Request for Proposals_9th & 11th Street One-Way, Two-Way ConversionMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
Dubuque
bierd
All-America City
1
2007
SUBJECT: 9th Street & 11th Street: One -Way to Two -Way Conversion
Downtown Central Business District Comprehensive Traffic Analysis
Consultant Services
DATE: December 28, 2011
City Engineer Gus Psihoyos is recommending issuance of a Request for Proposal
(RFP) to seek qualified firms interested in providing professional services for the 9th
Street & 11th Street one -way to two -way conversion and the comprehensive analysis of
existing traffic signal timings in the Downtown Central Business District.
As part of the Historic Millwork District Master Plan, the Cunningham Group
(Minneapolis, Minnesota) recommended 9th Street, between Bluff and Elm, and 11th
Street, between Central and Elm, be converted from one -way to two -way streets. The
City of Dubuque recently received an $8,000,000 State of Good Repair grant from the
Federal Transit Administration. This grant provides for an intermodal facility in the
Historic Millwork District. The conversion of 9th and 11th Streets to two -way traffic is
essential for this facility to function adequately. In order to accommodate the intermodal
center, the Elm Street Connector needs to be removed. Additionally, Elm Street and
Pine Street between 9th and 11th Streets will need to be converted to two -way traffic.
The Iowa DOT now requires the City of Dubuque to submit improvement plans showing
the proposed geometric changes and traffic signal changes.
The selected consultant would design the improvements needed to make the
conversion of 9th Street, 11th Street, Elm Street and Pine Street to two -way traffic.
Also the consultants will study the existing intersections in the downtown area from US
20 on the south (between Bluff and Elm) to 22nd Street on the north (from Central to
Elm). The 55 existing signalized intersections in the downtown area will be reviewed
and modified to develop optimized signal timing plans. Warrant studies will also be
conducted to see where signals should be removed or added.
The project budget is expected to be in the range of $150,000 - $175,000 once a final
scope of services has been negotiated. The funding will be allocated from the $1.75
million general obligation bond the City recently sold for the one -way to two -way
conversion.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Gus Psihoyos, City Engineer
Dave Heiar, Economic Development Director
2
THE CITY OF
DUB
Masterpiece on the Mississippi
Dubuque
kratd
All-AmericaCity
2007
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer
DATE: December 29, 2011
SUBJECT: 9t" Street & 11 t" Street: One -Way to Two -Way Conversion
Downtown Central Business District Comprehensive Traffic Analysis
Consultant Services
INTRODUCTION
The purpose of this memorandum is to request authorization to distribute a Request for
Proposal (RFP) to seek qualified firms interested in providing professional services for
the 9t" Street & 11t" Street one -way to two -way conversion and the comprehensive
analysis of existing traffic signal timings in the Downtown Central Business District.
BACKGROUND
As part of the Historic Millwork District Master Plan, the Cunningham Group
(Minneapolis, Minnesota) recommended 9th Street, between Bluff and Elm, and 11th
Street, between Central and Elm, be converted from one -way to two -way streets. The
City of Dubuque recently received an $8,000,000 State of Good Repair grant from the
Federal Transit Administration. This grant provides for an intermodal facility in the
Historic Millwork District. The conversion of 9t" and 11 t" Streets to two -way traffic is
essential for this facility to function adequately. In order to accommodate the intermodal
center, the Elm Street Connector (E -911) needs to be removed. Additionally, Elm Street
and Pine Street between 9t" and 11 t" Streets will need to be converted to two -way
traffic.
The selected consultant would design the improvements needed to make the
conversion of 9t" Street, 11 t" Street, Elm Street and Pine Street to two -way traffic.
Previously a traffic study by Veenstra & Kimm of West Des Moines, Iowa identified that
this one -way to two -way conversion was feasible. City staff had afollow -up traffic study
performed by IIW Engineers, P.C. at the request of the Iowa Department of
Transportation (Iowa DOT). This follow -up traffic study looked closely at the interaction
of the proposed two -way traffic of 9t" and 11 t" streets on the one -way couplets of
Central and White Streets since these streets serves as US 52 truck routes.
The Iowa DOT has stated that they concur with the results of the two traffic studies.
They now require the City of Dubuque to submit improvement plans showing the
proposed geometric changes and traffic signal changes.
