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SW Arterial IA 32 Consultant Re DU~-@uE ~ck~ MEMORANDUM September 16, 2004 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Iowa 32 (Southwest Arterial) Consultant Selection Recommendation On September 7,2004 the City Council tabled the award of the Iowa 32 (Southwest Arterial) Consultant Selection Recommendation for Phase I Preliminary Engineering Design Services asking that research be done on the inclusion of a construction contractor, C.J. Moyna, on the engineering consultant project team for the consultant selected by the Consultant Selection Committee, Earth Tech Consulting Engineers. Corporation Counsel Barry Lindahl, Acting Public Works Director/City Engineer Gus Psihoyos, Civil Engineer II Bob Schiesl and I have researched the issue and discussed it with Iowa Department of Transportation District 6 Engineer Dick Kautz. I received the attached September 16, 2004 e-mail from Mr. Kautz. In his e-mail, he also references correspondence from Professional Engineer Robert Lentz of Earth Tech and Gil Janes of Howard R. Green Company. In the e-mail Mr. Kautz advised that, "Iowa DOT practice is not to allow contractors on the consultant team as a sub-consultant" Mr. Kautz goes on to say, however, that "...Earth Tech has not violated any of the requirements in the RFP." Mr. Kautz then addresses the use of a contractor in the process as part of what is called a "Constructability Review." Mr. Kautz says, "Contractor input can be received through an approved process called a Constructability Review..." Mr. Kautz goes on to say, "I believe Earth Tech is attempting to follow this process as referenced in their September 15, 2004 letter, though their terminology is different" Mr. Kautz concludes that, "Deanna (Deanna Maifield, Consultant Coordinator with the Iowa DOT) and I both agree that John Moyna's role on a Constructability Review would be comparable to that as a sub-consultant However, the consultant team leader must determine if the selection team needs to reconvene to discuss whether Earth Tech remains the top ranked consultant with this change." Corporation Counsel Barry Lindahl, Acting Public Works Director/City Engineer Gus Psihoyos and I met with the Consultant Selection Coordinator, City of Dubuque Civil Engineer II Bob Schiesl. He has determined that the Consultant Selection Committee need not reconvene. I agree with Bob's decision. There has been no substantive change in the RFP response of Earth Tech: The process for value engineering will be by means of a Constructability Review, which was the intent of the original proposal, even though it is an enhancement and will provide even greater benefit to the project WHKS has raised a question about the process used by the Consultant Selection Committee for the selection of the consultant The City Council appeared to feel comfortable with my response to this question at the September 7 City Council meeting. Iowa Department of Transportation District 6 Local Systems Engineer Roger Walton and Iowa Department of Transportation District 6 Engineer Dick Kautz have now confirmed for me that they also believe the selection process was conducted appropriately. I respectfully recommend that the Mayor and City Council accept the Consultant Selection Committee's selection of Earth Tech Consulting Engineers as the consultant for the project /V11L{ Lt.)] /t{&( Mi6i1aei c. Van Milligen -- MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psihoyos, Acting Public Works Director/City Engineer Bob Schiesl, Civil Engineer II Dick Kautz, Iowa DOT District 6 Engineer Consultant Selection Committee Juanita Hilkin From: Sent: To: Subject: Kautz, Richard [DOT] [Richard.Kautz@dot.iowa.gov] Thursday, September 16, 2004 7:48 AM jhilkin@cityofdubuque.org FW: SWA--Consultant Selection for Preliminary Engineering Services 11 SOD_DB. pdt (137 KB) Juanita, Would you please see that Mike gets this information this morning. Thank you, Cathy -----Original Message----- From, Kautz, Richard [DOT] Sent, Thursday, September 16, 2004 7,13 AM To, citymngr@cityofdubuque.org Subject, FW, SWA--Consultant Selection for Preliminary Engineering Services -----Original Message----- From, Kautz, Richard [DOT] Sent, Thursday, September 16, 2004 7,08 AM To, 'citymngr@cityofdubuque.org' CC, Schnoebelen, Jim [DOT]; Walton, Roger [DOT]; Maifield, Deanna [DOT] Subject, SWA--Consultant Selection for preliminary Engineering Services Mike, AS requested, I am providing you with the following information concerning the proposal submitted by Earth Tech for engineering services on the SWA project, 1) Including a contractor on the consultant team is viewed as creating a conflict of interest for the contractor in possible future lettings for the project. This position is shared by both the FHWA and the Iowa DOT. Iowa DOT practice is not to allow contractors on the consultant team as a sub consultant. 2) Contractor input can be received through an approved process called a Constructability Review which is described in Iowa DOT PPM 500.08 (see attachment). I believe Earth Tech is attempting to follow this process as referenced in their September 15, 2004 letter, though their terminology is different. Gil Janes in his email dated September 15th tries to clarify this issue by referencing PPM 500.08. 3) In a phone conversation with Deanna Maifield, Consultant Coordinator with the Iowa DOT, we concluded that Earth Tech has not violated any of the requirements in the RFP. Including a contractor on the consultant team may not have been viewed as potential conflict of interest by Earth Tech. Obviously, the consultant selection team did not recognize it either. Deanna intents to include language in future RFPs addressing this issue which will also be used on local federal funded engineering services proposals. 4) Deanna and I both agree that John Moyna's role on a Constructability Review would be comparable to that as a sub consultant. However, the consultant team leader must determine if the selection team needs to reconvene to discuss whether Earth Tech remains the top ranked consultant with this change. Please contact me if you have any questions. Foem IOJ050wd 7-97 ~"'owa Department Of Transportation ~., Policies and Procedures Manual nlo P,I"yN, Constructabili Review and Post Construction Review 500.08 R"po",'bl,Offi" R,I,I,dPoli"",odP""d"" Office of Design 500.16 10-5- 78/4--15-04 App""I(,) Kevin M. Mahoney Err"",,'R,,',"" °"" Authority: Director of the Highway Division. Contents: This policy provides for the establishment of a constructability review program and a post construction review program for selected highway construction projects. Affected Offices: Resident Construction and District Offices; Offices of Bridges and Structures, Construction, Contracts, Design, Maintenance, and Right of Way. Who to Contact for Policy Questions: Office of Design. Definitions: Constrnctability review - A systematic review of selected projects during the design stage. Includes representatives from the construction industry. Post constrnction review - An infonnal review of selected construction projects upon completion and again after one year of maintenance experience. Forms: None. Policy and Procedure: I. Constructability Review A. Policy 1. It is the policy of the Highway Division to conduct a review of selected projects during the design stage, with representatives from the construction industry, the Department, and the Federal Highway Administration (FHW A). The purpose of the review is to develop a project that is easier and more cost effective to construct by taking advantage of input from contractors and various offices during the design phase of development. 2. The best candidates for constructability reviews as described in this policy are complex or unique projects. Ideal candidates for a constructability review include: Major project corridors with foreseen difficulties. Major bridges. Environmentally sensitive projects. Major urban project corridors. Projects that include unusual or unique construction techniques. 3- The focus of a constructability review may be broad and general, or specific (such as staging or traffic control). 100. Policy No. 500.08 4. The timing of constructability reviews shall be as early in the design process as practical, to avoid the necessity for rework. Multiple reviews (such as at field exam, plan submittal to Right of Way, and final design) may be necessary depending on the focus of the review and the complexity of the project. 5. Projects which warrant constructability reviews are also good candidates for post construction reviews. B. Procedures 1. In cooperation with the District Engineer, the Design Engineer shall propose candidate project corridors and detennine the focus and timing of the reviews. From these candidate projects, up to six project corridors per year may be selected for constructability reviews by the Director of the Highway Division. 2. The Assistant District Engineer shall assemble the team and serve as the team leader. At least two individuals representing different construction contractors should be represented. Other members may include the Resident Construction Engineer and representatives from Design, Bridges and Structures, Contracts, Right of Way, and the FHW A. The review team should be limited to seven or eight members, if possible. The Contractors' Joint Policy Committee (CJPC) selects the contractors who will serve on the review team. 3. 4. The Iowa DOT staff responsible for the development of the project shall present an overview of the project, plan details, and constraints to the review team. These individuals will not be on the review team, but will continue to be a resource as the study continues. 5. The review team has the prerog¡tive to meet with outside entities, such as utility companies and local jurisdictions, if necessary. 