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Request for Proposals_City Hall Colling Upgrade DesignMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: City Hall Cooling Upgrade Design RFP DATE: April 26, 2011 Building Services Manager Rich Russell recommends City Council approval to issue a Request for Proposals for the City Hall Cooling Upgrade Design Project. 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 Mich I C. Van Milligen Dubuque kittril All-America City 2007 Masterpiece on the Mississippi April 25, 2011 TO: Michael C. Van Milligen, City Manager FROM: Rich Russell, Building Services Manager SUBJECT: City Hall Cooling Upgrade Design RFP This memo transmits the request to approve the attached Request for Proposals (RFP) for the City Hall Cooling Upgrade Design. At meetings on March 21, 2011 and April 4, 2001, the City Council was advised of the water usage for cooling at City Hall. This usage is currently estimated at 5.0 million gallons a year. The RFP Committee reviewed the RFP on April 25, 2011 and recommended we proceed with the search for a design professional for the project. Dubuque heal All- America cm► 2007 REQUEST FOR PROPOSAL (RFP) THE CITY OF DUB E ISSUE DATE: May 3, 2011 CONTACT: Rich Russell PHONE NO: 563 - 589 -4152 EMAIL: rrussell @cityofdubuque.org Masterpiece on the Mississippi SUBMIT PROPOSAL /OFFER PRIOR TO: CLOSING DATE: June 3, 2011 CLOSING TIME: 2:00 P.M. (local time) SUBMIT TO: SEE Section 8.0 DESCRIPTION: Engineering Design Services for the City Hall Cooling System Project RECEIPT OF PROPOSAL 0 If you are considering a response to this RFP, the left, fill in the information below and return that you received this RFP. NO RESPONSE REPLY If you do not want to respond to this RFP at ACKNOWLEDGEMENT please mark the box to this sheet as a confirmation this time, please mark the and return this sheet only. box to the left, fill in the information below 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 City Hall Cooling System Project City of Dubuque, Iowa May 3, 2011 Page 2 of 29 Table of Contents: RFP ORGANIZATION City Hall Cooling System Project City of Dubuque, Iowa May 3, 2011 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 Page 3 of 29 City Hall Cooling System Project City of Dubuque, Iowa 1.0 INTRODUCTION Consultant Professional Services Request for Proposal May 3, 2011 The City of Dubuque, Iowa is soliciting competitive sealed proposals from qualified professional consulting firms to complete a design of improvements to City Hall's cooling system, located at 50 West 13 Street. After a professional services agreement is negotiated, the City requires the design phase for the project to be completed no later than September 1, 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. Construction is expected to begin in late October, 2011. 2.0 PROJECT OBJECTIVES The City is in the process of upgrading the cooling system in City Hall. Currently, six water - cooled units used for cooling the building use approximately 5 five million gallons of water per year. The water then drains into the sanitary sewer system. The completed project will maintain or improve the cooling capacity of the building while reducing water usage significantly. The design preparation will also include the review of cooling needs in the east half of the 3rd floor. The level of comfort in this area has been impacted by the addition of electronic equipment over the past two years. 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 US EPA's Energy Star design and rating criteria shall be applied to this project in applicable areas. The construction project is subject to ARRA regulations, including Davis Bacon and Made in America requirements. Page 4 of 29 In summary, the City is seeking a Consultant to design and engineer all aspects of the project and prepare construction documents. 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 $180 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 engineering services for the City Hall Cooling System Project. The Consultant should describe the means or strategy by which they will satisfy the Scope of Services. 4.1 — Design Phase General components included in the design of the project include: A cooling solution for a four -story, 48,000 square foot office building. The current cooling system includes 6 water - cooled air handlers (one of which also provides heat to a portion of the building.) Boilers provide for the remainder of the heating of the building. Analysis of the cooling needs and recommend necessary improvements in the east area of 3rd floor. Investigation of any applicable utility rebates for this work. 4.1.1 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. Additional requirements include an on -board final plan and specification review meeting with the City project team. 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 Page 5 of 29 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 and Engineering Departments. 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 attachment 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. 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. Page 6 of 29 Include a basic work plan that delineates the Consultant's approach to the completion of the project. 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. 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. 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 C, 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. 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 Project 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. 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 Page 7 of 29 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 60 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. 7M 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 May 27, 2011. 