On March 18, 2010, Dubuque Main Street and City staff held an open house with
impacted property owners to discuss the potential conversion and its impact. The
general consensus of those in attendance was strong support of converting 9th and 11th
Streets from the one- to two -way street design.
DISCUSSION
The professional consultant services contract for the 9th Street & 11th Street One -Way to
Two -Way Conversion will include the following:
— This one -way to two -way conversion will substantially change the traffic flow and
existing coordination routes through the City in all directions. This RFP will include
studying the existing intersections in the downtown area from US 20 on the south
(between Bluff and Elm) to 22nd Street on the north (from Central to Elm). The 55
existing signalized intersections in the downtown area will be reviewed and modified
to develop optimized signal timing plans. Warrant studies will also be conducted to
see where signals should be removed or added.
— Prepare an exhibit to the Iowa DOT to allow their sign off on the implementation of
the conversion of 9th Street, 11th Street, Elm Street and Pine Street from one -way to
two -way.
— Prepare preliminary and final construction documents to allow for the conversion
from one -way to two -way to take place.
— Provide cost estimates for the roadway and signal improvements.
The tentative schedule for the 9th Street & 11th Street One -Way to Two -Way Conversion
RFP is as follows:
RFP Release to Public
Response Due Date
Recommendation to City Manager
Recommendation to City Council
Design Completion
January 4, 2012
January 20, 2012
January 24, 2012
February 6, 2012
June 1, 2012
A study of just the Historic Millwork District area would take about 60 days; but with the
additional downtown work, this is anticipated to take about 90 days. This delay will not
cause a problem with the intermodal transportation parking facility, but it will delay the
acquisition of terminal property from the Iowa Department of Transportation.
The selected consultant will complete the study under the general direction and
coordination of the City's Engineering Department as authorized by the City Council.
BUDGET IMPACT
The project budget is expected to be in the range of $150,000 — $175,000 once a final
scope of services has been negotiated. The funding will be allocated from the $1.75
million general obligation bond the City recently sold for the one -way to two -way
conversion.
ACTION TO BE TAKEN
I respectfully request the City Council to approve the distribution of the Request for
Proposal (RFP) for the 9th Street & 11th Street one -way to two -way conversion and the
comprehensive analysis of existing traffic signal timings in the Downtown Central
Business District.
Prepared By: Jon Dienst, P.E.
cc: Laura Carstens, Planning Services Manager
David Heiar, Economic Development Director
Aaron DeJong, Assistant Economic Development Director
John Klostermann, Street Maintenance Supervisor
Jenny Larson, Budget Director
David Ness, PE
Ken TeKippe, Finance Director
Bill Schlickman, Traffic Engineering Assistant
REQUEST FOR PROPOSAL (RFP)
THE CITY OF
ISSUE DATE: January 4, 2012
CONTACT: Jon Dienst, P E
PHONE NO: 563- 589 -4270
FAX NO: 563- 589 -4205
EMAIL: idienst @cityofdubuque org
1IITJB �
Masterpiece on the Mississippi
SUBMIT PROPOSAL /OFFER PRIOR TO
CLOSING DATE: January 20, 2012
CLOSING TIME: 2:00 P.M. (local time)
SUBMIT TO
SEE Section 8.0
FAX/EMAIL NOT ACCEPTED
DESCRIPTION:
9th Street & 11th Street
One -way to Two -way Conversion
Design Services
RECEIPT OF PROPOSAL
El If you are considering a response
the left, fill in the information below
that you received this RFP.
NO RESPONSE REPLY
E If you do not want to respond to
ACKNOWLEDGEMENT
to this RFP, please mark the box to
and return this sheet as a confirmation
this RFP at this time, please mark the
below and return this sheet only.
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
9t" & 11 t" Streets
One -way to Two -way Conversion
Design Services
City of Dubuque, Iowa
January 4, 2012
Page 2of31
RFP ORGANIZATION
9r" & tit" Streets
One -way to Two -way Conversion
Design Services
City of Dubuque, Iowa
January 4, 2012
Table of Contents:
SECTION
1.0 Introduction ........ ............................... .
2.0 Project Objectives ...............................
3.0 Community Background.
4.0 Project Scope of Services .....................
5.0 Use of City Resources ..........................
6.0 Information to be Included in the Proposal
7.0 Proposal Question and Answers .............
8.0 Submission Requirements ...... ...............
Appendix A
Consultant Evaluation Selection Process
Appendix B RFP Rules and Protest Procedure ...................
