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Five Flags Civic Ctr Renova RFP ï5~~~E ~<k~ MEMORANDUM n August 30, 2004 l TO: The Honorable Mayor and City Council Members CC' FROM: Michael C. Van Milligen, City Manager SUBJECT: Request for Proposals - Five Flags Center Renovation Leisure Services Manager Gil Spence recommends City Council approval of the Request for Proposals for the Five Flags Center Renovation. It is hoped that a firm will be selected by November 1, 2004, design and bidding be complete by May 1, 2005, the contractor would begin work by June 1, 2005, and the project would be complete three months thereafter. I concur with the recommendation and respectfully request Mayor and City Council approval. {Yl1L ¡j (~)1 ~ Michiel c. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gil D. Spence, Leisure Services Manager ï5~ ~<k~ MEMORANDUM August 23, 2004 TO: Michael C. Van Milligen, City Manager J FROM: Gil D. Spence, Leisure Services ManageV SUBJECT: Request for Proposals - Five Flags Center Renovation INTRODUCTION The purpose of this memorandum is to request City Council approval of the Request for Proposals for the Five Flags Center Renovation. DISCUSSION Renovation of the Five Flags Center is budgeted in three phases, FY 2005 ($1,605,000), FY 2006 ($600,000), and FY 2007 ($600,000). Elements of each phase are outlined on pages five and six of the RFP. Renovation plans were determined as part of the CSL Study done in 2002 to determine the future direction of the Center. A committee of the following has been formed to review the proposals and select a design firm: Gil Spence .................... Paula Jo Wolfe ............. Peggy Degnan ............. John Richardson .......... Ken TeKippe ................ Rich Russell ................. Mary Rose Corrigan ..... Dan Brown ................... Leisure Services Manager Civic Center Manager Event Coordinator Operations Supervisor Finance Director Building Services Manager Public Health Specialist Fire Chief continued Five Flags renovation, page two My hope is to have a firm selected by November 1, 2004 so that design and bidding can be completed by May 1 st so the contractor can be ready to begin work on June 1, 2005 to allow three full months to complete the project. Paula Jo Wolfe, Peggy Degnan, and John Richardson will represent SMG on the design committee and two other SMG employees will provide input throughout the process. ACTION STEP The action requested is for the City Council to approve the Request for Proposals for the Five Flags Center Renovation. GDS:et attachment CITY OF DUBUQUE, IOWA REQUEST FOR PROPOSAL September 7, 2004 FIVE FLAGS CENTER RENOVATION I. INTRODUCTION The City of Dubuque, Iowa is soliciting proposals from qualified consulting firms to provide architectural and engineering design for improvements to the Five Flags Center. Over the years staff and users have identified several improvements that would improve patrons' comfort and the ability to stage a performance. The selected firm will discuss these improvements with a committee and investigate their feasibility. II. COMMUNITY PROFILE Dubuque is located on the Mississippi River west ofthe Illinois-Wisconsin border and is connected to both states by bridges. It is the educational, industrial, and commercial center for the tri-state area and has a stable and diversified manufacturing base and a growing service sector. The City's Census population is 57,686. The City is approximately 30 square miles in area. The City's annual budget is over $90 million and funds a full range of services. The Dubuque area economy has remained strong with unemployment at record low levels and a steady growth in manufacturing and construction jobs. The city's central retail area serves almost all of the fifteen surrounding counties in Iowa, Illinois and Wisconsin. The last few years has seen major renovation to the four block areas on both sides of the Center. A four block pedestrian mall has been reopened, many restaurants and shops have opened in renovated buildings, companies have moved into the downtown area. There is also substantial commercial activity west of the central business district area along U.S. Highway 20, including an enclosed shopping mall with several national retailers. In 1999, the City approved the construction of over one million square feet of new commercial, office, industrial and institutional space. Residents of the Dubuque area make extensive use of the recreational opportunities afforded by the Mississippi River, which are complemented by the City and County park systems. This includes outdoor swimming pools, picnic areas, ice-skating rinks, baseball diamonds, tennis courts and a public golf course. Several recreational areas are situated on the bluffs overlooking the mighty Mississippi River. The City has a wide variety of cultural offerings including art galleries, theater groups and symphony concerts. In 1985, pari-mutuel gaming was introduced to the community and in 1991, riverboat gambling became an added attraction. The City's Mississippi riverfront is the location of this riverboat gambling and regular cruise boats. The port facilities are located in the historic Ice Harbor area. Dubuque enjoys approximately one million tourists annually and this number is anticipated to grow. The Five Flags Center is located only a few blocks from the Port of Dubuque, which has recently seen construction of the $188 million America's River Project. The America's River project includes: The National Mississippi River Museum and Aquarium, a complex located next to the Ice Harbor; The Grand Harbor Resort and Waterpark, a 200-room hotel and indoor Waterpark along the riverfront; The Grand River Center, a 135,000 square foot education and conference center and a 2000' Mississippi Riverwalk. The National Mississippi River Museum and Aquarium includes: 15 aquariums; Immersion theater showcasing the Mississippi River's