Five Flags Civic Ctr Renova RFP
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MEMORANDUM
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August 30, 2004
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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.
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Michiel c. Van Milligen
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Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gil D. Spence, Leisure Services Manager
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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
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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.
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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.
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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
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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
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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
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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.