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Heritage Trail Extension ProjCITY OF DUBUQUE, IOWA MEMORANDUM April 13, 2000 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Consultant Recommendation for Heritage Trail Extension Project The City solicited proposals to provide engineering and construction services for the Heritage Trail Extension Project, Seven firms responded and four were selected to be interviewed by the selection committee, Planning Services Manager Laura Carstens is recommending the selection of Veenstra and Kimm, Inc, I concur with the recommendation and respectfully request Mayor and City Council approval. M'ichael C, Van Milligen Barry Lindahl, Corporation Counsel Tim Moerman, Assistant City Manager Laura Carstens, Planning Services Manager MCVM/dd Attachment CITY OF DUBUQUE, IOWA MEMORANDUM April 10,2000 TO: Michael C. Van Milligen, City Manager FROM: Laura Carstens, Planning Services Manager ~ SUBJECT: Consultant Recommendation for Heritage Trail Extension Project INTRODUCTION The purpose of this memo is to request the City Council select a consultant for the Heritage Trail Extension Project and authorize negotiation of a contract with that consultant. This project involves the construction of multi-use bicycle/pedestrian facilities on city streets, levee system and public right-of-way as part of a riverfront trail system. The 10,6 mile trail system will extend from 22Od Street to the Mines of Spain. The consultant will provide engineering and construction management services for the physically-separated (Class I) sections of the trail system, and for the installation of pedestrian walkways where absent along the signed and striped bike routes of the trail system. City staff will design and construct the striped (Class II) and signed (Class III) portions of the trail. BACKGROUND City staff solicited proposals from thirty three qualified consulting firms to provide engineering and construction management services for this project. Seven firms responded to the Request for Proposal (RFP), The City has received an Intermodal Surface Transportation Efficiency Act (ISTEA) Transportation Enhancements grant for this project from the Iowa Department of Transportation (lOOT), The total cost for this project was estimated at $461 ,087. The budget for the Class I trails and pedestrian walkways was estimated at $365,058. The budget for the Class II and Class III routes was estimated at $96,029. The budgeted amount for engineering and construction management services was estimated at $48,000 for this project. Maps and descriptions showing the project locations are attached. The City was prohibited from requesting fees or cost estimates from prospective consultants as part of the RFP because of the ISTEA funding for this project. The City must rank the proposed consultants based on the above criteria and enter into contract negotiations to develop the detailed scope of services and the corresponding fees, If a contract can not be successfully negotiated with the first ranked consultant, the City then proceeds to negotiations with the second ranked firm. Memo to Michael C, Van Milligen April 10,2000 Page 2 CONSULTANT SELECTION PROCESS A proposal review committee composed of Mike Felderman, Civil Engineer; John Hail, Park Division Manager; Kathy Sturm, Purchasing Coordinator; Lisa Sesterhenn, Assistant Planner; and myself reviewed the proposals received for this project, Proposals were received from seven consulting firms: WHKS and Co., IIW Engineers and Surveyors, P,C., Veenstra & Kimm, Inc., Raymond-Beling, Inc" Buesing and Associates Inc., Missman, Stanley & Associates, P,C. and The Schemmer Associates. On March 16, 2000, the review committee met to evaluate the seven responses. After tallying the results of the evaluation form and discussing the responses, the review committee short- listed four firms to interview, Letters were sent to the short-listed firms, as well as the three not selected, informing them of the committee's decision, The four short-listed firms were interviewed by the review committee on March 21, 2000, The review committee then evaluated all seven firms based on their RFP responses, interviews, references, and any other information known about the firms, The review committee used a rating scale of Superior (highest) to Less than Satisfactory (lowest) to complete the analysis of the firms. The results of the selection analysis are attached. The review committee ranked the consulting firms as follows: 1. 2, 3. 