creation, floods, history and underwater life; outdoor wetland featuring natural and living history with floating laboratories and classrooms; stream tables; an educational overnight program which lets visitors sleep on a "boat and breakfast" National Historic Landmark steamboat. The Grand Harbor Resort and Waterpark includes a seven story hotel with approximately 200 rooms and a 24,000 square foot indoor waterpark. Phase II includes 150 additional rooms and an 18,000 square foot addition to the waterpark. The Grand River Center is a state of the art education and conference center with a 30,000 sq. ft. exhibit hall, 12,000 sq. ft. meeting rooms, 12,000 sq. ft. ballroom, a spectacular River room which extends out over the Mississippi River and over 25,000 sq. ft of indoor and outdoor prefunction space. The Mississippi Riverwalk and Amenities includes a riverwalk which links the Alliant Energy Amphitheater, the American Trust River's Edge Plaza, a landing for the Delta Queen, boat docks, public art and an 18-mile bike-hike trail connection to the Heritage Trail. For additional information on Dubuque and recent initiatives, please visit the following web sites: www.qrandrivercenter.com www.rivermuseum.com www.qrandharborresort.com www.dubuquechamber.com www.qreaterdubuQue.orQ www.americasriver.com 2 III. SUBMISSION REQUIREMENTS The City of Dubuque reserves the right to reject any and all proposals and to negotiate changes with any firm. The City of Dubuque is not liable for any cost incurred by any firms prior to the execution of an agreement or contract. Nor shall the City of Dubuque be liable for any costs incurred by the firm that are not specified in the contract. The City of Dubuque is an Equal Employment Opportunity Employer. Proposal Submission Deadline An original and eight copies of each proposal shall be delivered by 5:00 p.m. on Friday, October 1, 2004, to the address below: Gil D. Spence Leisure Services Department 2200 Bunker Hill Road Dubuque, Iowa 52001-3010 The proposals shall be sealed and shall be clearly labeled: "City of Dubuque, Five Flags Center Renovation Project" Further information may be obtained from Leisure Services Manager Gil Spence by telephone, at 563-589-4263. Tours of the Center can be arranged through Civic Center Manager Paula Jo Wolfe by calling 563-589-4254. The City of Dubuque anticipates award of the contract to the successful firm for this project by November 1, 2004. Firms whose proposals are not accepted will be notified as soon as the selected firm has been approved. IV. INFORMATION TO BE INCLUDED IN THE PROPOSAL To simplify the review process and to obtain the maximum degree of comparability, the proposals shall include the following information and shall be organized in the manner specified below. 3 Letter of Transmittal Provide a letter of transmittal briefly outlining the firm's understanding of the work, general information regarding the firm and individuals to be involved, and the name, address, telephone number and fax number of the firm's primary contact person for the proposal. Profile of Firm The proposal shall include general information about the consultant firm, the firm's area of expertise as regards this RFP, and the firm's official name, address, and principal officers, including the qualifications of the project manager and other key personnel who would be assigned to the project. Qualifications 1. The proposal shall include the name of the anticipated project manager, his or her qualifications and experience, the names, qualifications and experience of other key personnel who would be associated with the project, and the names of personnel who are registered professional engineers under the laws ofthe State of Iowa. 2. The proposal shall describe the experience of the firm in performing similar studies. The proposal shall include at least three references of past clients with which the firm has had similar projects and which have been completed within the past five years. 3. The proposal shall describe the name and location of other subconsulting firms that would be used by the firm, and the approximate percentage of the work that would be performed by each of these firms. 4. The proposal shall discuss the firm's ability to integrate this project into the firm's present workload. Scope of Services The proposal shall include a general description of the firm's proposed means of satisfying the scope of services. The selected firm's responsibilities will include, but may not be limited to, the following scope of services. (Note that the detailed scope of services will be negotiated at the time of contract development). 1. Improvement Study Committee Meet with a committee of Civic Center staff to discuss improvement to be considered. Followup meetings will be scheduled as needed to discuss recommendations. 4 2. The Proposal In 2002 the City contracted with Conventions, Sports and Leisure International (CSL) to conduct an Analysis of Potential Future Uses for the Five Flags Center. Part of that study was an architectural analysis of building improvements needed to allow for those potential uses. Review the recommendations of the CSL study with the committee and make appropriate revisions. After final approval, prepare plans, specifications and bid documents. Services will also be needed during construction, site visits, answer questions, and prepare changeovers. 3. Project Scope The renovation is budgeted over a three-year period. The following is a listing of what is included in each phase. FISCAL YEAR 2005 .......................................................... (Phase " $1,605,000) . Second Level Lobby ~ enlarge concession stand ~ fill in floor openings Second level meeting rooms ~ add exit door to Majestic Room ~ relocate bar ~ relocate bar door and Orpheum Room door Bijou Room Improvements ~ replace fluorescent lights ~ add new stage track lighting ~ new acoustical wall covering ~ improve entrance Public Lobby and Circulation ~ replace and refinish all surface materials (floors, walls, ceilings, stairs, railing, et cetera) . Other Items ~ improve entrances ~ relocate ticket office ~ added second level storage ~ signage ~ bleacher replacement 5 FISCAL YEAR 2006 ............................................................. (Phase II, $600,000) . add 70-ton ice chiller . install dehumidification FISCAL YEAR 2007 ............................................................ (Phase 11/, $600,000) . replace ice covering . replace dasher boards . fall protection Project Schedule The proposal shall include a project schedule outlining the time frame and estimated completion date of the proposed scope of work. Phase I schedule must allow for the bidding process to be completed so as to allow the contractor to be in place and ready to begin work on June 1, 2005. Fees and Compensation Provide a proposed cost plus expenses budget for completion of the proposed scope of services with cost breakdowns by work product. Quotation of fees and compensation shall remain firm for a period of at least 90 days from the proposal submission deadline. Please separate the proposed budget from the other portion of the RFP submittal. Initial screening will be done by the selection committee without benefit of knowing the consultant's proposed fee for services. v. EVALUATION CRITERIA Proposals will be screened to ensure that they meet the minimum requirements of the proposal format. A review of qualifying proposals will identify potential firms which most closely meet the needs of the City of Dubuque. Proposals will be evaluated by the selection committee. Consultants may be invited to an interview with the selection committee. Factors to be considered by the selection committee will include the following: A. Qualifications and experience of the firm -- reference checks, achievements and completion of similar projects within the past five years. B. Project design team -- qualifications and experience of the principal consulting staff proposed to work on the project, variety and application of various 6 disciplines within team, and availability and qualifications of the subcontracting staff. C. Grasp of project requirements -- the firm's analysis, preparation and level of interest. D. Design approach/methodology in completing scope of services -- technical alternatives, creativity and problem solving ability. E. Responsiveness -- compatibility between consultants and the City of Dubuque, general attitude, ability to communicate. F. Local economic impact -- proximity of firm to Dubuque, ability to incorporate local firms. G. Schedule evaluation -- time required to complete the project. H. Cost evaluation -- proposed cost to complete project. The lowest monetary proposal will not be a primary consideration in the selection process. For questions, please contact: Gil D. Spence Leisure Services Manager 2200 Bunker Hill Road Dubuque, Iowa 52001-3010 (563) 589-4263 qspence@citvofdubuQue.orq 7 INSURANCE SCHEDULE C ATTACHMENT A, 1 of 4 INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES 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 or better in the current AM. Best Rating Guide. 2. All policies of insurance required hereunder shall be endorsed to provide a thirty (30) day advanced notice to the City of Dubuque of any cancellation of the policy prior to its expiration date. This endorsement supersedes the standard cancellation statement on the Certificate of Insurance. 3. shall furnish Certificates of Insurance to the City of Dubuque, Iowa for the coverage required in Paragraph 7. Such certificates shall include copies of the endorsements set forth in Paragraphs 2 and 5 to evidence inclusion in the policy. shall also be required to provide Certificates of Insurance of all subcontractors, and all sub- subcontractors who perform work or services pursuant to the provisions of this contract. Said certificates shall meet the same insurance requirements as are required of 4. Each Certificate of Insurance shall be submitted to the contracting department in the City of Dubuque, Iowa prior to commencement of work/service. (The contracting department shall submit the certificates to the Finance Director.) 5. All policies of insurance required in Paragraph 7 shall include the City of Dubuque, Iowa under the attached Additional Insured Endorsement (CG2026) and the attached Governmental Immunities Endorsement. 6. Failure to provide evidence of minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque. Failure to obtain or maintain insurance required herein shall be considered a material breach of this agreement. , subcontractors, and all sub-subcontractors shall be required to carry the following minimum insurance coverages or greater if required by law or other legal agreement: PROFESSIONAL LIABILITY: Bodily injury and property damage limit of liability: $ 1,000,000 COMMERCIAL GENERAL LIABILITY: General Aggregate Limit Products-Completed Operation Aggregate Limit Personal and Advertising Injury Limit Each Occurrence Limit $ 2,000,000 $ 1,000,000 $ 1,000,000 $ 1,000,000 ATTACHMENT A, 2 of 4 Fire Damage Limit (anyone occurrence) Medical Payments $ $ 50,000 5,000 Commercial general liability shall be written on an occurrence form, not a claims made form. Coverage to include premises-operations-products-completed operations, independent contractors coverage, contractual liability, broad form property damage, and personal injury. UMBRELLA OR EXCESS LIABILITY: $ * To be determined on a case by case by Finance Director. ATTACHMENT A, 3 of4 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. CODvriQht. Insurance Services Office. Inc. 1994 CG 20 2611 85 ATTACHMENT A, 4 of 4 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 form 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 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 Chanqe in Policy. The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy.