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Transient Boat Docks Feas Study D~~@UE ~ck~ MEMORANDUM .-, January 10, 2005 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: RFP for Transient Boat Docks Feasibility Study The City has a budget of $301 ,784 for transient boat docks at the Port of Dubuque as part of the Vision Iowa grant for the America's River project. These boat docks are required by the vision Iowa grant. To satisfy the Vision Iowa grant, City staff is recommending a phased approach with construction of transient boat docks at two locations in the Port of Dubuque: Phase 1 - Ice Harbor and Phase 2 - Main Channel near the railroad bridge and Brewery. Construction of transient boat docks in the Ice Harbor would satisfy the Vision Iowa requirement. Construction of transient boat docks on the main river channel requires several steps: (1) feasibility study, (2) preliminary master plan, (3) application for a federal Boating Infrastructure Grant, (4) compliance with required permits, and (4) construction of the docks. Planning Services Manager Laura Carstens is recommending City Council approval of a Request for Proposals for a Transient Boat Docks Feasibility Study at the Port of Dubuque. This study is necessary for the City to compete in the Federal Boating Infrastructure Grant Program. I concur with the recommendation and respectfully request Mayor and City Council approval. .)\( ( ;1/ ~J¡.,.' "I, 'h ¡IL,--- Mic~ael c. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Laura Carstens, Planning Services Manager D~ ~ck~ MEMORANDUM January 10, 2005 FROM: Michael C, Van Milligen, City Manager Laura Carstens, Planning Services Manager" ~ TO: SUBJECT: RFP for Transient Boat Docks Feasibility Study INTRODUCTION This memo transmits for City Council review and approval, the enclosed Request for Proposals (RFP) for a Transient Boat Docks Feasibility Study at the Port of Dubuque. The Consultant Selection Committee for this RFP includes: Dawn Lang, Budget Director; Cindy Steinhauser, Assistant City Manager; Pam Myhre, Acting Economic Development Director; Bob Schiesl, Civil Engineer; Jean Nachtman, Assistant Finance Director; and myself. DISCUSSION The City has a budget of $301,784 for transient boat docks at the Port of Dubuque as part of the Vision Iowa grant for the America's River project. These boat docks are required by the Vision Iowa grant. The Vision Iowa Board has granted the City of Dubuque an extension for construction of the docks. To satisfying the Vision Iowa grant, we are recommending a phased approach with construction of transient boat docks at two locations in the Port of Dubuque: Phase 1 - Ice Harbor and Phase 2 - Main Channel. Construction of transient boat docks in the Ice Harbor would satisfy our Vision Iowa requirement. The timeframe to construct boat docks on the main channel of the Mississippi River would exceed the extension granted by the Vision Iowa Board. Construction of transient boat docks on the main river channel requires several steps: (1) feasibility study, (2) preliminary master plan, (3) application for a federal Boating Infrastructure Grant, (4) compliance with required permits, and (4) construction of the docks. RFP for Transient Boat Docks Feasibility Study Page 2 Feasibilitv Studv A Transient Boat Docks Feasibility Study is necessary for the City to compete in the federal Boating Infrastructure Grant Program. We anticipate the RFP would be issued in late January 2005 and the study would be completed in July 2005. The enclosed RFP outlines the following Scope of Services: 1. Transient Boat Docks Feasibility Study a. Evaluate Existing Site and Conditions b. Review Stakeholder List, Interview Questions, and Workshop Agenda with Port of Dubuque Design Review Committee c. Conduct Stakeholder Interviews (Optional) d. Conduct Workshop #1 with Stakeholders e. Identify Market Feasibility f. Identify Operation and Maintenance Feasibility 2. Preliminary Transient Boat Docks Master Plan a. Prepare a Preliminary Transient Boat Docks Master Plan with Design Alternatives b. Prepare Cost Estimates and Phasing for Each Design Alternative c, Review Preliminary Transient Boat Docks Master Plan with Port of Dubuque Design Review Committee d. Conduct Workshop #2 with Stakeholders e, Conduct Work Session with City Council to Review Design Alternatives and Select Preferred Alternative f. Refine Preferred Alternative for City Council Approval 3. Grant and Permitting Services a. Prepare and Submit Tier 1/ Tier 2 Boating Infrastructure Grant Application b. Prepare and Submit Regulatory Permit Applications c. Prepare Environmental Assessment (if Needed) d. Ensure City's Compliance with all Applicable Federal and State Requirements