6. Written recommendations from the review team will be made available from the Office of Contracts to anyone who requests them. A notice that the recommendations are available will be placed in the Weekly Letting Report and on an electronic bulletin board. 7. A pre-bid meeting will generally be conducted on all projects that have a constructability review. Recommendations of the review team and their disposition will be discussed at the pre-bid meeting. II. Post Construction Review A. Policy 1. It is the policy of the Highway Division, through infonnal discussions, to review selected construction projects following completion. 2. The purpose of such discussions is the improvement of procedures resulting from experience developed during construction and the first year of maintenance, improvement of the mutual understanding of design, construction procedures and 200. Policy No. 500.08 3. operating characteristics, and the promotion of an intercha nge of ideas and experiences between field and central office personnel. Post construction review is not intended to be a fault- finding session, but rather an opportunity for those responsible for design, construction, maintenance and operations to secure greater mutual understanding and share experiences to improve our construction product. B. Procedures 1. The Director of the Highway Division shall select six projects annually for review on a random basis at the time of letting. These projects mayor may not be projects that were subject to constructability reviews. 2. Upon completion of a selected project, the District Construction Engineer shall call for the first review. This review shall be completed by a post construction review team consisting of the: District Construction Engineer. Resident Construction Engineer. Design project engineer under whom the project was prepared. District Maintenance Manager who will be in charge of the project the first year after completion. Field engineer from the Office of Construction. Individual from the Office of Traffic and Safety who prepared the signing plans. Individual from the Office of Right of Way who prepared the right of way plans. Individual from the Hydraulic Section of the Office of Bridges and Structures who was responsible for drainage design. Anyone else who the District Construction Engineer feels should be involved because of the specific nature of the construction. Possible participants include: FHW A area engineer; structural designer from the Office of Bridges and Structures; representatives from the Office of Materials, District Materials offices, and Office of Maintenance; Highway Maintenance Supervisor; county engineer; and city representatives. 3. The District Maintenance Manager who was in charge of the project the first year after completion shall call for a second review of the project after at least one year, but no more than 18 months, of experience with its maintenance. This review shall be completed by a post construction review team consisting of the: District Maintenance Manager. Design project engineer under whom the project was prepared. District Construction Engineer. Resident Construction Engineer under whom the construction was completed. Anyone else who the District Maintenance Manager feels should be involved because of the maintenance issues associated with the project. 4. Each review team shall issue a summary report. Minutes of deliberations are optional. The team leader shall be responsible for completion of the report within 30 days of the review. The report is to be distributed to the FHWA, members of the Highway Division Management Team, and office directors. Should a team desire to recommend a change in official policy or in the standard specificatims, such recommendations should be forwarded to the Director of the Highway Division who shall arrange for appropriate staff review. 3 ofJ. 5°' Sycamo« S""', Sui« "2, PO" orrice Box '497, Wa«doo, Iowa 5°7°4-'497 September 15, 2004 Mr. Gus Psihoyos Acting Public Works Director City of Dubuque 50 West 13'h Street Dubuque, Iowa 52001 Subject: Southwest Arterial Dear Mr. Psihoyos: I am writing to follow-up on some of the items which were discussed at the September 7, 2004, City Council meeting. We believe that this infonnation will answer the questions which were raised by WHKS at the Council meeting. GENERAL COMMENTS In preparing our original proposal and project approach, we have tried to thoroughly investigate the needs of your project and to derme an approach which most effectively addresses those needs. Our project team was assembled to match those needs with competent and experienced team members. The overall objective of our project team and project approach is to develop a project which is in the best interest of the City and DOT and which avoids swprises later in the project by addressing the issues at the proper time. PROJECT TEAM The Southwest Arterial Coaidor presents a unique set of challenges for a highway design team, including geological conditions, impacts to properties, access and economic development considerations, traffic impacts throughout the corridor, and the need for a cost-effective design. We are confident that the project team listed in our proposal will offer the broad experience, knowledge of project development procedures and specialty expertise which is needed for this project. We have presented a balanced and comprehensive design team to address these issues. We can also contact our national Earth Tech transportation and traffic experts for advice and ideas at any time. PROJECT MANAGER A brief swnmary of my ~e as Proje<:IManager was outlined in the original proposal. Although space to discuss projects was very limited in our proposal, my background includes many projects in Dubuque County: Northwest Arterial Original Corridor Study Northwest Arterial Design, U.S. 20 to PelU1Sylvania Avenue (TIlls project involved a shale cut north of Catfish Creek and a new bridge over Catfish Creek.) Iowa 32 Design, PelU1Sylvania Avenue to IFK Road E A RTH@)T H E c A Tyeo In(,"<twc,"" 5e",;oes Company Telephone 3'9.232.653' Faoimile 3' 9- 2 3 2.027' Mr. Gus Psihoyos September 15,2004 Page 2 Original Southwest Arterial Study (Cedar Cross Extension) (This project encountered many of the same geological challenges and affected some of the same neighborhoods as the current Southwest Arterial project) North Side Major Arterial Transportation Study Mines of Spain Roadway PlaIUlÌng and Design (This project included a new bridge over Catfish Creek) Freemont Avenue Bridge Approaches (This project included a bridge over Catfish Creek) U.S. 151 Corridor Study and Design (This project included a corridor study, interchange configurations, alignment determination for the Cascade Bypass and Monticello Bypass and construction staging under traffic.) U.S. 61, South of U.S. 151 (This project included a determination of final alignment and profile, major rock excavation and construction under traffic_) This background represents many years of experience with all types of design and public involvement activities in Dubuque County. I believe that this experience will be a major asset in effectively managing the Southwest Arterial project. GEOLOGICAL AND GEOTECHNICAL The geological conditions in the Southwest Arterial Corridor will require special expertise to achieve an optimum design. We are familiar with the challenges of this area, which are very similar to those we encountered in the Cedar Cross Extension Study. Terracon Consultants will be responsible for the overall geotechnical design, as noted in our proposal. However, we are convinced that the involvement of a special expert in shale, Dr. Vernon Schaefer, will add substantial value to this team Dr. Schaefer's proven expertise in rock mechanics and his ongoing detailed study of shale construction techniques, will provide invaluable insight on the best and most cost-effective construction teclnriques. Terracon is agreeable to this teaming relationship. We had also considered the possibility of using Terracon's engineers alone for this task According to the resume furnished by Terracon, their senior expert (Craig Denny, Ph.D.) is located in Kansas and his resume includes predominantly Kansas projects. We believe that Dr. Schaefer's expertise is much more pertinent and will result in substantial benefits to the project V ALOE ENGINEERING APPROACH We continue to believe that a more fonnal Value Engineering Study will be highly beneficial to the City on this project. The approach we have recommended is similar to the Iowa DOT's "Constructibility Review" process. Accorcling to the DOT's Policy and Procedure Manual, the purpose of a Constructibility Review is "to develop a project that is easier and more cost-effective to construct by taking advantag<: of input ftom contracttm and variom offices during 1he des;gn plme of the development." While nearly all engineering projects include an element of Value Engineering, whereby alternatives are evaluated, a more fonnal Value Engineering Study has the potential for identifying significant cost- saving features on this project. A contractor's viewpoint will be an invaluable part of this team Our proposal identified John Moyna as a candidate for the contractor's representative. We have recently learned that the Iowa DOT has involved the Associated General Contractors of Iowa (AGC) to E A R T H @T E c H A tqca """NAnON"'- '" COM'ANY Mr. Gus Psihoyos Septemher 15, 2004 Page 3 identify other contractors' representatives for their teams and that the final team would need to he approved by the DOT's Highway Division Director. On Septemher 15, 2004, AGC confirmed to us that they would recommend John Moyna (C. J. Moyna and Sons) and Taylor Construction (a bridge contractor from New Vienna) for this role. We are very willing to work out the details of the Value Engineering process to the satisfaction of the City, Iowa DOT and AGe. HIGHWAY AND TRAFFIC ENGINEERING DESIGN The project team identified in our proposal provides a broad range of expertise to handle all of the engineering, environmental