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 Page 8 of 29 Phone: 563.589.4150 E -mail: rrussell @cityofdubuque.org 8.0 SUBMISSION REQUIREMENTS Before submitting a proposal, each Consultant shall make all investigations and examinations necessary to ascertain site conditions and requirements affecting the full performance of the contract and to verify any representations made by the City upon which the Proposer will rely. PROPOSAL SUBMITTAL INFORMATION • Submittal Deadline: June 3, 2011 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 • Submittal Copies: One electronic set of the proposal shall be provided. Submit one (1) original signed electronic proposal, labeled City Hall Cooling System Project. 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, and a separately submitted cost proposal. 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 proposal document shall be signed 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 sixty (60) 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 Page 9 of 29 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 10 of 29 City Hall Cooling System Project City of Dubuque, Iowa Consultant Professional Services Request for Proposal May 3, 2011 Appendix A Consultant Evaluation and Selection Process Page 11 of 29 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 City Hall Cooling System Project 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 12 of 29 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 City Hall Cooling System Project 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 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. 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. Page 13 of 29 City Hall Cooling System Project City of Dubuque, Iowa Consultant Professional Services Request for Proposal May 3,2011 Appendix B RFP Rules and Protest Procedure Page 14 of 29 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 15 of 29 City Hall Cooling System Project City of Dubuque, Iowa Consultant Professional Services Request for Proposal May 3, 2011 Appendix C City of Dubuque Contract Terms and Conditions Page 16 of 29 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, 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. 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 17 of 29 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 18 of 29 City Hall Cooling System Project City of Dubuque, Iowa Consultant Professional Services Request for Proposal May 3, 2011 Appendix D Insurance Requirements Page 19 of 29 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 1 of 2 January 2008 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 Each Employee Disease Policy Limit Disease INSURANCE SCHEDULE C (Continued) $ 100,000 $ 100,000 $ 500,000 $1,000,000 d) PROFESSIONAL LIABILITY 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 El 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 ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR ADM INERO TYPE OF INSURANCE POLICY NUMBER POUCY EFFECTIVE DATE (HIMONT) POUCY EXPIRATION DATE (MMIDONYI LIMITS A X GENERAL X UABBJTY COMMERCIAL GENERAL LIABILITY INSURER B: INSURER C: EACH OCCURRENCE $ 1,000,000 PR ��ISE C7O S (ERENTED nce) S 50,000 I CLAIMS MADE X OCCUR MED EXP (Any one person) $ 5,000 PERSONAL & ADV INJURY $ 1,000,000 GENERAL AGGREGATE 8 2.000,000 GENT AGGREGATE Wei El APPLIES PER' — 1 POLICY (X CT I 1 LOC PRODUCTS - COMP/OP AGG $ 1,000,000 A AUTOMOBILE X _ _ _ LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON-OWNED AUTOS COMBINED SINGLE LIMIT (Ea accident) S 1,000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) S GARAGE LIABILITY ANY AUTO AUTO ONLY - EA ACCIDENT $ OTHER THAN EA ACC $ AUTO ONLY* AGG S A EXCESS/UMBRELLA LIABILITY OCCUR CLAIMS MADE DEDUCTIBLE RETENTION S 0 . fi e EACH OCCURRENCE $ 1,000,000 AGGREGATE $ 1,000,000 $ $ S A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? Eyes, describe under SPECIAL PROVISIONS below + C ✓ � O J . Oz X I yg T j S I O E R E.L EACH ACCIDENT _ $ 100,000 E.L DISEASE -EA EMPLOYEES 100,000 E.L. DISEASE - POLICY LIMIT $ 500,000 A OTHER Professional Liability $1,000,000 DESCRIPTION OF OPERATION SILOCATIONSNEHICLESIEXCLUSIONS ADDED BY ENDORSEMENTISPECIAL PROVISIONS The City of Dubuque is an additional insured on general liability policies including ongoing i completed operations coverage equivalent to ISO CG 2010 0704 i CO 2037 0704. General Liability policy is primary i non - contributing. Form CO 2504 0397 'Designated Locations" general liability aggregate limit is included. Governmental immunities endorsement is included ACORD DATE n. CERTIFICATE (MMlDDlYYYY) OF LIABILI INSURAN 12/7/2007 PRODUCER (563) 123 -4567 Insurance Agency Street Address City FAX (563) 987 -6543 ST Zip Code THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION NLY HO DER. CERT FICA E NOT O AMEND C EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIC # INSURED Company S tree t City St Zip Code INSURER A Insurance Company INSURER B: INSURER C: INSURER 0: INSURER E: G CERTIFICATE HOLDER City of Dubuque 50 West 13th Street Dubuque, IA 52001 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE ACORD 25 (2001108) 1NS025(owe8)08 AMS Page 22 of 29 CANCELLATION VMP Mortgage Solutions, Inc. (500)327 - 0545 St ACORD CORPORATION 1988 Page I of 2 ACORD 26 (2001108) INS025 (oioe).os AMS IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) 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 alter the coverage afforded by the policies listed thereon. pEC scoe Jos fess fro Page 2 o12 Page 23 of 29 POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 25 04 03 97 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. DESIGNATED LOCATION(S) GENERAL AGGREGATE LIMIT 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 Umit 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 CG 25 04 03 97 Page 1 of 2 Page 24 of 29 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 Umit 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 I), and for all medical expenses caused by accidents under COVERAGE C (SECTION I), 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 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 25 of 29 "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. 