4, Veenstra & Kimm, Inc, WHKS & Co, IIW Engineers and Surveyors, P.C, Raymond-Beling, Inc, The committee evaluated the proposals and interviews using the following factors: a) Local economic impact - proximity of firm(s) to Dubuque, ability to incorporate local firms. Project design team qualifications and experience of the principal consulting staff. proposed to work on the project, variety in application of various disciplines within the team and availability and qualifications of the subcontracting staff. Grasp of project requirements - the firms analysis, preparation and level of interest. Design approach/methodology in completing the scope of services - technology alternatives, creativity, and problem solving ability. Responsiveness - compatibility between consultants and the City of Dubuque, general attitude and ability to communicate, Qualifications and experience of the firm, reference checks, achievements and completion of similar projects within the past five years, Schedule evaluation - time required to complete the project, ability to deliver the products in a timely manner. Disadvantaged Business Enterprise (DBE) goal of at least ten percent (10%). Experience of the firm with ISTEA-funded trails, b) c) d) e) f) g) h,) I.) Memo to Michael C. Van Milligen April 10, 2000 Page 3 RECOMMENDATION The proposal review committee recommends that City staff proceed with contract negotiations with the consulting team from Veenstra & Kimm, Inc. for engineering and construction management services for the Class I (physically separated) and pedestrian walkways portions of the Heritage Trail Extension Project. Although specific fee amounts were prohibited from the RFP process, the budgeted amount for engineering and construction management services was estimated to be $48,000 for this project. Veenstra & Kimm's project team is drawn from their Moline, Illinois and Coralville, Iowa offices, Veenstra & Kimm, Inc, is the recommended choice of the review committee because of the following factors: a.) b.) c.) d.) e,) f.) Veenstra and Kimm's project team was the only team evaluated which consisted of individuals who have worked on ISTEA-funded trail projects and have taken the projects from design through construction following the Iowa Department of Transportation regulations for ISTEA-funded trails, The project manager has direct experience with trails along the Mississippi River, trails with constrained right of ways, and trails that involve railroad crossings. He was the project manager for two portions of the Illinois Great River Trail and the Davenport Riverfront Bike Path, Veenstra and Kimm was ranked as Superior in six out of seven of the categories designated as Very Important by the review committee, The second ranked firm, WHKS, received a Superior ranking in two out of the seven categories. The project manager and project engineer are both senior engineers with Veenstra and Kimm. Reference checks for Veenstra and Kimm were very positive. The lOOT has concurred in the consultant selection ranking. The review committee strongly felt that the project team's experience with ISTEA-funded trail projects is crucial to the success of the Heritage Trail Extension Project. This type of funding requires that the City follow strict, detailed processes throughout this project and work closely with the lOOT and other state and federal agencies. For example, there are 32 steps in the consultant selection process that must be followed for ISTEA-funded projects. In addition, because of the funding, the bid letting for this project is through the lOOT and the lOOT's critical path deadlines must be followed in order for the project to be let on May 15, 2001. ACTION STEP The requested action step is for the City Council to concur with the selection of Veenstra & Kimm, Inc., and to authorize City staff to negotiate a contract, in accordance with City and lOOT standards, with Veenstra & Kimm, Inc, for engineering and construction management services for the Heritage Trail Extension Project. Attachments Ratin2 Key: Superior (highest) Very Good Good Satisfactory Less than Satisfactory (lowest) Heritage Trail Extension Consultant Selection Analysis AbilitY to devote the necessary staff to the project. I Good I Very Very Good Good Less than I Superior I Superior Good Satisfactory Qualifications and experience ofthe project team assigned to the project. I Satisfactory I Very Very Good Good Less than I Superior I Very Good Good Satisfactory Design approach /methodology in completing the scope of services - Satisfactory Very Very Good Good Less than I Superior I Very Good technology alternatives, creativitY, and problem solving abilitY, Good Satisfactory Experience