Consulting Contract for Conceptual Design of Main Street
CITY OF DUBUQUE, IOWA
MEMORANDUM
August 3, 2000
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Request for Proposals--Town Clock Plaza
Three responses were received for the Request for Proposals to design Main Street
to be extended through the Town Clock Plaza from Ninth Street to Fifth Street.
Public Works Director Mike Koch is recommending award of the contract for the
preparation of preliminary concept drawings to The Durrant Group in a price range
of $12,000-$17,000.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
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Attachment
cc:
Barry Lindahl, Corporation Counsel
Tim Moerman, Assistant City Manager
Mike Koch, Public Works Director
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CITY OF DUBUQUE, IOWA
MEMORANDUM
August 2, 2000
TO: Michael C. Van Milligen, City Manager
, 1
Michael A. Koch, Public Works Director JI;4 j(~
SUBJECT: RFP for Preparation of Conceptual Drawings for the Opening of Main
Street from Fifth Street to Ninth Street
FROM:
INTRODUCTION
At the City Council meeting of January 17, 2000, the City Council directed staff to
prepare Request for Proposals from engineering and architectural firms to prepare
preliminary concepts for the opening of Main Street through the Town Clock Plaza,
from Fifth Street to Ninth Street. The City Council further tabled the motion to
continue work on the development of plans to upgrade the streetscape along Main
Street which had until that time been the direction of the City in regard to Main Street.
DISCUSSION
A Request for Proposals was mailed to several firms on June 23, 2000. Through a
series of general public, stakeholder, and business owner meetings, the consulting firm
is to develop preliminary concepts for a roadway which would open access on Main
Street, from Fifth Street to Ninth Street, in such a manner as to serve the concerns
with regard to such items as street width, parking, speed, and curbside amenities, and
to compare these options with the streets cape improvement options earlier presented
by the firm WHKS under previous direction of the City.
Proposals were received from three consulting firms on July 14, 2000. The firms
submitting proposals were the Durrant Group, WHKS, and Vedi Associates, Inc. A
copy of the RFP request is attached.
Because of the fairly well-defined Scope of Services for this contract, it was
determined by City staff that interviews would not be needed to make a consultant
selection. The Durrant Group presented the best proposal for the work requested and
seemed to have the best understanding of the needs of the project and its role in
comparison to the streetscape concept options. The Durrant Group also has a detailed
knowledge of the Plaza because they are tenants in the area and have a detailed
firsthand knowledge of the needs of the downtown and how the Plaza currently
functions.
The costs submitted with the proposals were opened and are as follows:
Vedi Associates, Inc.
Durrant Group
WHKS
$ 12,000.00
$ 12,000.00 - $17,000.00
$104,800.00
RECOMMENDATION
City staff recommends to the City Council that the Durrant Group be awarded the
contract for the preparation of conceptual street plans through a series of public
meetings and work sessions with the City Council as outlined in the Request for
Proposal. Phase I of the project would take the project from preliminary concept
development, public input, City Council worksessions, and preparation of two
preliminary concepts for the opening of Main Street. Phase II of the study would
proceed only if the City Council chooses to proceed with the opening of Main Street.
The schedule, as outlined by the Durrant Group, would anticipate a meeting with the
City Council to determine a final concept by November, 2000.
Because the options are so wide open at this time for the opening of Main Street, the
costs of Phase II of the consultant agreement would be negotiated if at such time as
the Council would decide to open Main Street.
ACTION TO BE TAKEN
I would recommend that the City Council award the contract for the preparation of
preliminary concept drawings to the Durrant Group for the opening of Main Street from
Ninth to Fifth Street through the Town Clock Plaza.
MAK/vjd
Attach.
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CITY OF DUBUQUE, IOWA
REQUEST FOR PROPOSALS
June 23, 2000
TOWN CLOCK PLAZA - OPENING MAIN STREET FROM NINTH STREET TO FIFTH STREET
I. Introduction
The City of Dubuque is soliciting proposals from qualified consulting firms to
provide preliminary concepts (Part I) and construction plans and specifications
(Part 2) for the construction of Main Street, from Ninth Street to Fifth Street,
through what is now the Town Clock Plaza, a pedestrian mall.
The Town Clock Plaza was constructed in the early 1970's and was originally
intended to refurbish the downtown and to update the area as the major retail
center of the City. Like many other cities, outlying malls pulled the major
retailers from the Plaza; and over the years, the Plaza has essentially developed
into a professional office plaza complex, with a few specialty retail shops still
remaining. Currently there are approximately 2,500 office workers in the Plaza
area.
Throughout the day, the Plaza has limited pedestrian traffic except for office
personnel. During mid-day lunch break times, the Plaza becomes very
pedestrian-oriented, and there is a great need for seating and space for personal
interaction.
The Plaza is also the site of various popular outdoor evening activities. During
these periods, the Plaza becomes a mecca of pedestrians, and Main Street is
often closed to all traffic for such major events.
Please note the following information relates to the minimum specifications of
services, information to be included in the proposal, and evaluation criteria for
the review of proposals.
II. Communitv Profile
The City of Dubuque is located on the Mississippi River in northeastern Iowa,
adjacent to Illinois and Wisconsin. The City is approximately 27.5 square miles
in area, with a 1990 population of 57,546. The City provides a full range of
services.
