Request for Proposal_Camera Documentation Services W&RRCMasterpiece on the Mississippi
Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Water & Resource Recovery Center Request for Proposal for Construction
DATE: September 1, 2011
Water & Resource Recovery Center Manager Jonathan Brown recommends City
Council authorization to distribute a Request for Proposal to seek qualified vendors to
provide a Construction Camera Documentation Service for the construction of the Water
& Resource Recovery Center.
The Construction Camera Documentation Service uses photos to record construction
progress. The photos are then placed in a web -based searchable database to record
and access construction progress photos taken at specific times and locations
throughout the construction process. These series of photos will track progress of the
construction and allow future users of the system to see critical portions of a building,
such as plumbing and wiring, which may be hidden once the building is complete.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
7
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Jonathan R. Brown, Water & Resource Recovery Center Manager
Masterpiece on the Mississippi
Dubuque
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All-America City
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2007
TO: Michael C. Van Milligen, City Manager
FROM: Jonathan R. Brown, W &RRC Manager
SUBJECT: Water & Resource Recovery Center Request for Proposal for Construction
Camera Documentation Services
DATE: August 30, 2011
INTRODUCTION
The purpose of this memorandum is to request authorization to distribute a Request for
Proposal (RFP) to seek qualified vendors to provide a Construction Camera
Documentation Service and to authorize the City Manager to negotiate a contract with
the recommended vendor.
DISCUSSION
In addition to construction services provided by our engineers, Strand Associates of
Madison, WI and IIW of Dubuque, IA, the Construction Camera Documentation Service
requested uses photos to record construction progress. The photos are then placed in a
web -based searchable database to record and access construction progress photos
taken at specific times and locations throughout the construction process. These series
of photos will track progress of the construction and allow future users of the system to
see critical portions of a building, such as plumbing and wiring, which may be hidden
once the building is complete. An analogy that may be helpful in understanding the
function of this type of service is to think of it in similar ways to a plant wide Geographic
Information System (GIS) that will provide construction history in a visual form for the
W &RRC. Future users will be able to click on a schematic of the W &RRC, chose a
structure to view and be able to see critical infrastructure in that building as it was being
constructed. Work is being done to provide as accurate as possible "as built drawings"
for the project and this tool would be used in conjunction with these drawings. Once the
project is completed copies of the photo- database will be provided to the City and this
information will also be located on a website for additional access for future contractors
and /or engineers that may be involved in design or maintenance activities. In addition to
the photography work to be done by the vendor we will also be able to insert into the
database photos that have been taken by the Contractor, Engineer and plant staff to
this point of the project. This type of service will also be helpful in documenting plant
construction and future maintenance activities for compliance with the City of Dubuque's
Consent Decree with USEPA.
The tentative schedule for the RFP is as follows:
RFP Release to Public
Response Due Date
Negotiate Contract:
BUDGET IMPACT
September 2, 2011
September 14, 2011
Beginning September 15, 2011
The estimated cost for this service is approximately $70,000 and would be financed
through contingency funds authorized for the project.
ACTION REQUESTED
I respectfully request authorization to distribute the RFP and authorize the City Manager
to negotiate a contract with the recommended vendor...
cc: Steve Sampson Brown, Project Manager
Attachments:
REQUEST FOR PROPOSAL (RFP)
THE CITY OF
DUB
ISSUE DATE: September 7, 2011
CONTACT: Steven Sampson Brown
PHONE NO: 563 - 589 -4270
EMAIL: sbrown @cityofdubuque.org
Masterpiece on the Mississippi
SUBMIT PROPOSAUOFFER PRIOR TO:
CLOSING DATE: September 16, 2011
CLOSING TIME: 2:00 P.M. (local time)
SUBMIT TO:
SEE Section 8.0
FAX/EMAIL NOT ACCEPTED
DESCRIPTION:
Water Pollution Control Plant Modifications Project
Construction Camera Documentation Services
RECEIPT OF PROPOSAL
If you are considering a response
Q the left, fill in the information below
that you received this RFP.
NO RESPONSE REPLY
If you do not want to respond to this
ACKNOWLEDGEMENT
to this RFP, please mark the box to
and return this sheet as a confirmation
RFP at this time, please mark the
below and return this sheet only.
