Eagle Pt Bluff Study RFP
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MEMORANDUM
December 14, 2004
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Eagle Point Bluff Study RFP
Acting Public Works Director/City Engineer Gus Psihoyos recommends City Council
approval to release a Request for Proposal for qualified consulting/engineering firms for
engineering consulting services for the Eagle Point Bluff Study.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mich el C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, Acting Public Works Director
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MEMORANDUM
December 14, 2004
FROM:
Michael C. Van Milligen, City Manager
Gus Psihoyos, Acting Public Works Director .,.--°d ,CJ
TO:
SUBJECT: Eagle Point Bluff Study RFP
INTRODUCTION
The purpose of this memorandum is to present a Request for Proposal (RFP) for
qualified consulting/engineering firms for engineering consulting services for the
Eagle Point Bluff Study.
DISCUSSION
On August 2, 2004, the City Council authorized the solicitation of proposals from
qualified consulting/engineering firms for the Eagle Point Bluff Study.
Based on the Council directive, the following has been completed:
1. Establishment of RFP Committee
The original RFP Committee consisted of Cindy Steinhauser (Assistant City
Manager). Bill Baum (Economic Development Director), Gil Spence (Leisure
Services Manager), John Hail (Park Division Manager), Ken TeKippe
(Finance Director), Bob Schiesl (Civil Engineer II), and Gus Psihoyos (Acting
Public Works Director). Due to the recent retirement of Bill Baum, Deron
Muehring (Civil Engineer II) will be assigned to work on this project since he
has been instrumental in the RFP development.
2. RFP Objectives
The project objectives encompassed in the RFP include three phases:
a) Phase I: Investigations
Obtain all necessary data either from City records or site
reconnaissance to thoroughly characterize the present stability of
the bluff and if the bluff is found to be unstable, the probable cause
of instability;
Based on the Consultant's experience and expertise in dealing with
rock bluffs, the Consultant must consider multiple stabilization
techniques, such as rock removal, grouting, bolting, etc., if required
and work with the City to identify which method best suits the needs
of the City;
If necessary, the Consultant shall produce an estimate of probable
cost for the various methods to stabilize the bluff.
b) Phase II: Development of Plans and Specifications
If required, prepare plans and specifications for the Eagle Point
Bluff Stabilization Project based on the optimum stabilization
technique identified in Phase 1.
c) Phase III: Construction Project Management
If required, prepare bid documents and oversee the public bidding/
letting; and award of the stabilization project;
If required, manage/oversee the construction activity associated
with the stabilization project to ensure compliance with plans and
specifications.
The "Rock Face Investigation" prepared by McGhie Betts Environmental
Services, Inc. is part of the City's RFP as background information; and the
RFP emphasizes an "open solution" strategy; i.e., no predetermined causes,
remedies.
3. RFP Review
Additional information has been incorporated into the RFP based on contact
with Iowa State University, Northwestern University, and several Iowa/Illinois
consultants who specialize in geotechnical engineering. With these
recommendations from the RFP Committee, Corporation Counsel, and
concerned citizens, it is felt that the RFP is complete and ready for the public.
In discussions with engineering firms, the cost estimates have varied
significantly, based upon the consultant's approach, scope, and investigative
findings.
RECOMMENDA nON
I recommend that the City release the attached RFP soliciting proposals from
qualified consulting/engineering firms for engineering consulting services for the
Eagle Point Bluff Study.
BUDGET IMPACT
The cost to retain engineering consulting services for the Study was originally
estimated at $20,000. The project will be funded from the General Fund.
ACTION REQUESTED
It is requested that the City Council endorse the RFP and authorize its release to
the public.
cc:
Cindy Steinhauser, Assistant City Manager
Dawn Lang, Budget Director
Ken TeKippe, Finance Director
Eagle Point Bluff Stabilization Committee
CITY OF DUBUQUE
PUBLIC WORKS: ENGINEERING DIVISION
REQUEST FOR PROPOSALS
FOR
EAGLE POINT
BLUFF STUDY
1.0
2.0
3.0
4.0
5.0
6.0
RFP Organization
EAGLE POINT BLUFF STUDY
General Information
Introduction
Project Objectives
Project Schedule
Scope of Services
Proposal Requirements
6.1 Letter of Transmittal
6.2 Qualifications of the Firm
6.3 Fees and Compensation
7.0 Services by the City
8.0 Selection Criteria
9.0 Selection Process
10.0 Submission Requirements
Attachment A:
Rock Face Investigation dated May 12, 2004 conducted by
McGhie & Betts Environmental Services.