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 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. A. Section Ii — Who Is An Insured is amended to include as art 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. the acts or omissions of those acting on your behalf; CG 20 10 07 04 Paye 26 of 29 COMMERCIAL GENERAL LIABILITY CG 20 10 07 04 in the performance of your ongoing operations for the additional insured(s) at the locatlon(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 "plow :ay lege" 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 Page 27 of 29 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 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 Page 28 of 29 1 of 1 January 2008 Blank Page Page 29 of 29 Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: City Hall HVAC System DATE: March 14, 2011 Dubuque All-IlmedraCIty 2007 In the summer of 2010, the City received funding from the State of Iowa to hire a part- time, temporary graduate level intern to look at energy consumption. The focus of this position was to analyze City Hall operations and systems and identify opportunities for energy savings. The focus of the work was to look at City Hall mechanical systems as well as employee usage, enter this data into the Energy Star Portfolio manager software program and provide a comprehensive analysis of energy use and suggestions on how to reduce usage and the carbon footprint of City Hall. In reviewing this report, one area in particular stood out related to our existing HVAC system. Currently, City Hall uses nine units to heat and cool the air for the building. Three of the units are air cooled and the remaining six units are water cooled and use potable tap water. The water cooled HVAC system for City Hall draws water in, circulates through the system and then dumps the water down a janitor sink in the basement. This water is unmetered and unregulated. However, a sampling of the HVAC system estimates that approximately 12 million gallons of water is dumped annually, which is greater than some of our existing water users such as a hospital. If metered, the cost of this much water would be $21,186.82 in water fees and $42,240 in sewer fees for a total of $63,426.82. In addition, this costs approximately $5,000 in chemicals to treat this amount of water each year. Finally, this improvement will result in energy savings, though we are unable to calculate exact savings due to the age of the existing system. Sustainability Coordinator Cori Burbach and Building Services Manager Rich Russell recommend City Council approval of the replacement of the existing City Hall HVAC system in order to save significant potable water and energy resources. Funding sources have been identified. 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 Cori Burbach, Sustainability Coordinator Rich Russell, Building Services Manager Michael C. Van Milligen Masterpiece on the Mississippi TO: Michael Van Milligen, City Manager FROM: Cori Burbach, Sustainability Coordinator Rich Russell, Building Services Manager SUBJECT: City Hall HVAC System DATE: March 14, 2011 Dubuque 'TIP 2007 INTRODUCTION The purpose of this memorandum is to request your approval of the replacement of the existing City Hall HVAC system in order to save significant potable water and energy resources. DISCUSSION In the summer of 2010, the City received funding from the State of Iowa to hire a part- time, temporary graduate level intern to look at energy consumption. The focus of this position was to analyze city hall operations and systems and identify opportunities for energy savings. The city, in partnership with the State, hired a graduate level engineering student from Iowa State University, Peter Karakas, to fill this position. The focus of Peter's work was to look at city hall mechanical systems as well as employee usage, enter this data into the Energy Star Portfolio manager software program and provide a comprehensive analysis of energy use and suggestions on how to reduce usage and the carbon footprint of city hall. In reviewing this report one area in particular stood out related to our existing HVAC system. Currently, City Hall uses nine units to heat and cool the air for the building. Three of the units are air cooled and the remaining six units are water cooled and use potable tap water. The water cooled HVAC system for city hall draws water in, circulates through the system and then dumps the water down a janitor sink in the basement. This water is unmetered and unregulated. However, a sampling of the HVAC system estimates that approximately 12 million gallons of water is dumped annually, which is greater than some of our existing water users such as a hospital. If metered, the cost of this much water would be $21,186.82 in water fees and $42,240 in sewer fees for a total of $63,426.82. In addition, this costs approximately $5,000 in chemicals to treat this amount of water each year. Finally, this improvement will result in energy savings, though we are unable to calculate exact savings due to the age of the existing system. In addition to providing an operational savings, this will reduce the carbon footprint of city hall operations. BUDGET IMPLICATIONS In reviewing the CIP for the replacement, there is $75,000 budgeted in Fiscal Year 2013 to replace two air handling units for the third floor and adding a cooling tower to the exterior of the building. These new air handling units will address the increasing issue of heat in the traffic control center which houses a significant amount of IT