11 box to the left, fill in the information
COMPANY NAME:
DATE:
MAILING ADDRESS:
CITY /STATE:
ZIP CODE:
AUTHORIZED SIGNATURE:
PRINTED NAME:
TITLE OF AUTHORIZED REPRESENTATIVE:
EMAIL:
PHONE:
CITY OF DUBUQUE
ENGINEERING DEPARTMENT
REQUEST FOR PROPOSAL
Water Pollution Control Plant Modifications Project
Construction Camera Documentation Services
City of Dubuque, Iowa
September 7, 2011
Page 2 of 26
RFP ORGANIZATION
Water Pollution Control Plant Modifications Project
Construction Camera Documentation Services
City of Dubuque, Iowa
September 7, 2011
Table of Contents:
SECTION PAGE
1.0 Introduction 4
2.0 Project Objectives 4
3.0 Community Background 5
4.0 Project Scope of Services 5
5.0 Use of City Resources 9
6.0 Information to be Included in the Proposal 9
7.0 Proposal Questions and Answers 11
8.0 Examination and Retention of Contractor's Records 11
9.0 Submission Requirements 12
Appendix A Consultant Evaluation Selection Process 14
Appendix B RFP Rules and Protest Procedure 18
Appendix C Insurance Requirements 20
Appendix D Project Related Data 23
Page 3 of 26
WPCP Modifications Project
Construction Camera
Documentation Services
City of Dubuque, Iowa
Masterpiece on the Mississippi
Consultant Vendor Services
Request for Proposal
September 7, 2011
1.0 INTRODUCTION
The City of Dubuque, Iowa is soliciting competitive sealed proposals from qualified
vendors to provide construction camera documentation services for the Water Pollution
Control Plant Modifications Project for the City of Dubuque.
It is anticipated that the timeframe for this project will be approximately 28 months
following the signing of a vendor services agreement/contract. The selected Vendor will
be expected to start the contracted scope of work immediately, under the general
direction and coordination of the City's Engineering Department as authorized by the
City Council.
2.0 PROJECT OBJECTIVES
The City of Dubuque (City) WPCP Modifications Project Contract 1 -2010 commenced
construction in August of 2010 and consists of renovation of influent screening, grit
removal, primary clarification, biological treatment, final clarification, biosolids thickening
and dewatering, maintenance building, hauled waste receiving, and SCADA. The work
includes the addition of a primary clarifier, an ultraviolet disinfection system, anaerobic
digestion facilities, standby power generation, and associated mechanical, electrical,
and site work. The project is currently under construction with a final completion date
on or before August 31, 2013.
The City desires to have at the end of the construction project a comprehensive set of
photographs that clearly show the progression of the construction work and a set of
exact built photos that detail the final condition of the completed work with exceptional
quality. After each photo documentation session, all photos need to be loaded in a
timely manner into a vendor provided, construction documentation program that is a
web hosted solution.
Page 4 of 26
3.0 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 people. The City's annual operating and capital
budget is nearly $116 million and funds a full range of services. The City's web site is
www.cityofdubuque.orq. 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 growing steadily in the current economic climate. Dubuque's
construction numbers reveal an even more encouraging picture. The City has formed
strong relationships with the local business community to promote continued economic
growth and success.
4.0 SCOPE OF SERVICES
This Section 4.0 sets forth the complete scope of services that the Vendor will provide
the following for the above - described project:
4.1 Project Documentation (Photo Sets):
(Structure 10) Screening Building and Grit Facilities (3,000 sa ft):
• 4 (max) regular interior - progressions to begin at time of substantial framing or as
directed by the City.
• Interior finished condition exact -built at Certificate of Occupancy or other "finished"
milestones as designated by the city capturing all walls, ceilings and floors in their post -
inspection, completed condition.
• Custom finished roofing exact -built capturing the entire roofing surface in its post -
inspection, completed condition.
(Structure 20) Primary Clarifiers and Primary Sludge Pump Station (4,000 sq ft):
• Interior exact -built ( "current condition" exact - built) of every detail of the project's interior
in its current condition before any further work commences.
• 3 (max) regular interior - progressions to begin at time of substantial framing or as
directed by the client.
• Interior finished condition exact -built at Certificate of Occupancy or other "finished'
milestone as designated by the client capturing all walls, ceilings and floors in their post -
inspection, completed condition.
• Custom finished roofing exact -built capturing the entire roofing surface in its post -
inspection, completed condition.
(Structure 35) Excess Flow Equalization Drainage Pump Station (6,000 sq ft):
Page 5 of 26
• Interior finished condition exact -built at Certificate of Occupancy or other "finished"
milestone as designated by the client capturing all walls, ceilings and floors in their post -
inspection, completed condition.
(Structure 40) Aeration Tanks (16,000 sq ft):
• 5 (max) Exterior - progressions of TANK B and slideshows. The slideshows shall
allow for the inclusion of timely images which do not fit into any regular monthly site
visit.
• 5 (max) Exterior- progressions of TANK C and slideshows. The slideshows allow for
the inclusion of timely images which do not fit into any regular monthly site visit.