The estimated cost for this study is $75,000 to $100,000, Boatina Infrastructure Grant application An application for a Boating Infrastructure Grant is recommended for the Main Channel boat docks, dependent on the results of the feasibility study. This program is a U.S. Fish and Wildlife pass-through grant to the IDNR. The program supports the construction, renovation or maintenance of tie-up facilities for transient, non-trailerable recreational RFP for Transient Boat Docks Feasibility Study Page 3 boats. Non-trailerable boats are 26 feet or more in length, The grant will fund up to 75% of project costs, and is very competitive. The Boating Infrastructure Grant Program has two tiers. Tier 1 is for grants up to $100,000 and typically funds preliminary costs associated with construction of boating infrastructure. Tier 1 grants can be used to fund preliminary costs associated with completion of the Federal and State permitting processes, all required regulatory studies, engineering, legal requirements, and administrative needs as a first phase for construction of the transient boat docks. This is a statewide competition. The larger Tier 2 grants can be used for the construction of slips and supporting facilities for transient boaters. Tier 2 grants do not have a dollar limit, and typically are used for the actual construction costs. For example, the Cities of Clinton, Iowa and Fulton, Illinois received Tier 1 and Tier 2 grants of approximately $2 million for a marina feasibility study and marina improvements for both cities. Focus groups with key stakeholders would be held to help refine the design and build partnerships for the Main Channel boat docks. Public and private partnerships as well as multi-state efforts increase the competitiveness of a Boating Infrastructure Grant application, The Boating Infrastructure Grant application for the Main Channel docks would be submitted by September 2005. RECOMMENDATION Staff recommends that the City Council approve the enclosed Request for Proposals (RFP) for a Transient Boat Docks Feasibility Study at the Port of Dubuque, and then authorize staff to issue the RFP and coordinate selection of a qualified consultant. The Consultant Selection Committee shall recommend the selection of a qualified consultant to the City Manager, who in turn will make a recommendation to the City Council. Final determination of the selected consultant will be made by the Council. Enclosure cc Dawn Lang, Budget Director Cindy Steinhauser, Assistant City Manager Pam Myhre, Acting Economic Development Director Gus Psi hoyos, Acting Public Works Director/City Engineer Bob Schiesl, Civil Engineer Jean Nachtman, Assistant Finance Director CITY OF DUBUQUE, IOWA DATE REQUEST FOR PROPOSALS Transient Boat Docks Feasibility Study for the Port of Dubuque INTRODUCTION The City of Dubuque, Iowa is soliciting proposals from qualified professional consulting firms to prepare a Transient Boat Docks Feasibility Study for the Port of Dubuque. It is anticipated that the time frame for the project will be approximately six (6) months following the signing of a professional services agreement, subject to the application deadlines for the Federal Boating Infrastructure (Tier 1 / Tier 2) Grant Program. The selected consultant will be expected to complete the contracted scope of work within the specified time frame, under the general direction and coordination of the City's Engineering Department as authorized by the City Council. PROJECT OBJECTIVES The Project Objectives are to conduct a Transient Boat Docks Feasibility Study for constructing transient boat docks on the main channel of the Mississippi River at the Port of Dubuque. The proposed location is along the shoreline adjacent to the Brewery, An aerial photograph of the Port of Dubuque is enclosed. If the Transient Boat Docks Feasibility Study indicates market and operational feasibility, then a Federal Boating Infrastructure (Tier 1 / Tier 2) Grant Application would be made. If successful in receiving the grant, the City would proceed with final design and construction of the docks. COMMUNITY BACKGROUND The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to Illinois and Wisconsin. The City is approximately 30 square miles in area, with a population of approximately 60,000 persons. The City's annual operating and capital budget is nearly $100 million and funds a full range of services. The City's web site is www.citvofdubuQue.oro. The community has a stable and diversified manufacturing base and a growing service sector. Dubuque is the major retail, medical, education and employment center for the tri-state area. Tourism continues to be a major economic force in the community. City government