and public involvement needs on this project. Our team's experience in Dubuque County, including Neal Hawkins' experience with traffic analysis in Western Dubuque, will be very beneficial in analyzing the needs of the Southwest Arterial. Weare confident that this team will provide the expertise that is needed and will avoid surprises later in the project. PUBLIC RELA nONS AND INVOLVEMENT Under the leadership of Gil Janes (Howard R. Green Company), our public involvement plan will be tailored to meet the needs of this corridor. Members of our team have studied the previous public involvement memos for the Southwest Arterial, attended the public hearing and are familiar with the public concerns. We are committed to maintaining an effective and ongoing public involvement program and will be on-site whenever necessary. In addition to Earth Tech and Howard R. Green representatives, the Durrant Group is also available at any time for local coordination, as noted in our proposal. LOCAL CONSULTANT INVOVLEMENT In our proposal, we identified the Durrant Group to assist with enhancements and local involvement. Our proposal also noted that we are willing to involve another local fmn as part of our team during contract negotiations, if desired by the City. We have recently been contacted by IIW Engineers expressing their interest in being part of the Earth Tech team. After approval of our selection by the City Council, we would like to discuss the possibility of involving another local firm on our team. Thank you for the opportunity to respond to your recent questions, and please call if you need any additional infonnation. We are looking forward to working with the City on this important project. Very truly yours, Earth Tech R~~b c: Mr. Bob Schiesl Mr. Roger Walton TIUgpSW Arteria1.doc A R T H @T E c H Atqcø'NIT~nONAUm COM'AM' 5°' Syeamo" S"e". Sui« n2, Po" Office Box '497, W"edoo, Iowa 5°7°4"497 September 15, 2004 Mr. Gus Psihoyos, P.E. Acting Public Works Director City of Dubuque 50 West 13'" Street Dubuque, Iowa 52001 Subject: Iowa Highway 32 (Southwest Arterial) Value Engineering Activities Dear Mr. Psihoyos: I am writing to clarify our proposed approach to the Value Engineering activities for the Southwest Arterial and to respond to some of the recent questions about tills activity. L Value Engineering concept from onr original proposal, As part of our proposal and interview preparation, we have tried to gain a thorough understanding of the current roadway concept and its characteristics. Based on this review, we suggested that a Value Engineering Study would be a very worthwhile activity in the project approach, with the objective of reducing the high cost per mile without sacrificing any of the roadway or access functions. While most engineering projects include an element oJ value engineering, whereby alternatives are developed and evaluated, we believe that a more Jormal value engineering process would produce the best results and would yield the most benefits Jor theOry. The approach outlined in our proposal would provide a Value Engineering Study of the project as one of the earliest activities. Please note that this activity would occur early in the project and would not give any contractor an unfair access to project infonnation later in the project. 2, Proposed Value Engineering Team, from onr original proposal, The team we have suggested in our proposal wonld inclnde several participants: A. Earth Tech engineers who have proven experience in Value Engineering studies. Our Midwest offices include several persons with a strong background in this area: Bob Lentz has been involved in three fonnal Value Engineering studies on major highway projects ranging from $80 million to $240 million in construction costs. One of these projects was in Des Moines, and the other two were out-of-state. Other senior engineers from Earth Tech have conducted Valne Engineering studies on roadway/freeway designs, bridge designs and drainage systems throughout the midwest. We propose to include at least a senior bridge engineer and a drainage specialist. A H @ T H R T E c A Tyco In~a,tm',",' S"";c,, Company Tel'phone 3' 9.232.653' Faoimile 3'9.232.027' Mr. Gus Psihoyos September 15, 2004 Page 2 B. Other members of the Project Management Team. Members of the City's Project Management Team would also be invited to participate in any of the activities- C. A contractor experienced with highway construction in Dubuque County. In our proposal, we have recommended John Moyna for this role due to his extensive highway grading experience in Dubuque County and his proven experience in Value Engineering improvements. 3. Followup after September 7 City Council Meeting. We contacted the Iowa DOT to confirm whether our approach to the Value Engineering Study would be acceptable to the DOT for the Southwest Arterial project. The results of these contacts are as follows: The Iowa DOT District 6 office confirmed to us that including a contractor on a Value Engineering Team would be proper and permissible on a federal-aid project such as the Southwest Arterial. They requested that we contact Roger Gould who has recently been named as tbe DOT's Value Engineering Coordinator. We understand that the Iowa DOT Highway Division Director will also need to approve the final representatives for the Value Engineering Team. On September 9, 2004, I contacted Roger Gould. He noted that the DOT does not have fonnal procedures for selecting value engineering teams but had involved the Associated General Contractors of Iowa (AGe) for previous constructibility reviews on projects. He suggested that we contact AGC to see if they had other recommendations for contractors to be included on this team. On September 10, 2004, I contacted Mr. Rick Weldon at AGC and asked for their recommendations on the Value Engineering Team. On September 15, 2004, Mr. Weldon stated that their recommendations for the Value Engineering Team would be e. J. Moyna and Sons (represented by John Moyna) and Taylor Construction. Taylor Construction is a bridge contractor from New Vienna, Iowa, with experience in large and small bridge projects across the state. We are very willing to follow AGe's recommendations in this regard, if acceptable to the City and DOT. In addition to these items, Roger Gould suggested that we post the minutes of the Value Engineering meetings on the DOT's Weekly Letting Bulletin so that all contractors would have access to the infonnation. The DOT has used this approach in past constructibility reviews to avoid any possibility of concern by other contractors. We are certainly willing to follow these procedures so that the Value Engineering process is conducted properly and does not provide any contractor with a bidding advantage for the project. 4. Summary. In summary, we are confirming our original approach, which includes a Value Engineering Study conducted by a team of Earth Tech engineers, our subconsultants, and contractor representatives. The final contractor's participants in the Value Engineering Team will be worked out in consultation with AGC, the City and DOT. We are committed to working out the details of the Value Engineering process to the satisfaction of the City, Iowa DOT and AGe. We continue to believe that the Value Engineering process has the potential for identifying significant cost-saving improvements in your project. A R T H @)T E c H A«¡cø'N"'NA~~' 'CD. COM"N' Mr. Gus Psihoyos September 15,2004 Page 3 Please contact us if you have any questions. Weare looking forward to working with the city on this important project. Very truly yours, Earth Tech ~ RoBert L. Lentz, P.E. c: Mr. Robert Scmes] Mr. Roger Walton T/Ugpia32a.doc E A R T H @T E c H A Dcø 'NÆ'~""~< <m. COMMN' Bob Schiesl -----.------------------.------- .--------.- --- ------ -.----.-------------.- From: Sent: To: Walton, Roger [DOT] [RogerWalton@dot.iowa.gov] Wednesday, September 15, 20049:07 AM Bob Schiesl Subject: FW: Constructability Review Forwarded by Jeanne as instructed by Roger Roger R. Walton, P.E. District Local Systems Engineer District 6 - Cedar Rapids Iowa Department of Transportation Phone Number 319-364-0235 Cell Phone 319-361--4132 ----Original Message----- From: Janes, Gil [mailto:gjanes@hrgreen.com) Sent: Wednesday, September 15, 20048:44 AM To: Kautz, Richard [DOT] Cc: Walton, Roger [DOT] SUbject: PN: Constructability Review Dick and Roger: Attached is a communication that we pulled from the DOT web site for consultant selection on the Council Bluffs Interstate System study. This seems to address the issue specifically. Thought I would make sure that you received this information before the noon meeting today. Gil Gil Janes Howard R. Green Company 800.728.7805 319.841.4404 (direct) 319.841.4012 (fax) Qianes(Q)hrQreen.ç.Q1T1 www.hrQreen.com -----Original Message----- From: Janes, Gil Sent: Tuesday, September 14, 2004 5:31 PM To: lentz, Bob Cc: White, Rick Subject: Constructability Review Bob: Rick directed me to the DOT web site on consultant selection for the Council Bluffs interstate system planning study pertaining to Constructability Review: Q. 5. If a consultant would like to add a contractor to their team to help with constructibility issues, how can this be done without causing a conflict of interest for the contractor in possible future lettings for this project? A. According to our PPM 500.08 - Constructibility Review and Post Construction Review, when the Department assembles a team to do a constructibility review on a project, we will make a request to the Contractors' Joint Policy Committee (CJPC) who will then select at least two individuals representing different construction contractors to serve on the team, If a consultant wishes to receive input from contractors on constructibility issues for this project, the consultant should request individuals representing at least two different construction firms to serve on their team. If the consultant is selected, then during contract negotiations, we will make a recommendation of the two construction firms on the consultant's team to the CJPC for their approval. 