(Structure 451 HPO Control Building (4,000 sq ft):
• Interior finished condition exact -built at Certificate of Occupancy or other "finished"
milestone as designated by the client capturing all walls, ceilings and floors in their post -
inspection, completed condition.
(Structure 55) RAS Pump Station (2,000 sq ft):
• Interior exact -built ( "current condition" exact - built) of every detail of the project's interior
in its current condition before any further work commences.
• 5 (max) regular interior - progressions to begin at time of substantial framing or as
directed by the client.
• Detailed Interior MEP exact -built (2 trips max) to be conducted after rough -ins are
complete, just prior to insulation or drywall, as directed by client.
• Interior finished condition exact -built at Certificate of Occupancy or other "finished"
milestone as designated by the client capturing all walls, ceilings and floors in their post -
inspection, completed condition.
(Structure 70) Anaerobic Digestion Complex (8,000 sq ft):
• 9 (max) exterior- progressions and slideshows (all elevations and building envelope).
The slideshows allow for the inclusion of timely images which do not fit into any regular
monthly photopath.
• 9 (max) regular interior - progressions to begin at time of substantial framing or as
directed by the client.
• interior finished condition exact -built at Certificate of Occupancy or other "finished"
milestone as designated by the client capturing all walls, ceilings and floors in their post -
inspection, completed condition.
(Structure 70) Anaerobic New Containment Tanks (4,000 sq ft each x 4):
• 9 (max) exterior- progressions and slideshows (all elevations and building envelope).
The slideshows allow for the inclusion of timely images which do not fit into any regular
monthly photopath.
• Detailed exact -built of main interior slab (10 trips max) just prior to placing concrete as
directed by the client.
(Structure 75) Solids Processing Building (20,000 sq ft):
Page 6 of 26
• 11 (max) regular interior - progressions to begin at time of substantial framing or as
directed by the client.
• Detailed interior MEP exact -built (1 trip max) to be conducted after rough -ins are
complete and to focus on the ceiling prior to drop ceiling installation in the NW corner of the
facility.
• Interior finished condition exact -built at Certificate of Occupancy or other "finished"
milestone as designated by the client capturing all walls, ceilings and floors in their post -
inspection, completed condition.
• Custom finished condition exact -built (1 trip max) of primary sludge holding tanks at
Certificate of Occupancy or other "finished" milestone as designated by the client capturing
interior and exterior (where available) of both tanks prior to being refilled in their post -
inspection, completed condition.
(Structure 78) WAS Storage Tanks:
• 4 (max) regular interior - progressions to begin at time of substantial construction or as
directed by the client.
• Custom Finished condition exact -built (1 trip max) of WAS Storage Tanks at Certificate
of Occupancy or other "finished" milestone as designated by the client capturing interior
and exterior (where available) prior to being refilled in their post- inspection, completed
condition.
(Structure 80) Administration Building (Addition 12,000 sq ft):
• 9 (max) exterior- progressions and slideshows (all elevations and building envelope).
The slideshows allow for the inclusion of timely images which do not fit into any regular
monthly photopath.
• 7 (max) regular interior - progressions to begin at time of substantial framing or as
directed by the client.
• Detailed interior MEP exact -built (5 trips max) to be conducted after rough -ins are
complete, just prior to insulation or drywall, as directed by client.
• Interior finished condition exact -built at Certificate of Occupancy or other "finished"
milestone as designated by the client capturing all walls, ceilings and floors in their post -
inspection, completed condition.
(Structure 80) Administration Building Renovation (6,000 sq ft):
• Interior exact -built ( "current condition" exact - built) of every detail of the project's interior
in its current condition before any further work commences.
• 7 (max) regular interior - progressions to begin at time of substantial framing or as
directed by the client.
• Detailed interior MEP exact -built (4 trips max) to be conducted after rough -ins are
complete, just prior to insulation or drywall, as directed by client.
• Interior finished condition exact -built at Certificate of Occupancy or other "finished"
milestone as designated by the client capturing all walls, ceilings and floors in their post -
inspection, completed condition.
(Structure 90) Maintenance Building Addition (1,600 sq ft):
Page 7 of 26
• 5 (max) exterior- progressions and slideshows (all elevations and building envelope).
The slideshows allow for the inclusion of timely images which do not fit into any regular
monthly site visit.
• 4 (max) regular interior - progressions to begin at time of substantial framing or as
directed by the client.
• Detailed Interior MEP exact -built (1 trip max) to be conducted after rough -ins are
complete, just prior to insulation or drywall, as directed by client.
• Interior finished condition exact -built at Certificate of Occupancy or other "finished"
milestone as designated by the client capturing all walls, ceilings and floors in their post -
inspection, completed condition.