equipment. In addition, the cooling tower would capture and reuse water and a significantly smaller amount of water would be dumped into the sanitary sewer system. In reviewing the costs with Budget Director Jenny Larson, we would like to recommend that this improvement be implemented this year using the following funding sources: • $32,000 from the General Building Maintenance CIP. This amount is currently available to fund this project. • $43,000 or remaining expense from the Energy Efficiency & Conservation Block Grant (ARRA funds). City Council previously approved $25,000 to fund municipal retrofits and $25,000 to fund municipal energy audits; $18,000 of the audit fund could be shifted to the municipal retrofits category with no effect on the overall grant requirements. RECOMMENDATION We respectfully request your approval of the replacement of the City Hall HVAC system using existing CIP funds and available EECBG funds. Cc: Cindy Stein hauser, Assistant City Manager Jenny Larson, Budget Director Paul Schultz, Resource Management Coordinator Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: City Hall HVAC System - Update DATE: March 30, 2011 Building Services Manager Rich Russell and Sustainability Coordinator Cori Burbach have provided updated information on the water -usage data for City Hall for the HVAC system. MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Cori Burbach, Sustainability Coordinator Rich Russell, Building Services Manager i Mich el C. Van Milligen Dubuque AI-Amedcaclty i r 2007 Masterpiece on the Mississippi TO: Michael Van Milligen, City Manager FROM: Cori Burbach, Sustainability Coordinator Rich Russell, Building Services Manager SUBJECT: City City Hall HVAC System -- Update DATE: March 28, 2011 INTRODUCTION The purpose of this memorandum is to update you on the request to upgrade the existing City Hall HVAC system in order to save significant potable water and energy resources. This item was originally brought to the City Council at their March 21, 2011 meeting. Some questions arose from the City Council on the accuracy of the numbers presented. DISCUSSION We reviewed the water -usage data at City Hall and found the following: Dubuque a cagy s 2007 The numbers presented at the March 14, 2011 City Council meeting are accurate for the two -year period ending in March of 2010 where approximately 12 million gallons a year were being used. Further review of the water usage of the cooling units indicates that five of the six water - cooled units are metered through the main City Hall meter. The last 12 months of readings from this meter show usage of approximately 7.0 million gallons of water. The sixth water - cooled unit is metered separately and shows usage of approximately 857,000 gallons in the last 12 -month period. If the one unit metered separately can be considered average, City Hall used approximately 5 million gallons of water for cooling during the last 12 months, compared to the previous annual usage of 12 million gallons. A valve that was not closing was allowing water to be wasted. This valve was replaced near the end of the two year period showing an annual usage of approximately 12 million gallons. A slight downturn can be seen near the end of the original metering reporting period. This reduction continues during our most - recent monthly readings. Regardless of the number, the amount of water wasted is too high. NEXT STEP Based on the previous City Council approval, the City will then hire an engineer to provide design options for the water piping changes and cooling tower location. Cc: Cindy Steinhauser, Assistant City Manager Jenny Larson, Budget Director Paul Schultz, Resource Management Coordinator Masterpiece on the Mississippi TO: Michael Van Milligen, City Manager FROM: Cori Burbach, Sustainability Coordinator Rich Russell, Building Services Manager SUBJECT: City Hall HVAC System -- Update DATE: March 28, 2011 DISCUSSION We reviewed the water -usage data at City Hall and found the following: Dubuque Leal All- America City 1 1 2007 INTRODUCTION The purpose of this memorandum is to update you on the request to upgrade the existing City Hall HVAC system in order to save significant potable water and energy resources. This item was originally brought to the City Council at their March 21, 2011 meeting. Some questions arose from the City Council on the accuracy of the numbers presented. The numbers presented at the March 14, 2011 City Council meeting are accurate for the two -year period ending in March of 2010 where approximately 12 million gallons a year were being used. Further review of the water usage of the cooling units indicates that five of the six water - cooled units are metered through the main City Hall meter. The last 12 months of readings from this meter show usage of approximately 7.0 million gallons of water. The sixth water - cooled unit is metered separately and shows usage of approximately 857,000 gallons in the last 12 -month period. If the one unit metered separately can be considered average, City Hall used approximately 5 million gallons of water for cooling during the last 12 months, compared to the previous annual usage of 12 million gallons. A valve that was not closing was allowing water to be wasted. This valve was replaced near the end of the two year period showing an annual usage of approximately 12 million gallons. A slight downturn can be seen near the end of the original metering reporting period. This reduction continues during our most - recent monthly readings. Regardless of the number, the amount of water wasted is too high. NEXT STEP Based on the previous City Council approval, the City will then hire an engineer to provide design options for the water piping changes and cooling tower location. Cc: Cindy Steinhauser, Assistant City Manager Jenny Larson, Budget Director Paul Schultz, Resource Management Coordinator