Attachment B:
CD with various photos of the rock bluff, before and after
excavation activities AND City of Dubuque Inspector's Daily
Construction Reports during the period of excavation.
Attachment C:
City of Dubuque Insurance Requirements for Professional
Services.
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1.0
2.0
GENERAL INFORMATION
The City of Dubuque' Engineering Division is seeking a Consulting Engineer for
the Eagle Point Bluff Study. In general, the study is broken into three phases.
During Phase I the Consultant must determine the stability of a rock bluff that
has been excavated within the past eighteen months; estimate the rock bluff
stability at present. If the bluff is found to be unstable beyond the level to be
expected from a fractured limestone bluff, the Consultant shall report on the likely
cause of instability and identify measures to stabilize the rock bluff face such as
rock removal, grouting, bolting, etc., and produce an estimate of probable cost to
stabilize the bluff. If necessary, Phase II may require the Consultant to produce
detailed plans, specifications, and contract documents for the stabilization of the
rock bluff. For Phase III, if necessary, the Consultant may be asked to act as
project engineer for the construction phase of a stabilization project.
Proposals must be received no later than 5:00 p.m. CST on February 8, 2005 at:
City of Dubuque
C/O Jeanne Schneider, City Clerk
50 West 13th Street
Dubuque, Iowa 52001-4864
Please direct all questions and correspondence regarding this RFP to Gus
Psihoyos (563-589-4275) from the City of Dubuque Engineering Division or by
fax at (563) 589 - 4205.
INTRODUCTION
The City of Dubuque (City) is located in northeastern Iowa just across the
Mississippi River from Illinois and Wisconsin. The City is approximately 27
square miles in area, with a population of nearly 60,000 persons. Providing a full
range of services, the City's annual operating and capital budget is nearly $100
million. More information about the City organization can be found on the City's
official web site at www.cityofdubuque.org.
Dubuque's terrain is widely varied, with steep hills, bluffs, and a flat area
protected from the Mississippi River by a floodwall. Rugged rock outcroppings
dot the bluffs and many wooded areas are located within the city limits.
Purpose
The following RFP contains a scope of services for Phase I is an investigation
into the stability of a limestone (dolomite) rock bluff that was excavated between
September 16 and November 19, 2003 by blasting. Based on the results of
stability analysis, the Consultant will help the City identify the optimum method to
stabilize the rock bluff, such as rock removal, grouting, bolting, etc., if necessary
and an estimate of probable cost. Phase II, if necessary, entails the preparation
of plans and specifications for the stabilization of the Eagle Point Bluff. Phase III,
if necessary, entails Consulting services during the bidding and construction of
the stabilization project. The Consultant must have a background in rock
engineering, engineering geology, and bluff stability projects.
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Background
Royal Oaks Development initiated blasting and excavation of a rock bluff east of
Eagle Point Park and west of the Canadian National Railway track and Lock and
Dam #11 on September 16, 2003 to make way for a proposed condominium
development (see Figure 1). Initial rock blasting and excavation was done on
private property. The developer later requested and received authorization to
remove an additional five (5) feet of rock bluff (as measured horizontally) on the
abutting city owned property. Blasting was concluded on November 19, 2003.
In February of 2004, an area of bluff collapsed (see Figure 2). Royal Oaks
Development hired McGhie & Betts Environmental Services (M&B) to investigate
the stability of the rock bluff face excavated as part of the Royal Oaks
Development project. In July of 2004, M&B reported, "Parts of the rock face
observed is currently dangerously unstable and needs additional rock removal to
create a more stable slope." A copy of the report is attached for background
purposes only. An additional firm, hired by a third party, has also made
investigations into the stability of the bluff and rendered an opinion as to the best
method to .stabilize it.
Figure 1. Location of Royal Oaks Development property at 2800 Rhomberg Ave.
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Figure 2. Figure 2. Photo of excavated rock face and the rock that collapsed following the
excavation activities.
As a precautionary measure the rock bluff should not be considered to be stable
and safe at present, and any activities by Consultant shall be conducted with
extreme caution and in accordance with all applicable laws, ordinances,
regulations, and safe practices.
The land immediately above and west of the excavated rock bluff is the City's
Eagle Point Park, with public access. An existing fence hinders visitors from
approaching the existing rock bluff face. The Park must remain accessible and
usable during the future construction project to stabilize the rock bluff face if
necessary, but brief closings may be acceptable if coordinated with the City.