• Detailed exact -built of main interior slab (2 trips max) just prior to placing concrete as
directed by the client.
(Structure 90) Maintenance Building Renovation (2,000 sq ft):
• Interior exact -built ( "current condition" exact - built) of every detail of the project's interior
in its current condition before any further work commences.
• 3 (max) regular interior - progressions to begin at time of substantial framing or as
directed by the client.
• Detailed interior MEP exact -built (2 trips max) to be conducted after rough -ins are
complete, just prior to insulation or drywall, as directed by client.
• Interior finished condition exact -built at Certificate of Occupancy or other "finished"
milestone as designated by the client capturing all walls, ceilings and floors in their post -
inspection, completed condition.
(Structure 92) Septic/Hauled Waste Receiving Station (4,000 sq ft):
• 5 (max) exterior- progressions and slideshows (all elevations and building envelope).
The slideshows allow for the inclusion of timely images which do not fit into any regular
monthly photopath.
• 4 (max) regular interior - progressions to begin at time of substantial framing or as
directed by the client.
• Interior finished condition exact -built at Certificate of Occupancy or other "finished"
milestone as designated by the client capturing all walls, ceilings and floors in their post -
inspection, completed condition.
4.2 Complete Documentation Services:
In addition to the work described in Section 4.1, all proposals shall include:
• Pre - documentation consultation(s) with the City to identifying project- specific needs,
appropriate documentation intervals and common or custom elements requiring detailed
photo sets.
• Baseline schedule analysis by Vendor in order to evaluate and estimate appropriate
photo set intervals and durations.
• Determination of optimal photography locations /perspectives ( "hotspots ") based on the
site plans and building floor plans provided by the City and designed to capture the total
progress of construction at the agreed upon intervals and /or milestones.
Page 8 of 26
• A highly representative number of digital photographs at such intervals and for such
durations, and at the specified milestones, as required by the City and set forth in Section
4.1 above.
• Linking each photo set to the appropriate location on the electronic site plans and /or
floor plans of the project.
• On -line web hosting of the documentation on the Vendor's website for the construction
period covered by the documentation, accessible from anywhere Internet is accessible.
• Password protected access to the project documentation.
• Two DVD ROM copies of the entire Documentation at completion of the project.
5.0 CITY RESOURCES
5.1 - Use of City Resources for the RFP Preparation
• All information requests shall be directed to the City's Project Manager as
detailed in Section 7.0 of this request for proposal. All Consultants should note
that contacting other City of Dubuque staff, the Engineer or any of the Selection
Committee members shall be considered inappropriate and be grounds for
disqualification.
5.2 - Material Available for the RFP
• Contract plans and specifications for the project are available in electronic format
by contacting the City Engineering Department.
6.0 INFORMATION TO BE INCLUDED IN PROPOSAL
The proposal should address all of the points outlined in this Request for Proposal
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 Vendor'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 list the project manager's name, address, telephone number, fax number and e-
mail address.
Index
Each proposal shall contain a detailed table of contents to delineate the sections with
their corresponding page numbers.
Page 9 of 26
Profile of Firm
Provide general information about the firm and its areas of expertise as they regard to
this RFP.
Proposer Qualifications
Describe the experience and success of the firm and key personnel proposed for the
Dubuque project, in performing similar projects.
Include at least 3 client references (including individual contact name and telephone
numbers) from similar projects that have been completed in the last five (5) years.
Scope of Services
Describe the means or strategy by which the vendor would satisfy the Scope of
Services. The Proposer, at their option, may submit as second alternative scope or
hybrid strategy and schedule along with a separately submitted budget that they feel
would better meet the needs of the project. If a Proposer chooses to submit a second
alternative scope, they should describe what process and outcomes would make the
project better.
The Consultant should indicate in the proposal any aspects that might be required to be
completed by City staff.
Proposed Project Schedule
Provide a project schedule outlining the time period and estimated completion date of
the proposed scope of work.
Certificate of Insurance
The selected firm will be required to meet the City's insurance requirements for
professional services. (See attached Insurance Schedule C.)
Understanding of Final Contract Terms
The Proposer should provide a statement that indicates they have read and understand
Appendix C — "City of Dubuque Contract Terms and Conditions ", and agree to include
the clauses that are listed in Appendix C in the final signed contract. Any exceptions to
the Contract Terms and Conditions by the Consultant must be clearly stated in the
submitted Proposal.
Fees and Compensation
Provide a proposed fixed cost, plus reimbursable expenses budget for each strategy
proposed to complete the requested scope of services. Breakdown costs by major
scope element and also include a list of hourly rates for personnel assigned to the
project.
Quotation of fees and compensation shall remain firm for a period of at least 90 days
from the RFP submission deadline.