of project team in managing projects of similar magnitude Satisfactory Good Very Good Good Less than I Superior I Very Good fiom design through construction/inspection management. Satisfactory Grasp of project requirements. the fmn's analysis, preparation and level Satisfactory Very Good Good Less than I Superior I Very Good of interest. Good Satisfactory Local economic impact. proximitY offmn(s) to Dubuque, abilitY to Superior Superior Satisfactory Very Good Satisfactory I Satisfactory I Superior incorporate local finns. Experience of the firm with lSTEA.fimded trails I Less than I Good I Good I Very Good I Satisfactory I Superior I Good Satisfactory VarietY and application of various disciplines with the project team. Very Satisfactory Good Less than Very Good Good Satisfactory Responsiveness -- compatibilitY between consultants and the CitY of Good Very Satisfactory Satisfactory Satisfactory I Superior I Very Good Dubuque, general attitude and abilitY to communicate. Good DBE Target - effort and success in achieving the 10% target. Superior Superior Superior Satisfactory Very Superior Good City of Dubuque Heritage Trail Extension Project Definition of Trail Classes and Routes The Heritage Trail Extension Project involves the development of3 main types of trails: . Class I: Physically Separated Path . Class II: Striped Lane or Paved Shoulder . Class III: Signs Only The purpose of this document is to define the specific routes for each category by listing the beginning and ending points for each trail segment. Attached is a map of the Dubuque Heritage Trail Project. It is intended to be used as a supplement to the tables shown in this document. Trail Sel!ment Bel!inninl! & Endinl! Points Volunteer Drive Harbor Street to Lock and Dam #11 16th Street Kerper Blvd. to Admiral Sheehy Drive Audubon Wildlife Overlook (Marsh Street) to Sycamore Platted 15th Street Star Brewery Easement Platted Bell Street from 6th Street to Wall Street, platted Wall Street from Bell Street to the Riverwalk, and Brewery Easement from platted Wall Street to platted Commercial Street Power Company Easement Grandview Avenue to Julien Dubuque Drive Sidewalk Locations In addition to the Class I trails, sidewalks will be needed on 16th Street from Admiral Sheehy Drive to Marsh Street, Lincoln Avenue from Shiras Avenue to Hawthorne Street, one side of Admiral Sheehv Drive. one side of Grevhound Park Road, and one side of Julien Dubuque Drive from Mar Jo Quarry Road to the Mississippi River. Page 1 of 3 City of Dubuque Heritage Trail Extension Project Definition of Trail Classes and Routes Trail Sel!:ment Peru Road Bel!:inninl!: and Endinl!: Points Shiras Avenue 425 feet south of the entrance to the Four Mounds Farm south to the North End Neighborhood Trail Lincoln Avenue to Eagle Point Drive Lincoln Avenue Shiras Avenue to Volunteer Drive Harbor Street Volunteer Drive to Shiras Avenue Extension Admiral Sheehy Drive Greyhound Park Road 16th Street to Miller Riverview Park 16th Street Admiral Sheehy Drive to 16th Street Kerper Blvd to platted Marsh Street 3,d Street Main Street to Bell Street Bell Street 3td Street to 6th Street 5th Street to Bell Street 6th Street 5th Street 6th Street to White Street Southern Avenue Railroad Avenue to Grandview Avenue Grandview Avenue Hwy 15l/61 Overpass Mar Jo Hills Road Julien Dubu ue Drive to Rockdale Road Page 2 of 3 City of Dubuque Heritage Trail Extension Project Definition of Trail Classes and Routes Trail Route Peru Road Four Mounds Center Drive Eagle Point Drive Volunteer Drive Lincoln Avenue Kniest Street Washington Street 15th Street Main Street Main Street Iowa Street 9th Street 5th Street Harrison Street Railroad Street Mt. Cannel Drive Grandview Avenue Julien Dubuque Drive Mar Jo Qu Road Be!!innin!! and Endin!! Points 425 feet south of Four Mounds Fann entrance drive north to Four Mounds Center entrance drive Peru Road to Four Mounds Center Shiras A venue to Eagle Point Park rear entrance Lock and Dam # II to turnaround cul-de-sac at the end of Lock and Dam road Washington Street to Shiras Avenue 22nd Street to Lincoln Avenue Lincoln Avenue to 15th Street Sycamore Street to Main Street 15th Street to 9th Street 5th Street to Harrison Street 15th Street to 5th Street Main Street to Iowa Street Main Street to White Street Main Street to Railroad Avenue Harrison Street to Southern A venue Railroad A venue to Grandview Avenue Southern Avenue to the Hwy 151161 Bridge Overpass Hwy 151161 Bridge Overpass to Mt. Cannel Drive Grandview Avenue to Mississippi River Julien Dubu ue Drive to Mines of S ain entrance drive Page 3 of 3 , ,