The Canadian National Railway maintains tracks immediately east of the Royal
Oaks Development site, and the Consultant shall determine and report on any
requirements to notify and cooperate with the railway. Should such notification
and cooperation be required, Consultant shall follow such requirements.
3.0
PROJECT OBJECTIVES
3.1 PHASE I: INVESTIGATIONS
3.1.1 Obtain all necessary data either from City records or site
reconnaissance to thoroughly characterize the present stability of the
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bluff and if the bluff is found to be unstable, the probable cause of
instability;
3.1.2 Based on the Consultant's experience and expertise in dealing with
rock bluffs, the Consultant must consider multiple stabilization
techniques, such as rock removal, grouting, bolting, etc., if required
and work with the City to identify which method best suits the needs
of the City;
3.1.3 If necessary, the Consultant shall produce an estimate of probable
cost for the various methods to stabilize the bluff;
3.2 PHASE II: DEVELOPMENT OF PLANS & SPECIFICATIONS
If required, prepare plans and specifications for the Eagle Point Bluff
Stabilization Project based on the optimum stabilization technique identified
in Phase I;
3.3 PHASE III: CONSTRUCTION PROJECT MANAGEMENT
3.3.1 If required, prepare bid documents and oversee the public bidding,
letting; and award of the stabilization project; and
3.3.2 If required, manage/oversee the construction activity associated with
the stabilization project to ensure compliance. with plans. . and
specifications.
4.0
PROJECT SCHEDULE
The anticipated project schedule is as follows:
RFPs released to public:
Responses due:
Short list established:
Interviews: Week of
Staff consultant selection:
Staff recommendation to City Manager
City Manager Recommendation to Council:
Study Initiated by Consultant:
5.0
December 21, 2004
February 8, 2005
February 17, 2005
February 28, 2005
March 7, 2005
March 14,2005
March 21, 2005
April 11,2005
SCOPE OF SERVICES
The scope of services outlined below defines some but not all of the anticipated
tasks and products required to complete the Eagle Point Bluff Study. As stated
previously, the project could extend three Phases. It shall be the sole discretion
of the City to determine which Phase or Phases are necessary.
PHASE I
5.1 Investiqations
5.1.1 Bluff history
5.1.2 Current survey data
5.1.3 Onsite inspections
5.1.4 Previous experience with this limestone (Corps of Engineers, City)
5.1.5 Interviews
5.1.6 Details of blasting conducted in fall 2003
5.2 Report Investiqation Findinqs
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5.2.1 Bluff Characterization
5.2.1.1 Historic
5.2.1.2 Geologic
5.2.2 Rock Mass Characteristics
5.2.3 Drainage
5.2.4 Bluff Cross Section Evaluation (Historic & Current)
5.2.5 Stability Assessment
5.2.5.1 Bluff Stability Both Before and After 2003 Blasting;
5.2.5.2 Extent of damage laterally and into slope
5.2.5.3 Cause of Instability
5.2.5.4 Risk of Failure
5.3 Develop Method to Stabilize Rock Bluff (if necessary)
It is likely that there are multiple methods that could be utilized to stabilize
the rock bluff, such as rock removal, grouting, bolting, etc., if necessary,
each having unique pros and cons. The Consultant must work with the City
to identify the optimum method based on how well it best suits the needs of
the City. Although a copy of the investigation performed by M&B is
attached, it should only be used for. background purposes. The optimum
method should be arrived at based on the Consultant's own expertise and
experience.
5.3.1 Exploration Drilling: Consultant shall determine the desirability of
drilling borings, after the rock bluff has been deemed stable, into the
interior of the rock bluff to determine the character of the rock bluff
deeper into the rock mass.
5.3.2 Monitoring: Consultant shall determine the desirability of monitoring
the stability of the rock bluff, and, if recommended, plan appropriate
monitoring methods.
5.3.3 Artist's Rendering: Consultant shall provide an illustration of the final
post-construction view of the rock bluff.
5.3.4 Estimate of Probable Cost to Stabilize Bluff
5.3.5 Manage and Present Materials at a Public Meeting.
5.4 Proiect Review
Consultant shall prepare a report on Phase I activities and findings, make a
presentation before the City's Division of Engineering, and meet with the
City as requested. Consultant shall adopt any changes in the design
required based on input from the City. Consultant shall update the Project
budget and Schedule for Phases II and III are necessary and submit to the
City for review and approval or modification before proceeding with Phase
II.