Page 10 of 26
Please separate the proposed budget(s) from the other portion of the RFP submittal.
Initial screening will be done without knowing the vendor's proposed fee for services.
7.0 PROPOSAL QUESTIONS AND ANSWERS
If you have any questions concerning this proposal, or other technical questions, please
submit your requests to the City's designated Project Manager. The City has used
considerable efforts to ensure an accurate representation of information in this RFP.
Each Proposer is urged to conduct its own investigations into the material facts
provided.
No answers given in response to questions submitted shall be binding upon this RFP
unless released in writing (letter, fax or email) as an officially numbered and titled
addendum to the RFP by the City of Dubuque.
Any questions concerning this proposal must be received on or before 2:00 p.m. CDT
on September 14, 2011. Any inquiries received after this date will not be answered.
When submitting a question to the Project Manager, please include the appropriate
Vendor contact information.
From the date of issuance of the RFP until final City action, the Proposer shall not
discuss the RFP with or contact any other City of Dubuque staff or any of the Selection
Committee members except as expressly authorized by the City representative
identified in this section (Section 7.0) for this proposal. Violation of this restriction will be
considered a violation of the rules and be grounds for disqualification of the Proposer's
proposal.
Project Manager contact information is as follows:
Steven Sampson Brown.
City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, IA 52001
Phone 563.589.4270
E -mail: sbrown @cityofdubuque.org
8.0 EXAMINATION AND RETENTION OF CONTRACTOR'S RECORDS
A. The Owner, EDA, or the Comptroller General of the United States, or any of their
duly authorized representatives shall, generally until three years after final
payment under this contract, have access to and the right to examine any of the
Contractor's directly pertinent books, documents, papers, or other records
involving transactions related to this contract for the purpose of making audit,
examination, excerpts and transcriptions.
B. The Contractor agrees to include in first -tier subcontracts under this contract a
clause substantially the same as paragraph (a) above. "Subcontract ", as used in
this clause, excludes purchase orders that do not exceed $10,000.00
Page 11 of 26
C. The periods of access and examination in paragraphs (a) and (b) above for
records relating to (1) appeals under the disputes clause of the contract, (2)
litigation or settlement of claims arising from the performance of this contract, or
(3) costs and expenses of this contract to which the Owner, EDA, or Comptroller
General or any of their duly authorized representatives has taken exception shall
continue until disposition of such appeals, litigation, claims or exceptions.
9.0 SUBMISSION REQUIREMENTS
Before submitting a proposal, each Consultant shall make all investigations and
examinations necessary to ascertain site conditions and requirements affecting the full
performance of the contract and to verify any representations made by the City upon
which the Proposer will rely.
PROPOSAL SUBMITTAL INFORMATION
• Submittal Deadline:
September 16, 2011 on or before 2:00 p.m. CST
• Submittal Location: City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, IA 52001 -4864
• Submittal Contact &
Mailing Address:
City Engineer
City of Dubuque Engineering
50 West 13th Street
Dubuque, IA 52001 -4864
• Submittal Copies: Three (3) sets of the proposal shall be provided.
Submit one (1) original signed proposal and two (2) copies all labeled Construction
Camera Documentation Services.
Submitted proposals must be delivered in printed format with the exclusion of the one
required pdf version. The pdf version shall be submitted on a compact disk along with
the proposal hardcopies. No faxed or e-mail proposals will be accepted. The proposal
must be a document of not more than twelve (12) numbered 8 -1/2 x 11 -inch pages, with
the exception of the project schedule which may be presented in 11 x 17 -inch format,
and not including the letter of transmittal, index, dividers and the front and back covers,
and the submitted certification documents in shown in Appendix E. Proposals should
not include any pre - printed or promotional materials. Any proposals exceeding 12
numbered pages will not be considered.
Each addendum shall be acknowledged in the Letter of Transmittal by providing the
addendum number and title. Failure to acknowledge each addendum will be considered
grounds for possible disqualification. It is solely the Consultant's responsibility to
Page 12 of 26
ensure that all addendums to this RFP have been received before submitting the
proposal.
The original proposal document shall be signed in blue ink by an officer of the Firm who
is authorized to legally bind the Consultant to the provisions in its proposal. Proposals
are to contain a statement indicating the period during which the proposal will remain
valid. A period of not Tess than ninety (90) calendar days from the proposal closing date
is required. Failure to comply with the above requirements shall be considered grounds
for possible disqualification.
Each Consultant assumes full responsibility for delivery and deposit of the completed
proposal package on or before the deadline. Any proposals received after the submittal
deadline will not be considered, and will be returned unopened to the Proposer. The
City of Dubuque is not responsible for any loss or delay with respect to delivery of the
proposals.