Appendix C City of Dubuque Contract Terms and Conditions.
Appendix D Insurance Requirements . ...............................
Appendix E Project Related Data ..... ...............................
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9th & 1 1th Streets
One -way to Two -way Conversion
Design Services
City of Dubuque, Iowa
THE CITY OF
Dui
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
January 4, 2012
1.0 INTRODUCTION
The City of Dubuque, Iowa is soliciting competitive sealed proposals from qualified
professional consulting firms to design street and traffic signal improvements to convert 9th
street, 11 th street, Elm Street and Pine Street from one -way to two -way traffic for the City of
Dubuque. The City of Dubuque has recently been awarded an $8,000,000 State of Good
Repair Grant from the US Federal Transit Administration. The City is in the process of
designing a new Intermodal Transportation Center (ITC) in the Historic Millwork District. The
ITC will be located between 9th and 11th streets and Washington and Pine Streets.
It is anticipated that the timeframe for the project will be approximately three months following
the signing of a professional services agreement. The selected Consultant will be expected
to complete the contracted scope of work within the specified timeframe, under the general
direction and coordination of the City's Engineering Department as authorized by the City
Council.
2.0 PROJECT OBJECTIVES
In the Historic Millwork District Masterplan it was identified that 9th Street and 11th Street
should be converted to two -way traffic to facilitate interaction with the Millwork District. The
two streets are currently one -way pairs that are partially under IDOT jurisdiction for US 52
traffic and provide access to US 61/151. There have been recent improvements to 9th and
10th streets to incorporate "Complete Streets" elements in them as part of the Historic
Millwork District Complete Streets Project (HMD). The HMD project is in the process of
completion. This project was funded with a $5.6 million dollar US DOT TIGER (Transportation
Investment Generating Economic Recovery) grant.
The City of Dubuque is seeking a qualified Consultant to design preliminary and finals plans
for the roadway improvements and traffic signal improvements. The final plans must be
prepared in an Iowa Department of Transportation (IDOT) format.
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This work consists of reviewing the conditions of the existing intersections in order to prepare
an exhibit for submittal to the Iowa DOT to allow their sign off on the implementation of the
conversion of 9th Street, 11th Street, Elm Street, and Pine Street from one -way to two -way.
Central Avenue and White Street will remain a one -way couplet as will Bluff Street and
Locust Street. Additionally, the work includes preparing construction documents to allow the
conversion to take place. The conversion needs to occur in order to allow the removal of the
E -911 (Elm Street) connector which passes through the proposed site of the Intermodal
Transportation Center (ITC) near the Historic Millwork District. A traffic study was prepared by
Veenstra & Kimm, Inc. to evaluate the potential of converting the one -way couplet of 9th and
10th Street from Bluff Street to Central Avenue to two -way and converting the one -way
couplet of 9th Street and 11th Street from Central Avenue to Kerper Blvd. from one -way to
two -way. Subsequently, IIW P.C. performed an analysis of the impacts and street
improvements required from Central Avenue to Kerper Blvd. to allow the conversion of Elm
Street; Pine Street as well as 9th Street and 11th Street from one -way to two -way. This
conversion will not only be consistent with the master plan of the Historic Millwork District but
improve circulation for the downtown businesses and the ITC.
The Iowa DOT is requiring preliminary plan development of the portion from Central Avenue
to US 61/151 because currently 9thStreet and 11th Street are signed as part of the US 52
highway routing. This City will need the proposal to be separated into phases to see the
anticipated total cost of design and implementation, however all phases would not need to be
completed at this time.
The final design component includes final plans and specifications suitable for construction.
City Engineering will distribute plans to bidders and publish the notice to bidders. All
construction management and inspection would be performed by City of Dubuque
Engineering staff.
There will need to be coordination with Canadian Pacific rail line to allow train preemption of
the signals at Elm Street and 9th Street, and signals at 11th Street and Elm Street. It is also
expected that the consultant will help determine fiber optic improvements needed at all
intersections affected by the one -way to two -way change.
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.