The community has a stable and diversified manufacturing base and a growing
service sector. Dubuque is the major retail, medical, educational and
employment center for the tri-state area. Tourism continues to be a major
economic force in the community. City government continues to work with the
private sector to promote economic development.
III. Submission Requirements
An original and eight copies of each proposal must be received in the Office of
the Public Works Director, Engineering Division, 50 W. 13th Street, Dubuque,
IA 52001-4864 by 5 p.m. on July 14, 2000. It is anticipated that a contract
for services would be awarded within 60 days following the due date for the
submission of the proposals. Further information may be obtained from the
Public Works Director, Michael A. Koch, at (319) 589-4270, by writing to the
Public Works Director at the above address, or by fax at (319) 589-4149.
The City of Dubuque reserves the right to reject any and all proposals received,
as is deemed in the best interest of the City. Firms whose proposals are not
accepted will be notified as soon as the selected firm has been approved.
IV. Data to be Included in the Proposal
To simplify the review process and to obtain the maximum degree of
comparability, the proposals shall include the following items and be organized
in the manner specified below.
A. Letter of Transmittal
A letter of transmittal briefly outlining the proposer's understanding of
the work, as well as general information regarding the firm and
individuals to be involved.
B. Profile of Firm
The proposal shall include general information about the firm, the firm's
areas of expertise, and the firm's official name, address, and principal
officers.
C. Qualifications
1. The proposal shall include: the name of the anticipated project
manager, his/her qualifications, and experience; and the names,
qualifications, and experience of other key personnel who would
be associated with the project.
.
2. Experience of the firm in the area of downtown redevelopment and
urban design. The proposal shall include at least three references
of past clients with which the firm has had similar projects and
which have been completed within the past five years.
3. Name and location of other consulting firms that would be used by
your firm in the study, and the approximate percentage of the
work that would be performed by each of these firms.
4. The proposal shall discuss the firm's ability to integrate this project
into your present workload.
D. Scope of Services and Proposed Project Schedule
1. The project would develop concepts for the construction of Main
Street within the project limits. Various concepts shall be
developed for the street width, parking, landscaping, and other
street amenities within the 64-foot public right-of-way (building
line to building Iinet. .
Specific tasks shall include the following:
a. Meet with City Council for initial study direction and
concept development.
b. Hold a minimum of three public input sessions including:
1) Adjacent/affected property owners.
2) Employees and tenants.
3) General public.
c. Review results of all input sessions and develop various
preliminary concepts, together with preliminary cost
estimates.
The streetscape enhancement and urban design element of
the project should analyze existing conditions within the
historic context of the downtown (especially the area
surrounding the Town Clock) and:
1) Consider impact on the Town Clock.
2) Consider parking needs of the various property
owners while still maintaining the general streetscape
theme developed for Main Street.
3) Consider the relative parking/access needs of the
property owners versus the desire of office workers
for seating space, landscaping, and other amenities.
d. Meet with City Council to review public input of various
preliminary concepts. The Council will give direction to
consultant on two (2) preliminary concepts.
e. Develop colored renderings of the two (2) proposed plan
views to complement the work already completed on Eighth
Street.
f. Meet with City Council on refinement of preliminary plans
on two selected design options.
g. Meet with City Council to make a selection of a final design
concept.
The City Coun'cil already has had plans developed for the
reconstruction of the Town Clock Plaza as a pedestrian
ONLY-oriented facility. This review process of the City
Council will result in the selection of a pedestrian-only
concept or the extension of Main Street through the Plaza.
It will also be determined whether this contract would
continue, or would be terminated with no further action, if
the pedestrian option is selected.
2. Proposed Schedule
The proposal shall provide the firm's anticipated work plan and
provide an estimated timeframe for the completion of the various
major components of the study, with the intent of having a
budgetary estimate by December 1, 2000. Construction would
take place in the Year 2001.
V. Fees and Compensation
The proposal shall identify the fee structure for Part 1 only, including an
estimated or range of costs for each of the defined study components. The
estimated fee shall be submitted in a separate envelope from the proposal.
VI. Evaluation Criteria
Proposals will be screened to ensure that they meetthe minimum requirements
for the proposal format. A review of qualifying proposals will identify potential
firms that most closely meet the needs of the City. Upon review of the
proposals, top candidate firms may be asked to make a presentation to the City
to discuss their qualifications, background and experience, and their approach
to the study.
Factors that may be considered in the evaluation of a firm are as follows:
1. Evaluation of response to the RFP.
2. Qualifications and experience of the firm in the subject area.
3. Comments from individual references.
4. Cost of proposal.
5. Project schedule.
The selection of the firm will be based on the proposal that, in the opinion of
the City, serves the best overall-interest of the City.
A contract will be negotiated after the selection process has been completed.
The scope of services may be adjusted to conform the various components of
the study to the available budget.
..
(IF AUTHORIZED BY THE CITY COUNCIL)
I. If the City Council elects to open Main Street as per the preliminary design, City
Council would authorize preparation of final plans and specifications after the
decision concept has been selected. These additional services (Part 2) would
then also be needed:
a. Develop budget recommendation.
b. Prepare plans, specifications, and estimate for bidding purposes.
c. Assist the City in the bid process.
d. Review bids and make recommendation to the City Council based on bids
received.
e. Provide construction staking, administration, inspection, and close-out
procedures.
II. Discuss the process of incorporating the above work outline into your current
workload.
III. A contract scope and cost would be negotiated before initiating work on Part
2.