The City of Dubuque is not liable for any costs 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 Firms that are not specified in any contract. All results from this
project will remain the property of the City of Dubuque.
Upon receiving this RFP, we request that you complete the "Receipt of Proposal
Acknowledgement" — "No Response Reply" information contained on the first page of
this document and return it to the City's Project Manager by regular mail or email so the
City can ensure that each Consultant has received this Request for Proposal.
The City of Dubuque appreciates your time and consideration of this RFP.
Sincerely,
Steven Sampson Brown
Project Manager
City of Dubuque
Page 13 of 26
WPCP Modifications Project
Construction Camera
Documentation Services
City of Dubuque, Iowa
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
September 7, 2011
Appendix A
Consultant Evaluation and Selection Process
Page 14 of 26
INITIAL EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the
proposal format. A selection committee of City of Dubuque personnel will review
qualifying proposals and select firms for placement on the vendor short-list for the
project. The following criteria are among those that will be used to initially evaluate
submitted proposals.
1. A high level of professional competence and a proven track record in the photo
documenting construction projects or similar:
a. Qualifications and experience of the firm and any sub - consultants.
b. Demonstration of professional and technical expertise, and experience of
the key vendor 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.
d. Experience of the vendor working on municipal projects.
e. Experience of the vendor working on municipal projects in Iowa.
2. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall objectives for the construction
camera documentation services.
3. Approach /methodology in completing scope of service such as:
a. Grasp of project requirements, level of interest and knowledge of the
project site.
b. Creativity and problem solving ability.
c. Ability of vendor team to demonstrate initiative and motivation.
CONSULTANT SHORT -LIST EVALUATION CRITERIA
A selection committee may choose not to interview, or to interview one or all of the
short- listed Firms. Both the original submitted proposal and the results of any Vendor
interviews will be used to select the final Vendor for the project. The following criteria in
order of their relative importance (most is first, least is last) will be used to evaluate
Vendors on the short-list.
1. A high level of professional competence and a proven track record in the photo
documenting construction projects or similar:
a. Qualifications and experience of the firm and any sub - consultants.
b. Demonstration of professional and technical expertise, and experience of
the key vendor 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.
d. Experience of the vendor working on municipal projects.
e. Experience of the vendor working on municipal projects in Iowa.
f. Overall success of past projects completed for the City of Dubuque.
Page 15 of 26
2. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall objectives in the in the photo
documenting construction projects.
3. Design approach /methodology in completing scope of service such as:
a. Grasp of project requirements, level of interest and knowledge of the
project site.
b. Creativity and problem solving ability.
c. Ability of the vendor team to demonstrate initiative, motivation
4. Responsiveness and compatibility between vendor and City:
a. General attitude and ability to communicate.
b. Ability of the Consultant to maintain a high level of direct interaction and
communication with City officials.
c. Ability to listen, be flexible, and follow and /or implement direction and /or
ideas or concepts.
d. How the Consultant team interacts with the general public, City staff, and
public officials.
5. Cost of photo documenting construction the WPCP project for the City of
Dubuque in relationship to the services offered.
6. Review of direct and indirect references of work product. The City may utilize
site visits or may request additional material, information, presentations from the
Proposer(s) submitting the proposals.
SELECTED VENDOR FEE NEGOTIATION PROCESS
Upon the successful completion of the Consultant review process, the RFP Selection
Committee will recommend to the City Manager or City Council, the awarding of a
contract to the highest ranked Consultant based a "best value" basis. Evaluation factors
that are most important to the City are quality of proposed personnel, experience
performing similar scopes of work and length of delivery schedule. The Selection
Committee will also request authority to negotiate with the recommended Consultant a
final scope of work and fee structure for the project.
After the City Council grants authority to negotiate a final scope of work and execute a
contract for the project, the vendor shall submit a formal work plan (WP) to the City.
The submitted WP, at a minimum, shall include those components outlined in the scope
of the RFP. Each major task of the WP shall have a defined cost and schedule. The
vendor shall indicate in the WP all work tasks that are expected to be completed by City
staff.
Once the selected Consultant has prepared the WP, the final scope of work for the
project will be negotiated with the City by joint revision to the WP in order to best meet
the goals of the project while considering available funding. During the negotiation
process, tasks to be completed by City staff, work reassignment to different project
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team members, and the addition or elimination of tasks may be modified on the WP in
order to achieve the best overall results for project. The selected vendor shall be
responsible for updating and revising the final WP. When the final scope has been
determined, a fee negotiated and the WP has been finalized, the vendor shall
incorporate the WP into the contract documents being prepared for signature.