Page 5 of 31
4.0 PROJECT SCOPE OF SERVICES
The following outline represents the minimum components for performing the design
services.
In preparing a response to this RFP, the Consultant should describe the means or strategy by
which they would satisfy the scope of services. The consultant should break out separate
cost estimates for each of the major design tasks listed below. The major design tasks are
Tasks 1 -7 listed below.
4.1 — Project Management & Accounting
4.1.1 The Consultant shall identify one person to serve as the Project Manager for this
project. The Project Manager shall be the leader of this effort and is expected to
ensure that the project scope, schedule and budget are being adhered to at all times
for the duration of the project. Additionally, the Project Manager shall serve as the
primary point of contact for all exchange of information between the City and the
Consultant.
4.2 Project Manager Deliverables
The following is a list of requirements that shall be provided throughout the design
services.
4.2.1 The Project Manager shall submit and updated electronic copy of the project schedule
on the first Tuesday of each month.
4.2.2 The Project Manager shall submit the project progress report on the first and third
Tuesday of each month. The summary shall be submitted electronically and be less
than a single page in length.
4.3 — TASK 1 — Analyze Existing Traffic Signal Timings for the Central Business
District (CBD)
4.3.1 Meet with City representatives to discuss concerns of the impact of two way traffic on
9th and 11th Streets with existing traffic timings in the CBD. The CBD area runs from
Locust Street (south) to 22nd Street (north) and from Elm Street (east) to Bluff Street
(west). Also review the newly constructed Bee Branch area.
4.3.2 Prepare an updated signal timing /coordination plans for all of the traffic signals. The
current traffic signals are on a 60 second cycle.
4.3.3 The consultant shall model the CBD with traffic simulation software such as trafficware
or similar.
4.3.4 The consultant is expected to review all of the intersections and determine whether the
traffic signal should remain or be added, along with other modifications.
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4.4 — TASK 2 - Preliminary Design of 9th Street and 11th Street from Kerper Blvd. to
Central Avenue (US 52)
4.4.1 Meet with City representatives to determine the location on Kerper Blvd. where there is
a transition from one -way to two -way streets. Meet with the City to verify desired signal
phasing to allow preparation of the exhibit for submittal to the Iowa DOT.
4.4.2 Prepare schematic marking and signing plans to create an exhibit showing the
proposed signing and pavement marking revisions for the entire route from
Kerper /Pine to Central Avenue when converting Pine Street, Elm Street, 9th Street and
11th Street to two -way. Assumes the routing is taking NB 52/61/151 to NB 52; SB 52 to
NB 61/151; and SB 52 to SB 52/61/151 along 9th Street and SB 61/151 to NB 52
along 11th Street. Except for the movement from NB 52/61/151 to NB 52; all other
movements are the same as existing. Elm Street and Pine Street would no longer be
part of the US 52 routing.
4.4.3 Preliminary plan development using survey data provided by the City for the following
intersections. The City expects to review 30 %, 60% and 90% plans. The assumed
geometric changes are listed below:
a. 11th Street and Kerper Blvd.- determine conversion location and potential island
changes.
b. 11t Street and on ramp /Pine Street- remove channelization island, radius
improvements.
c. 11th Street and off -ramp- minimal if any geometric changes.
d. 11th Street and Elm Street- geometric modifications to remove existing NB Elm
Street- preliminary layout is complete as part of the Intermodal Design (attached).
e. 9th Street and Pine - revise radius.
f. 9th Street and off -ramp - remove signals.
g. 9th Street and on- ramp /Elm Street- add turn lane and revise radius- preliminary
layout complete as part of Intermodal Design.
h. 9th Street and White Street- review radius to see if improvements are needed to
allow large vehicles to make turning movements without encroachment into the
opposing traffic lane. The design vehicle should be a WB -65.
i. 9th Street and Central Avenue - review radius to see if improvements are needed to
allow turning movements without encroachment into the opposing traffic lane. The
design vehicle should be a WB -65.
4.4.4 Preliminary plan development for signal improvements including showing signal head
configuration, mast arm locations, and mast arm lengths. These layouts would be
completed on an aerial unless the intersection survey data is already available.
a. 11th Street and Elm Street- new signal with railroad preemption.
b. 11th Street and White Street- add mast arm, depending on age of signal the
controller might need replacement.
c. 11th Street and Central Avenue signal revisions - modify signal heads.
d. 9th Street and on ramp /Elm Street- new signal with rail preemption.
e. 9th Street and White Street- add mast arm, modify signal heads.
f. 9th Street and Central Avenue- add mast arm, modify signal heads.
