrical, elevators, and plumbing. Note on a plan the location
and effect of any deficiencies observed such as visible spalls,
debonded caulk, surface cracks and failed expansionjoints.
C. Perform a complete chain drag survey on all structurally
supported floor slabs in each of the structures to sound for
delaminated concrete. Note on a plan the extent and location
of any areas of delamination.
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4.3
5.1
D. Perform random sounding of the overhead concrete surfaces as
well as other structural elements such as beams and columns to
the extent necessary for proper appraisal and analysis of each
structure.
E. Light level evaluations.
F. Complete inspection and recommendations of all membrane
coatings.
Testing. To better establish and define the existing conditions of the
parking facilities, testing of appropriate existing structural elements and
materials throughout the structures shall be included in the scope of
services. The following information is to be provided as part of the
proposal.
A. A complete list of all tests deemed necessary by your firm to
adequately assess the structural condition of each structure.
Included in this list shall be a detailed description, purpose and
procedure for each type of test proposed.
Report. Prepare a comprehensive report that appraises the existing
condition of each parking facility. A separate set of reports must be
submitted for each facility. Provide the City of Dubuque with seven (7)
copies of an "executive summary" of the report. Provide the City of
Dubuque with seven (7) copies of the detailed final report containing the
following information.
A. A complete evaluation and description of the existing
condition of each structure, discussing and
summarizing the field survey data and test data.
B. Description of all areas and types of deficiencies,
identifying the location, severity and extent of each
deficiency.
C. Recommendations for the repair methods to all types of
deficiencies along with detailed written descriptions of
the recommended repair solutions as well as any
sketches required to properly clarify the repair
procedure.
D. Construction costs estimates for repairing the
deficiencies identified in the report.
E. Recommendations for phasing the repair work. List
items requiring immediate action, over a five (5) year
period and ten (10) year period. Prioritize all repairs in
order of severity.
F. The final report must also include your professional
opinion as to the safety of each structure for public use.
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6.0
7.0
protection and Clean-up of Work Areas.
All work areas and surrounding areas will be protected
from dust, debris etc. while performing any work. Proper
screening must be provided to ensure adequate protection.
The contractor is responsible for any cleaning or repair of
any areas or objects not properly protected. The contractor
shall clean up all work areas on a daily basis.
Project Timeline
Submit a detailed overall project timeline, which illustrates
the planned project start and completion dates, as well as
significant intermediate landmark dates that would be used
to verify scheduled work progress. This timeline should be
given based on an award of contract date. Field work shall
be scheduled so as to interfere as little as possible with the
daily operation of each facility. A portion of the field
work, (i.e. chain drag survey) will need to be performed
during off hours at night or during weekend times.
8.0
Insurance Requirements
Provide insurance as set forth in the Insurance Schedule
9.0
Proposed Fee
Provide a "not to exceed" lump sum fee to furnish all the
engineering and testing services described in the scope of
this proposal. The fee shall be based on all anticipated time
and material costs necessary to provide all direct and
indirect expenses for equipment, materials, labor, overhead,
and profit to complete the work. In additio~ all expenses
relating to travel, lodging and meal costs if required must
be in the final proposal. Included in your fee shall be the
cost to restore any surfaces damaged or disturbed as a result
of work performed under this contract. An estimated fee to
provide construction administration services should also be
included.
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10.
This part of the proposal shall be sealed and separate from
the rest of the RFP response. The envelope should contain
the same information as the mailing envelope. The fee
proposal will not be opened until evaluations have been
completed. The fee proposal will be used as the basis for
negotiations leading to the final contractual scope-of-
service and contract fee.
Project Timeline
April 5, 2004
April 9,2004
April 30, 2004
May 17,2004
RFP Approval by City Council
RFP Distributed
RFP Response Deadline
Award of Contract by City Council
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INSURANCE SCHEDULE
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 of better in the current
AM. Best Rating Guide.
2. All policies of insurance shall be endorsed to provide a thirty (30) day advance
notice of cancellation to the City of Dubuque if cancellation is prior to the
expiration date. This endorsement supersedes the standard cancellation
statement on the Certificate of Insurance.
3.
shall furnish a 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) Thirty day notice of cancellation to the City of Dubuque.
b) Commercial General Liability policy is primary and non-contributing.
c) Commercial General Liability additional insured endorsement.
d) Governmental Immunities Endorsement.
e) Waiver of Recovery under workers compensation.
shall also be required to provide Certificates of
Insurance of all subcontractors and all sub-sub contractors who perform work or
services pursuant to the provisions of this contract. Said certificates shall meet
the same 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
Products-Completed Operations Aggregate Limit
Personal and Advertising Injury Limit
Each Occurrence Limit
Fire Damage Limit (anyone occurrence)
Medical Payments
$2,000,000
$1,000,000
$1,000,000
$1,000,000
$ 50,000
$ 5,000
This coverage shall be written on an occurrence, not claims made, form
per project. All deviations or exclusions from the standard ISO
commercial general liability form CG 0001 or Businessowners BP 0002
shall be clearly identified.
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Governmental Immunity endorsement identical or equivalent to form
attached.
An additional insured endorsement identical or equivalent to ISO Form
CG 2026 and include as additional insureds: "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."
b) WORKERS COMPENSATION & EMPLOYERS LIABILITY
Statutory for Coverage A
Employers Liability:
$100,000 each accident
$100,000 each employee-disease
$500,000 policy limit-disease
Policy shall include an endorsement waiving right of recovery
against City of Dubuque.
c) PROFESSIONAL LIABILITY:
d) UMBRELLA/EXCESS LIABILITY
$1,000,000
$5,000,000
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POLICY NUMBER
COMMERCIAL GENERAL LIABILITY
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT
CAREFULLY.
ADDITIONAL INSURED - DESIGNATED PERSON OR
ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART.
SCHEDULE
Name of Person Or Organization:
The City of Dubuque, including all its elected and appointed officials, all its employees and
volunteers, all its boards, commissions andlor authorities and their board members, employees,
and volunteers.
(If no entry appears above, information required to complete this endorsement will be shown in
the Declarations as applicable to this endorsement)
WHO IS AN INSURED (Section II) is amended to include as an insured the person or
organization shown in the Schedule as an insured but only with respect to liability arising out of
your operations or premises owned by or rented to you.
Coovriaht. Insurance Services Office. Inc. 1994
CG20261185
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CITY OF DUBUQUE, IOWA
GOVERNMENTAL IMMUNITIES ENDORSEMENT
1.
Nonwaiver of Governmentallmmunitv. 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 Coveraqe. 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 Coveraqe. 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
govemmental 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 Chanqe in Policv. The above preservation of governmental immunities
shall not otherwise change or alter the coverage available under the policy.
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