9/15/2004 This appears to address the issue that we are involved with in Dubuque. We are willing to follow the prescribed DOT protocol and policy. We would recommend that you forward this to Kautz and Walton to get us on the same page- If it is possible, we suggest that you secure a letter from AGC with their recommendations on contractors to be involved to put this issue to rest. There is a conference call tomorrow at noon between the DOT and the City to reach a final resolution of this matter. The objective would be to get this info to Kautz and the City before then. Thanks. Gil Gil Janes Howard R. Green Company 800.728.7805 319.841.4404 (direct) 319.841.4012 (fax) Qianes«J>.hrQreen.col}1 'i'i)!!W.hrqreeIJßom 9/15/2004 DU~@;E ~ck~ MEMORANDUM September 1, 2004 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Iowa Highway 32 (Southwest Arterial) Consultant Selection Recommendation Phase I - Preliminary Engineering Design Services .' <.l"- Request for Proposals were issued to select a consultant for the Iowa Highway 32 (Southwest Arterial) Phase I - Preliminary Engineering Design Services. The Project Consult Selection Committee included the following members: Roger R. Walton, Local Systems Engineer, Iowa DOT Kelley Deutmeyer, Executive Director, ECIA Anna O'Shea, County Zoning Administrator Bill Baum, Economic Development Director Ken TeKippe, Finance Director Laura Carstens, Planning Services Manager Gus Psi hoyos, Acting Public Works Director Robert Schiesl, Civil Engineer Six consultant firms submitted proposals and four were interviewed. The Selection Committee is recommending Earth Tech, Inc. for this project. Earth Tech, Inc. has partnered with a local firm, Durrant Architects, to assist in developing the enhancement concepts for the project. I concur with the recommendation and respectfully request Mayor and City Council approval. flth1l ~; ,¡1zcL Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psi hoyos, Acting Public Works Director/City Engineer D~ ~ck~ MEMORANDUM August 31,2004 FROM: Michael C. Van Milligen, City Manager Gus Psihoyos, Acting Public Works Director -~ TO: SUBJECT: Iowa Highway 32 (Southwest Arterial) Consultant Selection Recommendation Phase I - Preliminary Engineering Design Services INTRODUCTION The purpose of this memorandum is to seek City Council concurrence in the selection of Earth Tech, Inc. as the Design Consultant for Preliminary Engineering Design Services for the Improvement of Iowa Highway 32 (Southwest Arterial). BACKGROUND The City of Dubuque (City) in partnership with Dubuque County (County), the Dubuque Metropolitan Area Transportation Study (DMA TS), the Iowa Department of Transportation (Iowa DOT), hereinafter referred to as the Project Technica/ Committee, contacted qualified Consulting Engineering Firms or project teams, hereinafter referred to as the Consultant, to determine their interest and capabilities in providing major highway design services for the preliminary design of the Improvement of Iowa Highway 32 (Southwest Arterial), hereinafter referred to as the Project. The preliminary design contract will be for a proposed four-lane highway on alignment between U.S. Hwy 61/151 and U.S. Hwy 20. The Project Technical Committee established a Project Consultant Selection Committee, hereinafter referred to as the Selection Committee. The Selection Committee members included: Roger R. Walton, Local Systems Engineer, Iowa DOT; Kelley Deutmeyer, Executive Director, ECIA; Anna O'Shea, County Zoning Administrator; Bill Baum, Economic Development Director; Ken TeKippe, Finance Director; Laura Carstens, Planning Services Manager; Gus Psi hoyos, Acting Public Works Director; and Robert Schiesl, Civil Engineer. On June 18, 2004, six (6) consulting firms submitted Proposals for the Project. The following is the list of lead Consulting Firms which submitted proposals: . CH2Mhili EarthTech HDR Kirkham Michael . Snyder & Associates . WHKS & Co. CONSULTANT SELECTION PROCESS As required in the project development agreement, the Selection Committee selected a Consultant in accordance with the Iowa Department of Transportation Consultant Selection Process. The selection was based upon the Consultant's qualifications and experience, and the Selection Committee's detenmination of the Consultant best suited for this specific design Project. On July 21, 2004, the Selection Committee met to evaluate and rated each of the six (6) Consultant proposals. Based on the level of quality proposals received, the Selection Committee decided to offer an invitation to participate in interviews for the Project to the top four (4) ranked Consultants. On August 11 th, Consultant Presentations and Interviews were given before the Selection Committee. The following are the four (4) Consultants that interviewed: CH2Mhili Earth Tech HDR . WHKS & Co. On August 19th, the Selection Committee met to evaluate and rated each of the four (4) Consultants that interviewed. The Selection Committee carefully deliberated each Consultant's strengths and weaknesses. Although each of the Selection Committee members felt that each of the Consultants were uniquely qualified, the Selection Committee selected Earth Tech, Inc. of Waterloo, Iowa, as the first-ranked Consultant to provide the Preliminary Engineering Design Services for the Improvement of Iowa Highway 32 (Southwest Arterial). DISCUSSION Earth Tech has completed over $250 million of roadway design projects in Iowa, including over 35 miles of 4-lane roadway in Dubuque County. Earth Tech is a full- service design consultant, capable of addressing any of the environmental, engineering or project development issues that may arise. In addition, Earth Tech has a good historical knowledge of the Iowa Highway 32 (Southwest Arterial) Corridor, dating back to the original location study in 1987. This experience will result in innovative solutions as well as a cost-effective and attractive design for the Iowa Highway 32 (Southwest Arterial) project, while keeping the project on track and avoiding surprises late in the project. PROJECT TEAM To address and take on the unique challenges and specialized needs of the Iowa Highway 32 (Southwest Arterial) project, Earth Tech assembled an in-depth Project Team with the historical knowledge of this corridor, capability, talent, qualifications and experience to successfully complete the preliminary engineering design phase. The Earth Tech Project Team members include the following: Howard R. Green . Terracon Consulting Engineers . The Durrant Group . Tallgrass Historians, LC. Geo Services, Inc. Martinez Corporation . Vernon Schaefer, Ph.D. C.J. Moyna & Sons, Inc. PROJECT MANAGER An important evaluation criteria were the qualifications and experience of the Consultant's Project Manager. Earth Tech has designated Mr. Bob Lenz, P.E. to lead the Project Team. . Bob Lentz has 30 years of professional experience in highway planning and design with impressive credentials as a proven Project Manager and a solid team leader. . Bob Lentz was hired by the City as the Project Manager for the Northwest Arterial Phase I, between US 20 and Asbury Road. . Bob Lentz was the Project Manager for the US 61 I US 151 corridor relocation project between Dubuque and Cedar Rapids which is a project with very similar characteristics and conditions anticipated for the proposed Iowa Highway 32 project (Southwest Arterial). . Bob Lentz has experience working with challenging environmental and archeological sensitive areas, such as the Martin Luther Parkway project in Des Moines. . Bob Lentz will be located out of Earth Tech's Waterloo office, which is only 90 miles from Dubuque. GEOLOGICAL AND GEOTECHNICHAL Another important evaluation criteria were the qualifications, experience and understanding of the Project Manager and the Project Team with the challenging geological and geotechnical conditions which are present within the Project corridor. . Bob Lentz has experience working with challenging geological and geotechnical conditions, such as Maquoketa Shale. . Terracon Consulting Engineers has a thorough knowledge of the Project as a sub-consultant for the previous Location & Alignment Studies and has extensive experience working with challenging geological and geotechnical, such as Maquoketa Shale. . Earth Tech will retain the professional services of Vernon Schaefer, PhD., Iowa State University, as an independent geotechnical engineer serving as a senior advisor to Terracon and to review the final geotechnical report. . Vernon Schaefer, PhD., has a strong and diverse background in soil and rock mechanics and has performed research studies for the Iowa DOT and FHWA on construction techniques with shale slopes and failure mechanisms. VALUE ENGINEERING APPROACH Construction in the Iowa Highway 32 (Southwest Arterial) Corridor will be challenging and expensive. Earth Tech will provide the City with the unique opportunity for a thorough Value Engineering and cost-reduction study. The Earth Tech Project Team provides a blend of engineering and contractor's viewpoints to find the best Value Engineering solutions. The Value Engineering and cost-reduction study will provide: Earth Tech will retain John Moyna (C. J. Moyna & Sons) as an expert in Value Engineering for grading projects and will serve as a contractor advisor to the design team, suggesting ways to capitalize on improvements to the earthwork or rock excavation details. John Moyna has extensive experience throughout the state, and has completed numerous grading and rock excavation projects in Dubuque County. John Moyna has a proven ability to recognize cost-saving construction techniques and to evaluate borrow site locations for cost-effective construction. HIGHWA Y AND TRAFFIC ENGINEERING DESIGN An important evaluation criteria were the qualifications, experience and understanding of the Project Manager and the Project