Page 7 of 31
4.4.5 Meet with City staff to review preliminary design.
4.4.6 Make modifications requested; deliver preliminary design to City for distribution to the
IDOT.
4.4.7 Meet with the IDOT On person or conference call) to discuss preliminary design,
signing, and marking.
4.4.8 Develop a construction cost estimate for the traffic signal and roadway improvements.
4.5 — TASK 3 — Preliminary Design of 9th Street and 11th Street from Central Avenue to
Bluff Street
4.5.1 Meet with City to verify improvements between Central Avenue and Bluff Street on 9th
Street, 10th Street, and 11 h Street.
Currently 11th Street is a two -way street with stop controls west of Central Avenue. 9th
Street is one -way eastbound from Locust Street to Central Avenue; and 10th Street is
one -way westbound from Central Avenue to Bluff Street. Due to the one -way nature of
Bluff and Locust it seems to make sense to allow 10th Street to remain one -way
westbound from Locust Street to Bluff Street. 9th Street is two -way from Bluff Street to
Locust Street with parking on both sides of the street. Converting to two -way would
require adjustment of traffic signals and pavement markings. Turn lanes may need to
be added at some intersections. 10th Street was recently reconstructed as a "Complete
Street" and has elements in place for that. 9th Street between Central and Main was
recently reconstructed as a "Complete Street" between White and Main.
4.5.2 Review the existing traffic study as prepared by Veenstra & Kimm to determine what
improvements with respect to turn lanes should be incorporated into the intersections
between Central Avenue and Bluff Street on 9th Street and 10th Street. This study is
attached in the appendix.
4.5.3 Prepare schematic signing and marking plans for the entire corridor from Central
Avenue to Bluff Street to allow conversion of 9th Street and 10th Street from one -way to
two -way.
4.5.4 Preliminary plan development using survey data provided by the City for the following
intersections. The City expects to review 30 %, 60% and 90% plans. The assumed
geometric changes are listed below:
a. Review turning radii at Iowa Street and 10th Street.
b. Review turning radii at Main Street and 10th Street.
c. Review turning radii at Locust Street and 10th Street.
d. Review turning radii at 9th Street and Locust Street.
e. Review turning radii at 9th Street and Main Street.
f. Review turning radii at 9th Street and Iowa Street.
g. Install new pedestrian ramps at the Main Street and 10th Street intersection.
Page 8 of 31
4.5.5 Preliminary plan development for signal improvements including showing signal head
configuration, mast arm locations, mast arm lengths. These layouts would be
completed on an aerial unless the intersection survey data is already available.
a. Iowa Street and 10th Street - add a mast arm. In the SE corner all of the
underground conduit is already in place.
b. Main Street and 10th Street- install a new signal.
c. Locust Street and 10th Street - revise signal head indications.
d. Locust Street and 9th Street- add a signal.
e. Main Street and 9th Street- install new signal.
f. Iowa Street and 9th Street- add a mast arm. In the NW corner all of the underground
conduit is already in place.
4.5.6 Meet with City staff to review preliminary design.
4.5.7 Make modifications requested; deliver preliminary design to City for distribution to
DOT.
4.5.8 Meet with the Iowa DOT once to review preliminary design components.
4.5.9 Develop a construction cost estimate for the signal and roadway improvements.
4.6 — TASK 4 — Final Design plans for a local letting for 9th Street and 11th Street from
Central Avenue to Kerper Blvd.
4.6.1 Create a base drawing from City provided survey data except in the areas of the
proposed intermodal center where IIW already has the topographic survey completed.
4.6.2 Utility coordination to determine power sources for new signal installations and to
determine if there are any utility conflicts related to placement of proposed signals.
4.6.3 Prepare final plans for bidding based on the approved preliminary design. This proposal
assumes reconstruction of one curb ramp at each intersection where there is existing
sidewalk except at the Elm Street intersections where multiple curb ramps will be
needed. The level of design of the curb ramp will show anticipated grades and sidewalk
removal limits to make the ramps ADA compliant.