works in collaboration with the private sector to promote economic development. The job creation and unemployment numbers show that Dubuque is holding steady in a very volatile economic climate. Dubuque's construction numbers reveal an even more encouraging picture. America's River Establishing partnerships continues to playa key role in moving forward with many of the City's long-range plans, The best example of this - the America's River project at the Port of Dubuque - has been an amazing success. The pairing of public and private investment dollars has changed the face of Dubuque's riverfront. Through $188 million in private investment, Vision Iowa dollars, and local, state and federal dollars, the America's River project has moved from dream to reality. The America's River project is perhaps the most significant new recreational amenity for the City. Municipal venues open to the public include the Mississippi Riverwalk Recreational Trail, a River's Edge Plaza, and an outdoor amphitheater at the historic Dubuque Star Brewery, A major recreation component of the America's River project is the National Mississippi River Museum and Aquarium, which includes: an interpretive center for the Upper Mississippi River Fish and Wildlife Refuge, a constructed wetlands, a "Boat and Breakfast" in an historic steamboat, a river history museum in an historic railroad freight house, and the City's remaining railroad depot. Other components of the America's River project include the Grand Harbor Resort and Indoor Waterpark and the Grand River Center, a conference and education center. Information on these components of the America's River project at the Port of Dubuque is available at these web sites: www.dubuQuechamber.com, www.oreaterdubuQue.oro. and www.americasriver,oro. Port of Dubuque The recent planning effort for the Port of Dubuque included: examination of existing real estate dynamics, evaluation of development opportunities, and creation of a master plan with design standards. Adopted in March 2002, the Port of Dubuque Master Plan supports the creation of a mixed-use development with commercial, recreational, educational and residential uses. The Port of Dubuque Master Plan established development design standards to regulate both existing and future development in the Port of Dubuque. The Port of Dubuque Design Review Committee established by City Council meets monthly to work citizens, property owners and others to promote the plan and ? review projects for compliance with the Port of Dubuque design standards, Committee members include representatives from the Convention and Visitors Bureau, the Dubuque County Historical Society, the Greater Dubuque Development Corporation, Platinum Hospitality (the hotel/ waterpark developer), and the City's Planning Services Department, Economic Development Department, Engineering Department, and City Manager's Office. This Committee will meet with the consultant during the course of the project to provide input and recommendations. An environmental assessment, including a mussel survey, has been completed for a dredging permit at the proposed site for constructing transient boat docks on the main channel of the Mississippi River at the Port of Dubuque. PROJECT SCOPE OF SERVICES The following information describes specific minimum components which should be included in the Scope of Services, The consultant should describe the means or strategy by which the consultant would satisfy the Scope of Services, and/or an alternative or hybrid strategy recommended by the consultant - what process and outcomes the consultant would suggest to make the project better. The City is open to suggestions other than those listed in this proposal, which consultants believe would be of value to producing a Transient Boat Docks Feasibility Study for the Port of Dubuque. The final scope of work is expected to be finalized with the selected consultant. 1. Transient Boat Docks Feasibility Study a. Evaluate Existing Site and Conditions b. Review Stakeholder List, Interview Questions, and Workshop Agenda with Port of Dubuque Design Review Committee c. Conduct Stakeholder Interviews (Optional) d. Conduct Workshop #1 with Stakeholders e. Identify Market Feasibility f. Identify Operation and Maintenance Feasibility 2. Preliminary Transient Boat Docks Master Plan a. Prepare a Preliminary Transient Boat Docks Master Plan with Design Alternatives b. Prepare Cost Estimates and Phasing for Each Design Alternative c. Review Preliminary Transient Boat Docks Master Plan with Port of Dubuque Design Review Committee d. Conduct Workshop #2 with Stakeholders e. Conduct Work Session with City Council to Review Design Alternatives and Select Preferred Alternative