Team with the highway and traffic engineering challenges associated with the southern terminus, at U.S. 61/151 and the northern terminus, at U.S. 20, near the intersection with Seippel Road. . Earth Tech will team with the Howard R. Green Company to assist with highway and traffic engineering components. . Howard R. Green Company has a thorough understanding of the DMATS traffic model, design and traffic operations. . Howard R. Green Company will assist in traffic engineering and traffic signal coordination including; access management, safety, signal progression, signal interconnect and geometric improvements. PUBLIC RELA nONS AND INVOL VEMENT The objective of the public relations and involvement program is to maintain a high level of communication by informing and educating local government agencies, special interest groups, businesses, affected property owners and the general public about the Project, from the early development phases throughout the preliminary design period. It is imperative that the Project Technical Committee and the Consultant gain and maintain positive public support of the Project. Members of the public will better support the Project if they are kept up to date on the Project status in a timely manner, have an opportunity to contribute input, receive timely and appropriate communications and perceive a well-executed plan for keeping them informed. . Earth Tech will team with the Howard R. Green Company to perform the necessary public relations functions. . Both Earth Tech and Howard R. Green have impressive credentials and a proven success record with public relations involvement. LOCA TE AND SECURE ADDITIONAL FUNDS Since this Project is not fully funded, the Consultant will work with the Project Technical Committee to locate and secure additional funds needed for this Project. Although this Project has received earmark funds from the federal government, the Consultant will be encouraged to seek the additional earmarked funding and other state and federal funding opportunities for this Project. . Earth Tech will team with the Howard R. Green Company to work with staff in their Washington D.C. office to locate additional funding opportunities. . Howard R. Green has had prior success obtaining Congressional funds through their Washington D.C. office for high profile projects in Clinton and Coralville. LOCAL CONSUL TANT INVOL VEMENT Earth Tech will retain the Durrant Group to assist in developing the architecturallenhancement concepts for the project, and will provide local coordination from their Dubuque office. The Durrant Group has over 70 years experience in architectural design of all types, including transportation, bridges and streetscape projects. They have provided similar services on the US 20 Mississippi River Bridge project in Dubuque and have been involved in other key projects throughout Dubuque. Earth Tech has contacted several local consultants in Dubuque, and have offered them an opportunity to assist with a variety of project components and activities. However, each of these firms had already made other arrangements for the Consultant Proposal selection phase for the project. However, Earth Tech is willing to involve additional local firms as part of the Project Team during the contract negotiations. DISADVANTAGED BUSINESS ENTERPRISE REQUIREMENTS Earth Tech has committed to achieving the 10% Disadvantaged Business Enterprise (DBE) goal for the Project as established in Title 49, Code of Federal Regulations (CFR), Part 26. The Project Team DBE firms and the estimated percent of involvement are as follows: . Tallgrass Historians, L.C. (3% of project) . Geo Services, Inc. (5% of project) . Martinez Corporation (3% of project) PROJECT SCHEDULE Earth Tech understands the importance of keeping the Project on schedule and has committed the necessary resources to maintain the schedule outlined in the Proposal. Based on the Preliminary Scope of Work as outlined in the Proposal, Earth Tech estimates a 13 month schedule, with preliminary engineering design plans completed as early as late next year. CONSUL TANT DESIGN CONTRACT Once the Consultant has been selected and approved, a comprehensive scope of services will be developed jointly between the Consultant and the Project Technical Committee which will become the foundation of the contract between the two parties. A Consultant design contract will be negotiated after the selection process has been completed in accordance with the Iowa Department of Transportation, Title 23, Code of Federal Regulations, Part 172 - Administration of Negotiated Contracts (23 CFR 172). Negotiations will culminate in a standard preliminary design contract as included in the Department's Policy #300.12. The Project Technical Committee reserves the right if an agreement on the scope of services andlor compensation cannot be reached, negotiations with the first-ranked Consultant will be terminated. The Project Technical Committee will then initiate negotiations with the second-ranked Consultant. A pre-audit will be performed by the Iowa DOT to determine labor, overhead, and unit rates. Yearly rate reviews may be performed at the request of either the Consultant or the Iowa DOT. The Iowa DOT following contract completion will perform a closeout audit. RECOMMENDATION Based on the thorough review of the Proposals and the evaluate and rating of the Consultant Presentations and Interviews, I recommend that the City Council concur with the recommendation of the Selection Committee for the approval of Earth Tech for the Preliminary Engineering Design Services of the Improvement of Iowa Highway 32 (Southwest Arterial). BUDGET IMPACT On July 6, City Council entered into a Federal Aid Agreement with the Iowa DOT for funding of the Phase I - Preliminary Engineering Design Services. The City of Dubuque (City) in partnership with Dubuque County (County), the Iowa Department of Transportation and the Federal Highway Administration (FHWA), secured a Transportation Equity Act for the 21 st Century (TEA-21) Surface Transportation Program (STP) Grant in the amount of $1,987,000 awarded by the FHWA for the Preliminary Design of the Iowa Highway 32 (Southwest Arterial). During the contract negotiations phase, the Project Technical Committee will work with the Consultant to ensure that the comprehensive scope of services and associated compensation package are within the grant funding available for the Preliminary Design. ACTION TO BE TAKEN The City Council is requested to adopt the attached resolution which approves the selection of Earth Tech, Inc. to perform the Preliminary Engineering Design Services for the Improvement of Iowa Highway 32 (Southwest Arterial) and hereby authorizes staff to enter into contract negotiations and develop a professional services agreement for the Design Contract. Prepared by Robert D. Schiesl, Civil Engineer cc: Cindy Steinhauser, Assistant City Manager Dawn Lang, Budget Director Bill Baum, Economic Development Director Ken TeKippe, Finance Director Laura Carstens, Planning Services Manager Anna O'Shea, County Zoning Kelley Deutmeyer, Executive Director, ECIA Roger R. Walton, Local Systems Engineer, Iowa DOT D~ ~ck~ MEMORANDUM September 7,2004 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Iowa Highway 32 (Southwest Arterial) Preliminary Engineering Design Services Consultant Selection Recommendation WHKS Engineering has questioned the selection process for the Iowa Highway 32 (Southwest Arterial) Preliminary Engineering Design Services Consultant Selection. Specifically, WHKS was concerned that the selection committee did not use the 20- point rating system criteria to evaluate the consultants during the interview process of the four finalist firms. Acting Public Works DirectorlCity Engineer Gus Psihoyos advises that the seven members of the selection committee did use the 20-point rating system criteria to evaluate each of the four firms. WHKS takes the concept of the 20-point system too literal, assuming that each firm would finish with a published numeric ranking. The I DOT representative on the Selection Committee, Roger Walton, advised the team that this process was an appropriate method of selection. The committee then used this evaluation criteria to score the firm 1 through 4, with 4 being the best. Each committee member used the 20-point criteria to reach their conclusion on which firm received which ranking, 1 through 4. Earth Tech finished at the top of the list of 5 of the 7 evaluators and received a total combined score of 25, which far exceeded the score of 18 received by both HDR and WHKS. Another question has been asked about a contractor, C.J. Moyna, being on the team of Earth Tech. I think this provides great benefit to the City to help with the best, most economical and most constructable design. This is only preliminary design and final design will come with another contract. IDOT District Engineer, Dick Kautz, will evaluate the appropriateness of a contractor being involved in preliminary design. If it is appropriate, the participation will continue. If not, C.J. Moyna will either need to withdraw from the project team or agree to not bid for the construction contract. I respectfully recommend the Mayor and City Council award the preliminary design contract to Earth Tech.. It)!! <~, 1 i[, Michael C, Van Milligen '- MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Roger Walton, IDOT Gus Psihoyos, Acting Public Works DirectorlCity Engineer D~ ~ck~ MEMORANDUM September 7,2004 TO: Michael C. Van Milligen, City Manager .AD FROM: Gus Psihoyos, Acting Public Works Director SUBJECT: Iowa Highway 32 (Southwest Arterial) Consultant Selection Recommendation (Phase I - Preliminary Engineering Design Services) INTRODUCTION The purpose of this memo is to provide additional information and further clarify the Consultant selection process for the design consultant for the preliminary engineering review for the Highway 32 (Southwest Arterial) Project. BACKGROUND