4.6.4 Prepare design for Elm Street reconstruction from 9th Street to 12th Street including
the added turn lane on 9th Street.
4.6.5 Prepare specifications, bid schedule, and contract documents.
4.6.6 Deliver plans and specifications to City Engineering department for distribution to
bidders.
4.7 - TASK 5 — Final Design plans for a local letting for 9th Street and 11th Street from
Central Avenue to Bluff Street.
4.7.1 Create a base drawing from City provided survey data.
Page 9 of 31
4.7.2 Utility coordination to determine power sources for new signal installations and to
determine if there are any utility conflicts related to placement of proposed signals.
4.7.3 Prepare final plans for bidding based on the approved preliminary design. Except as
noted at the 10th Street and Main Street intersection, this proposal assumes
reconstruction of one curb ramp at each intersection where there is existing sidewalk.
The level of design of the curb ramp will show anticipated grades and sidewalk
removal limits to make the ramps ADA compliant.
4.7.4 Prepare specifications, bid schedule, and contract documents.
4.7.5 Deliver plans and specifications to City Engineering department for distribution to
bidders.
4.8 — TASK 6 — Topographic Survey of 9th Street and 11th Street from Kerper Blvd. to
Central Avenue (US 52) including Pine Street and Elm Street
4.8.1 Do a full topographic survey of 9th street and 11th street from Kerper Blvd. to Central
Avenue (US 52) including Pine Street and Elm Street
4.8.2 Create a base drawing from the topo survey in an AutoCAD 2012 format and supply a
copy of the drawing to the City.
4.9 - TASK 7 — Topographic Survey of 9th Street and 11th Street from Central Avenue to
Bluff Street
4.9.1 Do a full topographic survey of 9th street and 11th street from Central Avenue to Bluff
Street.
4.9.2 Create a base drawing from the topo survey in an AutoCAD 2012 format and supply a
copy of the drawing to the City.
4.10 — Project Coordination
4.10.1 Coordination with City Staff
The consultant will participate in multiple coordination meetings with the City of Dubuque to
review preliminary plans and final plans. The consultant should plan on a minimum of five (5)
meetings for preliminary design and five (5) meetings for final design.
4.10.2 Miscellaneous Coordination
Coordinate with the Iowa Department of Transportation (Iowa DOT) with respect to the
impact of the 9th and 11th Streets conversion on the US 61/151 interchange. Coordinate with
emergency services and transit to identify existing routes and any potential concerns or
issues with the proposed one -way to two -way conversions of 9th, 11th, Elm and Pine Streets.
Page 10 of 31
4.11 — Schedule
It is the intent of the City that the project shall be completed within three months (3) after
signing of the contract.
5.0 USE OF 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 directly
contacting other City of Dubuque or ECIA staff or any of the Selection Committee
members shall be considered inappropriate and grounds for disqualification.
5.2 - Material Available for the RFP
• Most current aerial photograph of the project area. A current aerial photograph of the
City of Dubuque is available in SID file format on DVD if requested by the Consultant.
• CADD line work drawings of City Roads (PDF and AutoCAD Format) are available on
DVD if requested by the Consultant.
5.3 - City Resources Available to the Selected 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 the Engineering Department. Digital aerial photos of the City of
Dubuque were taken in the spring of 2009.
• Proposed land use plans for project area
• Existing Daily and Peak Hour (Turning Movement) Traffic Counts for study corridors
and intersections. Consultant will be required to gather data for intersections city does
not have information.
• City Planned and Programmed Transportation Improvements
• Topographic survey of the affected corridors will be provided.
• Previous Traffic Studies.
5.4 - Outside Resources Available to the Consultant
• East Central Intergovernmental Association
• Chandra Ravada, Director of Transportation
7600 Commerce Park
Dubuque, IA 52002
Phone 563.556.4166
Fax 563.556.0348
6.0 INFORMATION TO BE INCLUDED IN PROPOSAL
The Proposal should address all of the points outlined in this RFP excluding any cost
information which shall 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 Consultant's capabilities to satisfy the requirements of the
RFP.
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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 order and
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 the name, address, telephone number, fax number and e-mail
address. The name that is provided for the Project Manager will be used as the primary
contact person during the RFP evaluation process.