PHASE II (if necessary)
5.5 Develop Detailed Construction Plans. Specifications. and Bid Documents
If stabilization is required, once an optimum stabilization technique is
established the Consultant shall complete a detailed design for the Eagle
Point Bluff Stabilization Project. The Consultant shall be required to prepare
all of the specifications required to complete the bid documents. The
detailed specifications shall include, but not be limited to, the type and
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quality of materials, required tests and guarantees, methods of construction
unrelated to OSHA requirements, sequence of construction, and all other
information required for the satisfactory construction of the stabilization.
5.5.1 Provide a set of reproducible construction plans and specifications
signed and sealed by a Professional Engineer licensed in the State of
Iowa.
5.5.2 Produce a Construction Cost Estimate.
5.5.4 Consultant shall prepare a brief report on Phase II activities and
findings, make a presentation before the City's Division of
Engineering, and meet with the City as requested. Consultant shall
provide to the City a draft of the plans and specifications for the City's
review and comment. Consultant shall adopt any changes in the
design based on City input. Consultant shall update the Project
budget and Schedule for Phase III and submit to the City for review
and approval or modification before proceeding with Phase III.
PHASE III (if necessary)
5.6 Project Manaoement
5.6.1 Manage Public Bidding
5.6.1.1 Produce bid documents
5.6.1.2 Answer all questions pertaining to the plans and
specifications
5.6.1.3 Prepare and manage the issuance of addenda that may be
necessary.
5.6.1.4 Oversee letting and make an award recommendation
5.6.2 Oversee Construction of Bluff Stabilization
5.7.4.1 Construction Submittals: It will be the responsibility of the
Consultant to review shop drawings and other information
submitted by contractors for compliance with the design
plans and specifications and requirements of the contract
documents.
5.7.4.2 Construction Inspection (Site Visits): The Consultant shall
make periodic visits to the construction site to observe the
progress and quality of the work being performed. It will be
the consultant's responsibility during construction to assure
conformance with design plans and specifications.
Inspections must be performed by a professional specialized
in the area of work being performed. Inspections shall
include, but not be limited to, observing construction and
keeping detailed records of activities, quality assurance, and
compliance with the plans and specifications.
5.7.4.3 Applications for Payment: The consultant will be responsible
for the determination as to the work satisfactorily completed
for periodic payments to contractors.
5.7.4.4 Change Orders: The Consultant is responsible for preparing
independent estimates of cost for typical change orders
prepared by the contractor and participate in the negotiation
and approval process for such change orders.
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5.7.4.5 Contract Document Interpretation: The Consultant will be
responsible for furnishing detailed working drawings,
specifications and written instructions as necessary to
interpret the Contract Documents and resolve changes
brought about by actual field conditions encountered.
5.7.5 Project Review: Consultant shall prepare a brief report on Phase III
activities and findings, make a presentation before the City's Division
of Engineering, and meet with the City as requested.
5.7.6 Manage and Present Materials at Public Meetings: At least two public
meetings are to be held to present the project in an open public
forum to receive comment on the project design concepts.
5.7.7 Attend City Council Meetings
5.7.8 Manage Pre-Construction Meeting
5.8 Construction Stakinq
6.0
PROPOSAL REQUIREMENTS
The proposal shall present and discuss a project approach to accomplish the
objectives ofthe project outlined herein. If applicable, the proposal shall discuss
any deviations from the project approach and scope of services outlined herein.
The fees and compensation proposal (see below) must reflect the scope of
services outlined in the RFP and any deviations from the scope of services
identified by the consultant. The proposal shall include the following information
and must be organized in the manner specified below.
6.1 Letter of Transmittal
Provide a letter of transmittal briefly outlining the consultant's understanding
of the work and the name, address, telephone number and fax number of
the Consultant's primary contact person.
6.2 Profile of Firm
Provide and present the following information in a clear and concise format.
Consultants should present material that illustrates the Consultant's
experience and expertise with this type of project.
6.2.1 Provide the Consultant's official name, address, and principal offices;
6.2.2 Provide project references illustrating the firm's experience
6.2.2.1 Bluff Stability Investigations
6.2.2.2 Design of Bluff Stabilization Projects
Highlight the range of stabilization methods incorporated into
a design by the Consultant for a stabilization project.
6.2.2.3 Construction Management
6.2.3 For at least three references list:
6.2.3.1 Project name and location;
6.2.3.2 Contact person and telephone number;
6.2.3.3 Cost of work (actual cost vs. initial estimated cost)
6.2.3.4 Time required to complete the project; and
6.2.3.5 The role and responsibility of members of the Consultant's
proposed "Eagle Point Bluff Study" team.