On July 21, 2004, the Selection Committee met to evaluate and rate each of the six (6) Consultant proposals. Each Consultant proposal was evaluated using a 100-point rating system. The results of the Selection Committee's proposal evaluation are shown in the following table: Consultant Average Score Ranking HDR 92.8 1 Earth Tech 92.0 2 CH2MHILL 89.8 3 WHKS 87.0 4 Synder & Associates 84.7 5 Kirkham Michael 79.3 6 A copy of the Request for Proposal - Consultant Evaluation and Rating Form which was used by the Selection Committee is provided as Attachment A. Based on the level of quality proposals received, the Selection Committee decided to offer an invitation to participate in interviews for the Project to the top four (4) ranked Consultants. In the invitation letter, the Consultants were informed that a new, independent 20-point rating system would be utilized as a worksheet to evaluate each Consultant's presentationlinterview; and the Consultant's proposal scoring would not carry over into the interview rating process. A copy of the Consultant Presentation and Interview Evaluation Criteria which was provided to the Consultants in the invitation letter and was used by the Selection Committee is provided as Attachment B and is summarized as follows: Profile of Consultant (2 Points) An established company. Distance from Dubuque. Project Manager (5 Points) Demonstrates leadership with project design team. Delegates responsibilities to others on the team. Demonstrates the ability to keep the projects on schedule and within budget. Demonstrates the ability, knowledge and experience to manage this Project. Demonstrates good communications skills. Project Design Team (5 Points) Covers all the design disciplines for this Project. Each team member has the knowledge, experience, and training to accomplish the disciplines that they are responsible for in this project. Each team member demonstrates good communication skills. Similar Projects (8 Points) Projects of similar magnitude to the Iowa Highway 32 (Southwest Arterial). Projects with similar geotechnical challenges and conditions. Projects with similar traffic engineering challenges. Projects with positive public relations and involvement results. On August 19, 2004, the Selection Committee met to discuss the four (4) consultant finalists-CH2Mhill, Earth Tech, HDR, and WHKS & Co. The Selection Committee members carefully deliberated each Consultant's strengths and weaknesses based on the presentationlinterview evaluation criteria. Each of the following Selection Committee members used these criteria during each consultant interview/presentation: Roger R. Walton, Local Systems Engineer, Iowa DOT Kelley Deutmeyer, Executive Director, ECIA Anna O'Shea, County Zoning Administrator (Proxy for Mark Jobgen) Bill Baum, Economic Development Director Ken TeKippe, Finance Director Gus Psihoyos, Acting Public Works Director (Proxy for Laura Carstens) Robert Schiesl, Civil Engineer Due to the reassignment of Laura Carstens during the interview process, I served as an alternate and voting member. Please find the attached e-mail from Laura. County Zoning Administrator Anna O'Shea replaced Mark Jobgen due to a conflict. She attended all interviews, participated in the consultant selection process, and ranked the consultants. After completion of all interviewslpresentations, the selection process was further refined. Each Selection Committee member took their individual computations and ranked each consultant. Then each Committee member gave their number one ranking and then ranked the other three consultants. This system allowed each voting member to have an equal vote for the entire selection process. The Committee then established the rank for each consultant based on the following scoring system: 151 Place Ranking 2nd Place Ranking 3rd Place Ranking 4th Place Ranking (4 Points) (3 Points) (2 Points) (1 Point) Five of the seven Selection Committee members ranked Earth Tech "No.1"; and the other two first-place votes were cast for WHKS & Co. The cumulative scores of the Selection Committee members were as follows: Member Member Member Member Member Member Member A B C D E F G TOTAL Earth Tech 4 4 4 4 4 3 2 25 WHKS 2 1 1 3 3 4 4 18 HDR 3 3 3 2 2 2 3 18 CH2M 1 2 2 1 1 1 1 9 Since Earth Tech received the highest point value of 25 points, the Selection Committee recommended Earth Tech. DISCUSSION City Staff did have a conversation with Mr. Tony Zelinskas of WHKS regarding the selection process and specifically how WHKS scored on the 20-point rating system. According to WHKS's memo of September 5, 2004, Mr. Zelinkas understood that the scoring system (Consultant Presentation and InteNiew Evaluation Criteria) was not utilized to determine the consultant selection study. The Consultant Presentation and InteNiew Evaluation Criteria was used by the Selection Committee. Using the evaluation criteria, each Selection Committee member carefully established a rank for each firm based on the presentation/interview. By consensus, the Selection Committee members gave their respective consultant ranking based on their scoring. Since all four firms were qualified to do the study, the Committee found it a challenging task with such excellent presentations and credentials. If you desire more clarification about the selection process, please let me know. Attachments cc: Cindy Steinhauser, Assistant City Manager Dawn Lang, Budget Director Bill Baum, Economic Development Director Ken TeKippe, Finance Director Laura Carstens, Planning Services Manager Anna O'Shea, County Zoning Kelley Deutmeyer, Executive Director, ECIA Roger R. Walton, Local Systems Engineer, Iowa DOT Robert Schiesl, P.E. ATTÞD-f'fNf A DU~~E ~""-~ Request for Proposal Consultant Evaluation and Rating Form ø Iowa Department of T"nsportat~n Iowa Highway 32 (Southwest Arterial) Consultant Proposal Rated: Earth Tech 1. Pmfile of the Consultant I 10 I I A. General information prov'ded about the Consultants area(s) of expertise as it pertains to this Project. B- Location of the office where a majority of the work will be perlormed. C. General information provided regarding the management of the consulling firm 2. Project Design Team I 20 I I A. Name of the Project Engineer/Manager who will direct the work for this Project. include qualifocations and experience with similar projects. B- Names of other key professional personnel, who will work on the Project, include qualifications and experience with similar projects- C- Names of suticonsulfants who will work on the Project, 'nclude qualifications and experience with similar projects. Show the percenfage of contract work that would be perlormed by subconsultanfs. 3. Design of Similar Projects I 30 I I A Experience of the Consultant within the last ten (10) years in the design of major highway facilities. Provided a brief summary of major highway projects designed by the Consulfant for the State. County and Municipal systems. B. Lead Consulfant is prequalified by the Iowa DOT to perlorm H'ghway Design - Major Facilities (work code no. 213). Dther types of work, which the Lead Consultant is prequalified to perlorm as they perta'n to this Project. C. List of suticonsultants provided that would be invotved In the Project and the types of work they are prequalified to perlorm as they pertain to this Project. D. Consulfant demonstrated the ability to work with multiple agencies, including City, County, Sfate and Federal Agencies involved in the preliminary development, regulatory oversight and approvals of simitar projecfs- E. Consulfant demonstrated the ability to work with City, County, State and Federal Agencies to facilifate and manage multiple agency funded projects and comply with provisions as set forth in various funding agreements F. Consultant demonstrated public relations experience with similar projects and how public involvement techniques and innovative strategies were implemented to communicate, inform and educate local govemment agencies, spec'al interest groups. businesses, utility companies. affected property owners and the general public. which developed and maintained a positive relationship during the course of similar project(s). 4. Understanding of the Project I 10 I I A Provided sfatement of understanding of the existing geological formations located within the Project corridor and the potential geological formation(s), which could have an adverse effect on the design and construction of the Project. B. Provided sfatement of undersfanding regarding the existing geotechnical conditions located within the Project corridor, such as highly weathered Maquokefa shale, which could have an adverse effect on the design and construction of the Project. C. Provided sfatement of understanding regarding the mulliple rural and urban highway engineering components requ'red for the preliminary development and design associated with this Project; including the Project development in three (3) stages, the design of an interim two-lane h'ghway and ultimate four-lane facility, the des'gn of at-grade Intersections to accommodate future four-lane interchanges and the design of a signal interconnect system to tie into the existing system on U.S. 20. 5. Scope of Services I 10 I I A. Provided a description of the means or strategy by which the Consultant would satisfy the Preliminary Scope of Services. 6. Project Schedule I 10 I I A Provided a Project Schedule outlining a preliminary timefable for completing the Project 'ncluding; gather'ng field dafa, perlorming geological and geotechnical investigation, preliminary Project development and design work, obtaining the required permits and approvals, preparing preliminary plans and right-of-way acquisition B. Âb"iY-ôrÎhe Consultant to integrate this Project into present workload. 