Index
Each proposal shall contain a table of contents that delineates each section contained in the
proposal and the corresponding page number.
Profile of Firm
Provide general information about the Firm, along with its area of expertise and experience
as it relates to this RFP. Describe the experience and success of the Firm in performing
similar projects. State the size of the Firm, the size of the Firm's professional staff, and the
location of the office from where the work on this project will be performed.
Discuss the Consultant's ability to integrate this project into their present workload. Include a
statement to specify if the Consultant currently has the capacity to undertake the project or
whether it intends to hire additional staff or partner with subconsultants.
Scope of Services
Describe the means or strategy by which the Consultant would satisfy the scope of services
for the currently approved budget as listed in Section 4.0.
Include a basic work plan for each strategy that delineates the Consultant's approach to the
completion of the project. The work plan, at a minimum, should include those components
outlined in Section 4 of this RFP. The Consultant should indicate in the work plan those
aspects that might be completed by City staff.
Highlight any parts of the work plan that will reflect the Consultant's unique philosophy or
insight regarding it's approach to this project and how this approach positively impacts the
successful completion of the project.
Project Team Qualifications
Provide the names of all members of the project team associated with this project.
Specifically identify the supervisory and management staff including principals, the project
manager, and technical experts who would be assigned to this project. For each project
team member, provide their qualifications and experience. Include any training and relevant
continuing and professional education.
Include a flow chart that shows the communication path between the City and Consultant.
Include all project team members on the flow chart and show the supervisory relationship
between all members of the team. Be sure to include all subconsultants staff on the project
team flow chart.
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Provide the name and location of other subconsulting firms that would be used by the
Consultant during the project and the approximate percentage of the work that would be
performed by each of these firms. Provide the qualifications and experience of all
subconsultant staff working on the project.
In submitting the Proposal, the prospective Consultant is representing that each person listed
or referenced in the proposal shall be available to perform the services as described. The
Project Manager, principals, management, and other project team staff may be changed in
accordance with the requirements described in Appendix D "3. Substitution of Project Team
Members ".
Describe the experience and success of the project team members proposed for the
Dubuque project, in performing similar projects. Specifically list any experience and success
completing roadway and traffic signal design for municipalities similar to Dubuque.
Include at least 3 client references (including individual contact names and telephone
numbers) for similar projects that have been completed by the Firm in the last five (5) years.
List the names of individuals on the project team proposed for the Dubuque project who have
worked on the referenced projects.
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 their submitted
Proposal.
Certificate of Insurance
The Consultant should provide a statement indicating that they are able to meet the City's
insurance requirements for professional services. (See attached Insurance Schedule C —
Appendix D.) Submittal of insurance documents as part of this RFP is not required.
Proposed Project Schedule
Provide a project schedule for each strategy. Outline the time durations and estimated
completion dates for each major component of the proposed scope of work. The schedule
should list all deliverables that are required throughout the project.
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 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.
Remember to 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.
Page 13 of 31
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
January 18, 2012. Any inquiries received after this date will not be answered. When
submitting a question to the Project Manager, please include the appropriate Consultant
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, ECIA, DMAT's staff or any of the Selection
Committee members except as expressly authorized by the City Project Manager identified in
this section(Section 7.0). Violation of this restriction will be considered a violation of the rules
and be grounds for disqualification of the Consultant's proposal.
Project Manager contact information is as follows:
Jon Dienst, P.E.
Project Manager
City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, IA 52001
8.0 SUBMISSION REQUIREMENTS
Phone: 563.589.4270
Fax: 563.589.4205
E -mail: jdienst @cityofdubuque.org
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.
Page 14 of 31
PROPOSAL SUBMITTAL INFORMATION
• Submittal Deadline:
• Submittal Location:
• Submittal Contact &
Mailing Address:
January 20, 2012 on or before 2:00 p.m. CST
City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, Iowa 52001 -4864
City Engineer
City of Dubuque Engineering
50 West 13th Street
Dubuque, Iowa 52001 -4864
• Submittal Copies: Ten (10) sets of the proposal shall be provided.
Submit one (1) original signed proposal, nine (9) copies and also an electronic .pdf version,
all labeled 9 & 11 Streets One -way to Two -way Conversion Design Services.