If a contract satisfactory and advantageous to the City can be negotiated at a price
considered fair and reasonable, the award shall be made to that offerer. Otherwise,
negotiations with the offerer ranked first shall be formally terminated and negotiations
commenced with the Consultant ranked second, and so on until a contract can be
negotiated that is acceptable to the City.
Upon the successful completion of contract negotiations, the selection committee shall
recommend that the City Manager execute a contract with the successful Consultant.
The City Manager will in turn make a decision to execute the contract or request the
Dubuque City Council make a final determination to award and execute the contract
with a Consultant.
Payment for Work: The Consultant awarded the contract shall have payment invoices
processed once monthly. The invoiced amount shall be based on the Earned Value of
the percent work completed as reported on the most recently updated and submitted
WBS.
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WPCP Modifications Project
Construction Camera
Documentation Services
City of Dubuque, Iowa
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
September 7, 2011
Appendix B
RFP Rules and Protest Procedure
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MINOR IRREGULARITIES
The City reserves the right to waive minor irregularities in submitted proposals,
providing such action is in the best interest of the City. Minor irregularities are defined
as those that have no adverse effect on the City's best interests, and will not affect the
outcome of the selection process by giving the Proposer an advantage or benefit not
enjoyed by other Proposers.
EXCEPTIONS
Proposer exceptions to any part of the requirements stated in this request must be
clearly identified as exceptions and noted in the transmittal letter and in the submitted
budget.
RANKING OF THE PROPOSALS
No debriefings or scoring information shall be released before the City Council has
recommended that a contract be negotiated with the recommended firm. However,
after the City Council has given authorization to negotiate a contract, all contents of the
selected proposal shall become public information.
DEFINITIONS
The City has established for the purposes of this RFP that the words "shall ", "must ", or
"will" are equivalent in this RFP and indicate a mandatory requirement or condition, the
material deviation from which shall not be waived by the City. A deviation is material if,
in the City's sole discretion, the deficient response in not in substantial accord with this
RFP's mandatory conditions requirements.
The words "should" or "may" are equivalent in this RFP and indicate very desirable
conditions, or requirements but are permissive in nature. Deviation from, or omission
of, such a desirable condition or requirement will not in and of itself cause automatic
rejection of a proposal, but may result in being considered as not in the best interest of
the City.
DISPUTES /EXCEPTIONS
Any prospective Proposer who disputes the reasonableness or appropriateness of any
item within this RFP document, any addendum to this RFP document, notice of award
or notice of rejection shall set forth the specific reason and facts concerning the dispute,
in writing, within five (5) business days of the receipt of the proposal document or
notification. The written dispute shall be sent via certified mail or delivered in person to
the point of contract set forth in Section 7.0, who shall review the written dispute and
work with the City Manager to render a decision which shall be considered final.
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WPCP Modifications Project
Construction Camera
Documentation Services
City of Dubuque, Iowa
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
September 7, 2011
Appendix C
City of Dubuque Contract Terms and Conditions
Page 20 of 26
TERMS AND CONDITIONS
The following clauses shall be included in the final signed contract:
1. CONSULTANT'S ENDORSEMENT ON PLANS.
The Consultant shall endorse the completed computations prepared under this
Agreement, and shall affix thereto the seal of a licensed professional engineer, or
licensed professional architect, licensed to practice in the State of Iowa, in accordance
with the current Code of Iowa.
2. CHANGE IN SCOPE OF SERVICES.
No change in scope shall be permitted during this project without the prior written
agreement of both parties and the WBS being updated.
3. SUBSTITUTION OF PROJECT TEAM MEMBERS.
The Project Manager, partners, management, other supervisory staff and technical
specialists proposed for the project may be changed if those personnel leave the
Consultant. These personnel may also be changed for other reasons however, in
either case, the City retains the right to approve or reject the replacements and no
replacements shall begin working on the project without the express, prior written
permission of the City of Dubuque.
4. INSURANCE.
Consultant shall at all times during the performance of this Agreement provide
insurance as required by the attached Insurance Schedule.
5. INDEMNIFICATION.
To the fullest extent permitted by law, Consultant shall indemnify and hold harmless
the City from and against all claims, damages, losses and expenses, including but not
limited to attorneys' fees, arising out of or resulting from performance of the Contract,
provided that such claim, damages, loss or expense is attributable to bodily injury,
sickness, disease or death, or injury to or destruction of property including loss of use
resulting therefrom, but only to the extent caused in whole or in part by negligent acts or
omissions of the Consultant, Consultant's subcontractor, or anyone directly or
indirectly employed by Consultant or Consultant subcontractor or anyone for whose
acts Consultant or Consultant's subcontractor may be liable, regardless of whether or
not such claim, damage, loss or expense is caused in part by a party indemnified
hereunder.