7. Disadvantaged Business Enterprise Requirements I 10 I I A Ability of the Consultant to achieve the OBE participation goal of 10% Consultant demonstrated a good faith effort to meet th's goal and are the DBE firms certified by the Iowa Department oITransportation. Total Points Scored: I 100 I 0 I . e Iowa Department of Transportation ATfÞmÐlT B D~ ~ck~ " Consultant Presentation & Interview Iowa Highway 32 (Southwest Arterial) Engineering Design Services - Phase I Project Number STP-U-2100 (634)--70-31 Schedule: . Consultant Presentations and Interviews August 11, 2004: 1 - 5 PM, Five Flags, Majestic and Orpheum Rooms The fonmat for each Consultant presentation and interview will be: . 30-minute presentation by the Consultant. . 20-minute interview, question & answer period. . Followed by a 10 minutes Selection Committee discussion. Note: The Consultant presentation and interviews will alternate Majestic and Orpheum Rooms. between the Consultant Presentation & Interview Evaluation Criteria Profile of Consultant (2 Points) . An established company. . Distance from Dubuque. Project Manager (5 Points) . Demonstrates leadership with project design team. . Delegates responsibilities to others on the team. . Demonstrates the ability to keep the projects on schedule and within budget. . Demonstrates the ability, knowledge and experience to manage this Project. . Demonstrates good communications skills. Project Design Team (5 Points) . Covers all the design disciplines for this Project. . Each team member has the knowledge, experience, and training to accomplish the disciplines that they are responsible for in this project. . Each team member demonstrates good communications skills. Similar Projects (8 points) 1. Projects of similar magnitude to the Iowa Highway 32 (Southwest Arterial). 2. Projects with similar geotechnical challenges and conditions. 3. Projects with similar traffic engineering challenges. 4. Projects with positive public relations and involvement results. ,'. . . AITNH1:NT C Page I ofl Lynn Schlueter From: Laura Carstens [Icarsten@cityofdubuque.org) Monday, August 16, 2004 12:06 PM Ischluet@cityofdubuque.org 'KEN TEKIPPE'; 'William Baum'; 'BOB SCHIESL'; zoningadmin@dbqco.org; kdeutmeyer@ecia.org; roger.walton@dot.state.ia.us; gpsihoyo@cityofdubuque.org Subject: RE: SW Arterial Selection Committee Sent: To: Cc: Lynn, I am nol aI1le to attend ilia August 19. maeling dua to a prior camnùtmanl thall cannot raschadula. Sinœ I missed three of the four interviews, I also do not think it is appropriate for me to attend this meeting. I believe that Gus is the aiternate on this consultant selection committee, and since he has read the proposals and attended all the interviews, it is appropriate for him to attend this meeting and share his views. I am aware of several other members of the committee who agree with me on this item. Laura Carstens -----Original Message----- From: Lynn Schlueter [mailto:lschluet@cityofdubuque.org] Sent: Thursday, August 12, 2004 12:13 PM To: LAURA CARSTEN; KEN TEKIPPE; William Baum; BOB SCHIESL; zoningadmin@dbqco.org; kdeutmeyer@ecia.org; roger.walton@dotstate.ia.us Subject: SW Arterial Selection Committee This email is to confirm the meeting I discussed with all of you by phone this morning: DATE: TIME: LOCATION: SUBJECT: August 19, 2004 2:30 p.m. Conference Room B, City Hall Selection of SW Arterial Consultant Thank you Lynn 09/07/2004 WHKS&co. 470 Central Avenue Dubuque,lA 52001-7024 Phone: 563-582-5481 MEMO To: Honorable Mayor and City Council FROM: Tony Zelinskas, P.E. Vice President! Dubuque Office Manager o¡ RE: September 5, 2004 Iowa Highway 32 (Southwest Arterial) Phase 1 - Preliminary Engineering Design Services Consultant Selection Recommendation ü' DATE: CC Mike Van Milligen, City Manager Gus Psihoyos, Acting Public Works Director ATTACHMENT Presentation Invitation Letter Introduction The Consent Agenda Item No. 14 for the Council Meeting to be held on Tuesday, September 7, 2004, is a recommendation for the Council to select Earth Tech for the preliminary design of the SW Arterial. The purpose of this memorandum is to ask you to review this recommendation and to request that you choose WHKS for the preliminary engineering design of the SW Arterial. For ease of review, we have organized our memo containing our reasoning to have the same structure as the memo dated August 31, 2004 (included in the Council packet) from Mr. Gus Psihoyos P.E. Acting Public Works Director to the City Manager. Consultant Selection Process WHKS was one of four firms invited to make a presentation and interview for the project on August 11. A copy of the invitation letter and the "new" 2G-point scoring system to be used are attached. We ask that you please review the listed criteria. Because of the obvious importance of meeting the established criteria, WHKS organized and developed our presentation content accordingly. Based on follow-up conversations with City staff, it is our understanding that the scoring system was not utilized in determining the preferred consultant team. We believe that if the scoring system had been followed, our ranking would have been high enough for WHKS to be selected. Discussion WHKS is an Iowa firm that has had an office in Dubuque since 1985. We have planned and designed projects like the SW Arterial for over 45 years. Our firm has completed over 150 projects for the Iowa DOT in the last 10 years, completing over $ 60 million of 4-lane roadway design projects with interchanges in Iowa - a total of over 50 miles - many with interim, staged construction like the SW Arterial. WHKS "co. Iowa Highway 32 (Southwest Arterial) September 5, 2004 It is our understanding that Earth Teçh's previous SW Arterial study experience is dated (1987) and is for alignment studies that started at Cedar Cross Road and ended at the intersection of US 61/151 and US 52-substantially east of the current project area. As you know, WHKS has extensive knowledge of the current project area. Earth Tech is a large national firm with Iowa offices in Waterloo and Des Moines. We believe that it benefits both the City of Dubuque and WHKS if WHKS staff performs a substantial amount of the work In our Dubuque office. The SW Arterial is the type of project where we can grow our local staff. Most importantly, when the project manager's presence is needed, it will take only minutes for him to respond. Project Team Each of the interviewed teams is qualified to do the work. A comparison of team members shows that WHKS and Earth Tech have many similar team members. The Council agenda states that Earth Tech has partnered with a local firm, Durrant, for aesthetics on the project. We believe that Durrant has a limited role on the Earth Tech team, similar to the role they played on the US 20 Mississippi River Crossing. WHKS has included the architectural and landscape architectural firm, RDG Planning and Design, currently providing comprehensive services for the US 20 Mississippi River Crossing project, to help create a roadside and structural aesthetic that will enhance and be consistent with the aesthetics of other area projects in the City. Project Manager Tony Zelinskas, P.E. will lead the WHKS team from our office in Dubuque. . Tony Zelinskas has over 3tf(~s of professional experience in highway planning and design with impressive credentials as a proven project manager and a solid team leader. . Tony Zelinskas was hired by the City of Dubuque as the Project Manager for the Environmental Assessment of the Southwest Arterial. He is the WHKS project manager for the US 20 Mississippi River Crossing project, and has also managed several other projects for the City. . Tony Zelinskas was the project manager for US 218/18 (Avenue ofthe Saints) corridor relocation project in Floyd County, Iowa over 30 miles of reconstruction to create a 4-lane roadway with characteristics very similar to the Southwest Arterial. . Tony Zelinskas and the WHKS team members have experience working with challenging environmental and archeological sensitive areas, including the SW Arterial and other projects. Page20f5 '-_'_00"""""'"""_- WHKS" co. Iowa Highway 32 (Southwest Arterial) September 5, 2004 . Tony Zellnskas is located in the Dubuque office of WHKS. Geological and Geotechnical Both WHKS and Earth Tech have Terracon as the lead geotechnical firm. Like Earth Tech, WHKS has retained a geotechnical expert with a PhD. For WHKS, the expert is a senior engineer of Terracon rather than an outside expert from Iowa State. Because of the concems over shale, we structured our team to have only one finn involved with the geotechnical analysis. The professor on Earth Tech's team, Dr. Schaeffer, is currently doing research for lOOT conceming slope failures, including shale. Therefore, the WHKS team would also have the benefit of this research because of the close working relationship with the lOOT Soils Engineer. Further, WHKS presented a unique design approach that would minimize the amount of shale impacted and we had already started a dialogue with the lOOT Soils Engineer about researching feasible, cost effective methods for utilizing excavated shale within the project. Both initiatives may substantially reduce construction costs due to shale. Value Engineering Approach Earth Tech's team included a contractor with experience in "Value Engineering"; a process where an outside entity reviews plans to reveal design changes that may reduce project costs. However, the belief that a contractor will bring savings to this project is unproven at this time. It is not uncommon for value engineering proposals to be rejected when all factors are considered. We believe that value engineering at this stage of a project is simply "good engineering". We are not aware of any WHKS projects that have had a significant value engineering change occur during construction. We believe this is due to the value added by the design capability of our staff and our comprehensive approach to project design. WHKS provides good, comprehensive engineering that includes extensive comparisons of altematives to reduce costs and, just as important, to add value to our projects. For example, during the presentation, WHKS offered several design altematives for the proposed interim 2-lane roadway, so that both the initial and ultimate costs would be substantially reduced. Further, we pointed out that the City may wish to preserve ROW now for the future connection to the Northwest Arterial so that the desirable land at the North Cascade Road interchange is not developed in a way that hinders the Mure development of this important Mure roadway. Also, bridges and structures account for approximately 18 percent of the ultimate construction costs. WHKS has designed over 300 bridges in the last 10 years and believe we are highly qualified to further reduce construction costs by providing cost effective preliminary bridge designs for the SW Arterial. Highway and Traffic Engineering Design . WHKS will provide the highway and bridge design. and has the experienced staff necessary to meet the project needs and schedule. . WHKS has a thorough understanding of the traffic operations in the area. . Singh and Associates, Inc. will assist WHKS in traffic engineering and traffic signal design. Singh has extensive experience with complex traffic signal systems from the numerous projects completed in the Chicago area. Page30f5 k_'",~...........