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6.2.4 Provide abbreviated resumes highlighting their experience in
relation to the work referenced in 6.2.3 above of the personnel
who will be working on the Eagle Point Bluff Study (including sub-
consultants). Include their education as well as specialization and
technical competence to perform the tasks they will be called on to
do in conjunction with the Eagle Point Bluff Study.
6.2.5 Specify the Consultant's ability to integrate this project into their work
schedule.
6.2.6 Include any thoughts that would improve the development of the Bluff
Study and recommend any work not identified in this RFP that is
considered essential to meet the project objectives.
6.2.7 The proposal shall include a list of deliverables.
6.2.8 Include a project schedule outlining the time and estimated
completion date of the proposed scope of work. This shall include a
schedule for and description of all deliverable products throughout
the period.
6.2.9 The proposal shall specify anticipated City resources in terms of
personnel, facilities or equipment utilized by the Consultant during
the project contract period.
6.3 Fees and Compensation
Separate the Fees and Compensation proposal (separate enclosure) from
the other portion of the RFP submittal. The fees and compensation proposal
must include an individual fee for each of the three phases outlined in the
scope of services with any deviations from the scope of services identified
by the consultant. The City of Dubuque is exempt from Iowa sales tax. Do
not include Iowa sales tax in the Firm's proposal price.
7.0
SERVICES BY THE CITY
The City will make available any historic records, such as inspection reports, that
it currently controls. Any additional services that the Consultant desires the City
to perform should be clearly stated in the proposal.
8.0
SELECTION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements
of the proposal format. A review of qualifying proposals will identify firms that
most closely meet the needs of the City of Dubuque. The City will evaluate
proposals based upon the following criteria (not necessarily listed in order of
importance):
8.1 Qualifications and experience of the firm-reference checks, achievements
and completion of similar projects.
8.2 Project team-qualifications and experience with similar projects of the
principal Consultant staff proposed to work on the project, variety and
application of various disciplines within the team, and availability and
qualifications of any subcontracting staff.
8.3 Grasp of the project requirements-the firm's understanding of the scope,
preparation and level of interest.
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8.4 Design approach/methodology in completing the scope of work and
services-technical alternatives, creativity and problem solving ability.
8.5 Responsiveness-general attitude and ability to communicate to audiences
with varying technical backgrounds.
8.6 Local economic impact-ability to incorporate local firms.
8.7 Schedule evaluation-time required to complete the project.
8.8 The RFP committee will rank the responsive consultants and compile a
short list of Consultants. Consultants remaining after the initial screening
will be contacted and invited to interview. Consultants will be ranked based
on the interview and overall responsiveness to the RFP. The City of
Dubuque is an Equal Employment Opportunity Employer.
9.0
SELECTION PROCESS
9.1 Proposal Review: The RFP committee will review the proposals and rank
them based on which Consultants best meet the criteria listed above.
9.2 Interviews: Consultants remaining after the initial screening may be invited
to interview.
9.3 Staff Recommendation: City staff will make a recommendation to the City
Manager based on the Consultant's interview, if applicable, and overall
responsiveness to the RFP.
9.4 Consultant Selection by City Council: The City Manager will recommend a
Consultant to the City Council and the City Council will then choose a
Consultant for the Eagle Point Rock Bluff Study. The City of Dubuque is an
Equal Employment Opportunity Employer.
10.0 SUBMISSION REQUIREMENTS
Proposals are to be signed by an officer of the firm authorized to bind the
submitter to its provisions. Proposals are to contain a statement indicating the
period during which the proposal will remain valid. A period of not less than
ninety (90) days is required. The proposal submitted by the Consultant shall
become an integral part of the contract between the City and the Consultant and
representations, covenants, and conditions therein contained shall be binding
upon the person, firm or corporation executing the same. Failure to manually
sign proposal will disqualify it.
An original plus 9 copies of the proposal must be received in the office of the City
Clerk by 5:00 p.m. CST on February 8, 2005. The address is:
City of Dubuque
C/O Jeanne Schneider, City Clerk
50 West 13th Street
Dubuque, Iowa 52001-4864
Each consultant assumes full responsibility for delivery and deposit of the
completed proposal package on or before the deadline. Proposals received after
the specified time will be returned unopened. The City of Dubuque is not
responsible for any loss or delay with respect to delivery of the proposals.
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The City of Dubuque is not liable for any cost incurred by any Consultant before
the execution of an agreement or contract; nor shall the City of Dubuque be liable
for any costs incurred by the Consultants not specified in contract documents.
The City shall become owners of the proposals upon submission.
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