6. TERMINATION.
City may terminate this agreement, with or without cause, upon providing 14 days
written notice to the Consultant.
7. ERRORS & OMISSIONS.
In the event that the work product prepared by the Consultant is found to be in error
and revision or reworking the work product is necessary, the Consultant agrees that it
shall do such revisions without expense to the City, even though final payment may
have been received. The Consultant must give immediate attention to these changes
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so there will be a minimum of delay during construction. The above and foregoing is not
to be constructed as a limitation of the City's right to seek recovery of damages for
negligence on the part of the Consultant herein.
8. OWNERSHIP OF ENGINEERING DOCUMENTS.
All sketches, tracings, plans, specifications, reports on special studies and other data
prepared under this Agreement shall become the property of the City and shall be
delivered to the Project Manager upon completion of the plans or termination of the
services of the Consultant. There shall be no restriction or limitations on their future
use by the City, except any use on extensions of the project or on any other project
without written verification or adaptation by the Consultant for the specific purpose
intended will be the City's sole risk and without liability or legal exposure to the
Consultant.
The City acknowledges the Consultant's plans and specifications, including all
documents on electronic media, as instruments of professional service. Nevertheless,
the plans and specifications prepared under this Agreement shall become the property
of the City upon completion of the services and payment in full of all moneys due to the
Consultant.
The City and the Consultant agree that any electronic files prepared by either party
shall conform to the specifications listed in Attachment _ of the contract. Any change
to these specifications by either the City or the Consultant is subject to review and
acceptance by the other party. Additional efforts by the Consultant made necessary by
a change to the CADD software specifications shall be compensated for as Additional
Services.
The City is aware that significant differences may exist between the electronic files
delivered and the respective construction documents due to addenda, change orders or
other revisions. In the event of a conflict between the signed construction documents
prepared by the Consultant and electronic files, the signed construction documents
shall govern.
The City may reuse or make modifications to the plans and specifications, or electronic
files while agreeing to take responsibility for any claims arising from any modification or
unauthorized reuse of the plans and specifications.
9. SUBLETTING, ASSIGNMENT OR TRANSFER.
Subletting, assignment, or transfer of all or part of the interest of the Consultant in this
Agreement is prohibited unless written consent is obtained from the Engineer and
approved by the City.
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WPCP Modifications Project
Construction Camera
Documentation Services
City of Dubuque, Iowa
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
September 7, 2011
Appendix D
Insurance Requirements
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City of Dubuque Insurance Requirements for Tenants and Lessees of
City Property or Vendors (Suppliers, Service Providers)
Insurance Schedule A
1. shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the
coverage required in Exhibit I prior to contract inception and at the end of the contract if the term of
contract is longer than 60 days. Each Certificate shall be prepared on the most current ACORD form
approved by the Iowa Department of Insurance or an equivalent.
2. All policies of insurance required hereunder shall be with a carrier authorized to do business in Iowa and
all carriers shall have a rating of A or better in the current A.M. Best's Rating Guide.
3. Each Certificate shall be furnished to the contracting department of the City of Dubuque.
4. 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.
5. All required endorsements to various policies shall be attached to Certificate of insurance.
6. Whenever a specific ISO form is listed, an equivalent form may be substituted subject to the provider
identifying and listing in writing all deviations and exclusions that differ from the ISO form.
7. Provider shall be required to carry the minimum coverage /limits, or greater if required by law or other
legal agreement, in Exhibit I.
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Insurance Schedule A (continued)
Exhibit 1
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products - Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit (any one occurrence) $ 50,000
Medical Payments $ 5,000
a) Coverage shall be written on an occurrence, not claims made, form. All deviations from the
standard ISO commercial general liability form CG 0001, or Business owners form BP 0002,
shall be clearly identified.
b) Include ISO endorsement form CG 25 04 "Designated Location(s) General Aggregate Limit."
c) Include endorsement indicating that coverage is primary and non - contributory.
d) Include endorsement to preserve Governmental Immunity. (Sample attached).
e) Include additional insured endorsement for:
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.
using ISO form CG 20 10. Ongoing operations.
B) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Coverage A
Coverage B
Statutory —State of Iowa
Employers Liability
Each Accident $100,000
Each Employee- Disease $100,000
Policy Limit - Disease $500,000
a) Policy shall include an endorsement providing a waiver of subrogation to the City of
Dubuque.
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Preservation of Governmental Immunities Endorsement
1 Nonwaiver of Governmental Immunity. 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 Coverage. 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 Immunity. 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 Coverage. 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 Change in Policy. The above preservation of governmental immunities shall
not otherwise change or alter the coverage available under the policy.
SPECIMEN
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