~ll905_"""_- WHKS of< co. Iowa Highway 32 (Southwest Arterial) September 5, 2004 . Our lead surveyor, Lanry Boyer, has demonstrated expertise with local land surveys and excellence with right of way work for lOOT in District 6 since 1985. . We believe that our reputation for right of way design and documentation for IDOT. which is one of the major components of this contract, Is very well respected. Public Relations and Involvement . WHKS will lead the team. with assistance from RDG. to perform the necessary public relations functions . Both WHKS and RDG have impressive credentials and a proven success record with public relations involvement. Recent local WHKS experience includes the US 20 Mississippi River crossing, the previous SW Arterial Environmental Assessment and the Bee Branch Citizens Advisory Group . Area people affected by the project know Tony Zelinskas and WHKS. More importantly, they are comfortable calling and know they will get a quick call back or a personal visit, if needed. Locate and Secure Additional Funds The August 31 memorandum to the City Manager states that Earth Tech team member. Howard R. Green. has a Washington, D.C. office to assist with obtaining federal funding. If this is a reference to the hiring of a lobbyist. and if the City finds this significant. WHKS could also contract for this service. As you know. I have traveled. as a part of the Chamber, to Washington D.C., to support the City for the US 20 Mississippi River crossing project and the SW Arterial and am committed to future trips. We hope the next trip with you will be as your consultant for the SW Arterial. WHKS has extensive experience in helping communities obtain funding. Disadvantaged Business Enterprise Requirements WHKS has assembled a complete team that will exceed the 10 percent Disadvantaged Business Enterprise (DBE) goal set for the project. Approximately 12 percent of the fees were identified for the DBE firms on the WHKS team. Project Schedule We meet all the project requirements and. like Earth Tech, our team also proposed a project schedule that anticipates having preliminary engineering design plans completed as early as late next year. Local Consultant Involvement As stated above, it is our understanding that Durrant has a limited role on the Earth Tech team, similar to the role they played on the US 20 Mississippi River Crossing. With no other local consultant involvement, we believe that the selection of Earth Tech provides only minimal local consultant involvement. Whereas with the selection of WHKS, a local consultant would lead the project team, providing all of the advantages that local knowledge and accessibility will bring to the SW Arterial. Page40f5 '-_'-"_"0521JO4"",,,,"_- WHKS... co. Iowa Highway 32 (Southwest Arterial) September 5, 2004 Conclusion There are several reasons to consider the selection of WHKS: . The evaluation scoring system was not utilized . WHKS is a local engineering firm . We have a proven team, many with current experience on Dubuque area projects . The project manager is in the WHKS Dubuque office . T erracon is on our team for geology and geotechnical engineering, along with a staff PhD with extensive shale experience . WHKS has "Value Engineering" in our design approach to reduce costs . We have concrete design ideas to reduce interim and final costs . We meet the DBE goal for the project . And finally, we have the same scheduled completion timeframe Again, we ask that you select WHKS for the preliminary design of the SW Arterial. Or, at least, delay the award until you are satisfied that the selection process was consistent with the stated criteria and scoring and that you are comfortable with the selected level of local consultant involvement. Thank you for your consideration. Page50f5 ~-'---""""--- 0<1'123/2004 Fal 18:20 FAX IjOOl/OO3 ) ) ~ ~..k~ CIty of Dubuque ~å~t:~.,.,,~a Street Dubuque, IA 52001 (5631 688-4270 (sea> 589-4205 FAX July 23, 2004 Mr. Tony Zellnstæs. P.E. WHKS & Co. 470 Central Avenue Dubuque. Iowa 52001-7024 . / Subject: Invitation for Consultant Interview Pre","tation Preliminary Engineering Design ServiœS Iowa Highway 32 (Southwest Arterial) Project // // / Dear Mr. Zellnskas: On behalf of the City of Dubuque In partnership with Dubuque County. the Dubuque Metropolitan Area Transportation Study and the Iowa Department of Transportation, we o1Ter our genuine thank you for your Finn's Proposal submittal and sincere int8reSt in providing major highway design services for the preUminary design of the Improvement of Iowa Highway 32 (Southwest Arterial). On July 21, 2004, the Selection Committee met to evaluate and rate each of the six (6) Consultant proposals. Based on the level of quality proposals received, the Selection Committee has decided to offer an invitation to perticipatB in intervIeWs for the Projeá to the top four (4) ranked Consultants. CONGRATULATIONS. WHKS & Co. has ranked in the top four (4)1I! The City of DubuCUØ respectfully .extends an offer to participate in interviews for the Preliminary Engineering Design SeMcee for the Improvement of Iowa Highway 32 (Southwest Arterial). The schedule for the Consultant interviews is as follows: . Consultant Presentations and Inœt'VÎeWS August 11.2004: 1 - 5 PM. Five Flags, Majestic and Orpheum Rooms The format for each Consultant presentation and Interview win be: . 3O-minute presentation by the Consultant. . 2Q-minute intervlew, question & answer period. . Followed by a 10 minute Selection Committee discussion. J\JL.-23-:æ94 16:43 95" P.lill , 07/23/2004 PRl 18:20 PAX il)oo2/003 ") ) The S&lection Committee has randomly sel~ one (1) hour time slots for each of the top four (4) ranked Consultants. WHKS 3 Co. has been assigned the following presentation and Interview schedule: Date: Time: Location: August 11,2004 2-3PM FIve Flegs, Majestic Room Consultants wlR be allowed to setup for the presentatiOn and Interview one (1) hour prior to the scheduled time, in the room location assigned. Consultants wiY be required to supply all equipment and materials for Ihe presentation. The Selection Committee requests that your firm formally responds in writing to accept the invitation to particIpate In the interview for the Project, at the time and location a&8igned. The top four (4) ranked ConNtants (short list) that were selected to participate In in1eIviews for the Project will be evaluated on a "new" independent 201)0int rating system. The Consultant's proposal rating will not c:ary over into the interview rating process. Attached Is a copy of the anticipated format which the selection Cornnittee will use 8S evaluation criteria during the presentation and interviews. Should you have any questions or need additional information, please contact me at 563/5894270. Again, thank you for your consideration and interest in this Project and we look forward to your presentation and intervIeW. Sincerely, \(~ S~ Robert D. Schlesl, P.E. City of Dubuque Enclosure cc: Selection Committee Members JLL-2J-2œ4 16:43 9S% P.Ø2 . ~¡Z3¡ZO04 PRI 18:20 FAX IlJOO3/003 ) e IOwa Department of Transportation ì~ ~""~ Consultant Presentation &- Interview Iowa Highway 32 (Southwest Arterilll) Engineering Design Services - Phase I Projec;t Number STP-U.21 00 (634)-70-31 Schedule: . Consultant Presentations and Interviews August 11, 2004: 1 - 5 PM, Five Flags, Majestic and Ot'pheum Roome The fonnat for each Consultant presentation end interview will be: 0 3O-mlnute presentation by the Consultant. 0 2O-minute interview, question & answer period. 0 Followed by a 10 minutes SeleCtIon Committea diseussion. Note: The Consultant presentatioo and interviews will alternate between the Majestic end Orpheum Rooms. Cotl$u/tant Pretsent;,tion & Interview Evaluation Criteria Profile of Consultant (2 Points) . An established company. . Distance from Dubuque. Project Manager (5 Points) . Demonstrates leadership with project design team. 0 Delegates responaibirltie8 to others on the teem. 0 Demonstrates the ability to keep the projects on schedule and within budget. . Demonstrates the ability. knowledge and e>cperIenœ to manage this Project. . DemoI1$trale$ good communications skins. Project Design Team (5 POints) . Covers all the design disciplines for this Project. . Each team member has the knowledge. experience. and training to accomplish the disciplines that they are responsible for In this project.. . Each team member demonstrates good communìcatiorls skiMs. SImilar Projects (8 points) 1. Projects of similar magnitude to the Iowa Highway 32 (Southwest Arterial). 2. Projeàs with similar geotechnical challenges and conditions. 3. ProJecIS with similar tralfic engineering challenges. 4. Projects with poSitiVe public relations and involvement results. JlL-23-æB4 16:43 9i5". P.BJ