f. Refine Preferred Alternative for City Council Approval ~ 3. Grant and Permitting Services a. Prepare and Submit Tier 1 / Tier 2 Boating Infrastructure Grant Application b. Prepare and Submit Regulatory Permit Applications c. Prepare Environmental Assessment (if Needed) d. Ensure City's Compliance with all Applicable Federal and State Requirements CITY RESOURCES Citv Resources Available to the Consultant: The City will make its ArcView GIS mapping and data analysis capabilities available for this project as well as staff contact/resources persons in the Planning Services Department and in the Engineering Department. Material included with the RFP: . Aerial Photography of the Port of Dubuque . CADD line work drawings of the Port of Dubuque and Riverwalk as-built plans . Environmental Assessment for Dredging Permit . Port of Dubuque Master Plan and Design Standards INFORMATION TO BE INCLUDED IN PROPOSAL The Proposal should address all of the points outlined in this Request for Proposal (RFP) excluding any cost information which should only be included in a separate sealed envelope labeled "Project Cost Estimate". The proposal should be prepared simply and economically, providing a straight forward, concise description of the firm's capabilities to satisfy the requirements of the RFP. To simplify the review process and to obtain the maximum degree of comparability, the proposal shall include the following information and shall be organized in the manner specified below. While additional data may be presented, the following subjects must be included. They represent the criteria against which the proposal will be evaluated, Letter of Transmittal Provide a letter of transmittal briefly outlining the consultant's understanding of the work and the name, address, telephone number, fax number and email address of the consultant's primary contact person. <1 Profile of Firm Provide general information about the firm and its area of expertise as regards this RFP. including the qualifications of the Project Manager and other key personnel who would be assigned to the project. State the size of the firm, the size of the firm's professional staff, the location of the office from which the work on this project is to be performed, and the number and nature of professional staff to be employed on a part-time basis. Indicate other information that will reflect the philosophy of the firm regarding its approach to this project and how this approach will result in the successful completion of the project. Discuss the firm's ability to integrate this project into the firm's present workload. A statement should also be included with regard to whether the consulting team currently has the capacity to undertake the project or whether it intends to engage additional staff or team members. Proposal Qualifications List the names of the anticipated Project Manager and other key personnel associated with the project and their qualifications and experience. Identify the principal supervisory and management staff, including partners, managers, other supervisors and subject matter experts who would be assigned to this project. Provide as much information as possible regarding the number, qualifications, training, and any relevant continuing and professional education of the specific staff to be assigned to this project. Project Manager, partners, management, other supervisory staff and specialists may be changed if those personnel leave the firm. These personnel may also be changed for other reasons with express written permission of the City of Dubuque; however, in either case, the City retains the right to approve or reject replacements. Other personnel may be changed at the discretion of the consultant, provided that the replacements have substantially the same or better qualifications or experience. Describe the experience and success of the firm, as well as the key personnel proposed for Dubuque project, in performing similar projects, including experience and success in working with Transient Boat Docks feasibility studies in cities similar to Dubuque. Include at least 3 client references (including individual contacts and telephone numbers) with similar projects that have been completed in the last five (5) years, List the names of the key personnel proposed for Dubuque project who worked on the referenced projects. Describe the name and location of other sub-consulting firms that would be used by the firm in the project and the approximate percentage of the work that would be performed by each of these firms. Include the experience and qualifications of " the sub-consultant firm and its key personnel in working on similar projects. Identify any minority or women-owned business enterprises. Certificate of Insurance The selected firm will be required to meet the City's insurance requirements for professional services (see attached Insurance Schedule C), Scope of Services Describe the means or strategy by which the consultant would satisfy the Scope of Services, and/or an alternative or hybrid strategy recommended by the consultant - what process and outcomes the consultant would suggest to make the project better. Include a section which establishes a work plan for the firm's approach to the completion of the project. The work plan, at a minimum, should include those components outlined in the RFP, The consultant should indicate in the proposal those aspects that might be completed by City staff or interns. All results from this project will remain the property of the City of Dubuque. Proposed Proiect Schedule Provide a project schedule outlining the time period and estimated completion date of the proposed scope of work. This should include a schedule for and description of all deliverable products throughout the period, Products should be delivered in hardcopy and electronic formats compatible with the City's computer software and hardware, It is the intent of the City that the project will be completed within approximately 6 to 12 months of signing a contract. Fees and Compensation Provide a proposed cost plus expenses budget for completion of the proposed scope of services with cost breakdowns by scope element. Include hourly rates of personnel to be assigned to the project. The consultant should also include in the proposal their typical schedule or reimbursable activities and associated expense. Quotation of fees and compensation shall remain firm for a period of at least 90 days from the RFP submission deadline. Please separate the proposed budget from the other portion of the RFP submittal, Initial screening will be done without knowing the consultant's proposed fee for services. SUBMISSION REQUIREMENTS An original plus seven (7) copies of the proposal labeled Transient Boat Docks Feasibility Study for the Port of Dubuque must be received in the office of the ~ City of Dubuque's Engineering Department, 50 W. 13th Street, Dubuque, Iowa 52001 no later than 5:00 p.m. on or before , 2005. Proposals should be addressed to Robert Schiesl, P.E., Civil Engineer, at the above address. Questions can be directed to Mr. Schiesl by telephone at (563) 589-4270, by fax at (563) 589- 4205, or by email at bschiesl@citvofdubuaue.oro. There should be no dollar units or total cost included in the proposal document. All cost proposals should be submitted with the proposal in a separate sealed envelope labeled "Project Cost Estimate". Each consultant assumes full responsibility for delivery and deposit of the completed proposal package on or before the deadline. The City of Dubuque is not responsible for any loss or delay with respect to delivery of the proposals. The City of Dubuque reserves the right to reject any and all proposals and to negotiate changes with any consultant. The City of Dubuque is not liable for any cost incurred by any consultant prior to the execution of an agreement or contract. Nor shall the City of Dubuque be liable for any costs incurred by the consultant that are not specified in any contract. The City of Dubuque is an Equal Employment Opportunity Employer. EVALUATION CRITERIA Proposals will be screened to ensure that they meet the minimum requirements of the proposal format. A selection committee will review qualifying proposals, and may interview the short-listed firms. The following criteria are among those that will be used to evaluate submitted proposals. 1, A high level of professional competence and a proven track record in the preparation of transient boat docks feasibility studies: a. Qualifications and experience of the firm and any sub-consultants. b. Demonstration of professional and technical expertise and experience of the principal consulting staff and sub-consulting staff that will work on the project. c. If a joint venture, the track records of team members' experience working together. 2, Design approach/methodology in completing scope of services: a, Grasp of project requirements and level of interest. b. Creativity and problem solving ability. c. Ability of consultant team to demonstrate initiative, motivation and knowledge of the City of Dubuque, 3, Responsiveness and compatibility between consultants and City: a. General attitude and ability to communicate. 7 b, Ability to listen, be flexible, and follow and/or implement direction and/or ideas or concepts. c, How the consultant team interacts with the general public, City staff, and public officials. 4, Ability of the consultant to maintain a high level of direct interaction and communication with City officials. 5. Public facilitation capabilities and experience working with the public in preparing Transient Boat Docks feasibility studies. 6. Quality of the proposal. The proposal should clearly demonstrate understanding of the City's overall objectives in the preparation of the Transient Boat Docks Feasibility Study for the Port of Dubuque. 7. Cost of preparing the Transient Boat Docks Feasibility Study for the Port of Dubuque in relationship to the services offered. 8. Proposed schedule required to complete project. 9. Review of references and work product. The committee shall recommend the selection of a successful consultant to the City Manager, who in turn will make a recommendation to the City Council. Final determination of the selected consultant will be made by the City Council. R SCHEDULE C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES 1, All policies of insurance required hereunder shall be with an insurer authorized to do business in Iowa. All insurers shall have a rating of A of better in the current AM. Best Rating Guide. 2. All policies of insurance shall be endorsed to provide a thirty (30) day advance notice of cancellation to the City of Dubuque if cancellation is prior to the expiration date. This endorsement supersedes the standard cancellation statement on the Certificate of Insurance. 3. shall fumish a Certificate of Insurance to the City of Dubuque, Iowa for the coverage required in Paragraph 6 below. Such Certificates shall include copies of the following endorsements: a) Thirty day notice of cancellation to the City of Dubuque. b) Commercial General Liability policy is primary and non-contributing. c) Commercial General Liability additional insured endorsement. d) Govemmentallmmunities Endorsement. e) Waiver of Recovery under workers compensation. shall also be required to provide Certificates of Insurance of all subcontractors and all sub-sub contractors who perform work or services pursuant to the provisions of this contract. Said certificates shall meet the same insurance requirements as required of 4. Each certificate shall be submitted to the contracting department of the City of Dubuque. 5. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement. 6. Contractor shall be required to carry the following minimum coveragellimits or greater if required by law or other legal agreement: a) COMMERCIAL GENERAL LIABILITY General Aggregate Limit Products-Completed Operations Aggregate Limit Personal and Advertising Injury Limit Each Occurrence Limit Fire Damage Limit (anyone occurrence) Medical Payments $2,000,000 $1,000,000 $1,000,000 $1,000,000 $ 50,000 $ 5,000 This coverage shall be written on an occurrence, not claims made, form per project, All deviations or exclusions from the standard ISO Q commercial general liability form CG 0001 or Businessowners BP 0002 shall be clearly identified. Govemmentallmmunity endorsement identical or equivalent to form attached. An additional insured endorsement identical or equivalent to ISO Form CG 2026 and include as additional insureds: "The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees, and volunteers." b) WORKERS COMPENSATION & EMPLOYERS LIABILITY Statutory for Coverage A Employers liability: $100,000 each accident $100,000 each employee-disease $500,000 policy limit--<lisease Policy shall include an endorsement waiving right of recovery against City of Dubuque. c) PROFESSIONAl LIABILITY: d) UMBRELlAIEXCESS LIABILITY $1,000,000 Coverage to be determined on a case-by-case basis by Finance Director. 1n POLICY NUMBER COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART, SCHEDULE Name of Person Or Organization: The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees, and volunteers, (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement) WHO IS AN INSURED (Section II) is amended to include as an insured the person or organization shown in the Schedule as an insured but only with respect to liability arising out of your operations or premises owned by or rented to you. Coovrioht. Insuranee Services Office. Ine 1994 CG20261185 11 CITY OF DUBUQUE. IOWA GOVERNMENTAL IMMUNITIES ENDORSEMENT 1. Nonwaiver of Governmentallmmunitv. The insurance carrier expressly agrees and states that the purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time. 2. Claims Coveraoe. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy. 3. Assertion of Government Immunitv. The City of Dubuque, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier. 4. Non-Denial of Coveraae. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa. No Other Chanoe in Policv. The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy. 1?