Submitted proposals must be in 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
proposal hardcopies. No faxed or e-mail proposals will be accepted. The proposal must be a
document of not more than sixteen (16) 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 separately sealed
cost proposals. Proposals should not include any pre - printed or promotional materials. Any
proposals exceeding 16 numbered pages will not be considered.
Each addendum must 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 ensure that
you have received all addendums to this RFP 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 Proposer to its provisions. Proposals are to contain a statement
indicating the period during which the proposal will remain valid. A period of not less than
ninety (90) 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.
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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 mail, fax or email so the City can
ensure that each Consultant received this Request For Proposal.
The City of Dubuque appreciates your time and consideration of this RFP.
Sincerely,
Jon Dienst, P.E.
Civil Engineer II
City of Dubuque
Page 16 of 31
9th & 1 1th Streets
One -way to Two -way Conversion
Design Services
City of Dubuque, Iowa
THE CITY OF
Dui
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
January 4, 2012
Appendix A
Consultant Evaluation and Selection Process
Page 17 of 31
INITIAL 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 select Firms for
placement on the consultant 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 preparation
of roadway and traffic signalization plans or similar:
a. Qualifications and experience of the Consultant and any subconsultants.
b. Demonstration of the professional expertise and technical abilities of the project
team members.
c. If a joint venture with subconsultants, the track records of the Firms experience
working together.
d. Experience of the Consultant working on municipal projects.
e. Experience of the Consultant working on municipal projects in Iowa.
Quality and completeness of the written proposal. The proposal should clearly demonstrate
understanding of the City's overall objectives in the preparation of the 9th & 11th Streets One -
way to Two -way Conversion for the City of Dubuque.
1. Design approach /methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem solving ability.
c. Ability of Consultant to demonstrate initiative, motivation and knowledge of the
City of Dubuque.
2. Proposed schedule required to complete project.
CONSULTANT SHORT -LIST EVALUATION CRITERIA
A selection committee will interview the short- listed Firms. Both the original submitted
proposal and the results of the Consultant interview will be used to select the final Consultant
for the project. The following criteria are among those that will be used to evaluate the
Consultants on the short -list.
1. A high level of professional competence and a proven track record in the preparation
of roadway plans and traffic signalization plans or similar:
a. Qualifications and experience of the Consultant and any sub - consultants.
b. Demonstration of the professional expertise and technical abilities of the project
team members.
c. If a joint venture with subconsultants, the track records of the Firms experience
working together.
d. Experience of the Consultant working on municipal projects.
e. Experience of the consultant in working with the Iowa DOT.
f. Experience of the Consultant working on municipal projects in Iowa.
g. Experience of the project team working with the public and other project
stakeholders in preparing transportation corridor study reports and major traffic
studies.
h. Overall success of past projects completed for the City of Dubuque
Page 18 of 31
Quality and completeness of the written proposal. The proposal should clearly demonstrate
understanding of the City's overall objectives in the completion of the 9th & 11th Streets One -
way to Two -way Conversion for the City of Dubuque.
1. Design approach /methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem solving ability.
c. Ability of Consultant team to demonstrate initiative, motivation and knowledge
of the City of Dubuque.
2. Responsiveness and compatibility between the Consultant 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 staff.
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.
3. Proposed schedule required to complete project.
4. Cost of the 9th & 11th Streets One -way to Two -way Conversion for the City of Dubuque
in relationship to the services offered.
SELECTED CONSULTANT - FEE NEGOTIATION PROCESS
Upon the completion of the evaluation of the proposals, the RFP Selection Committee will
recommend to the City Manager or City Council, the awarding of a contract to the highest
ranked Consultant. 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 authority is granted to negotiate an agreement and execute a contract with a
Consultant, the Consultant shall prepare an industry standard Work Breakdown Structure
(WBS) to reflect the Firm's approach to the completion of the project. The WBS, at a
minimum, should include work tasks for each of the components outlined in the RFP, a
separate line item for each deliverable, and list project management as a separate task. No
individual task on the WBS shall have a total value exceeding $10,000. The Consultant shall
indicate in the WBS the work tasks that will be completed by City staff.
The format of the WBS shall summarize the fixed fee for each task listed, plus individually list
in separate section any associated reimbursable expenses that would specifically relate to
this project. A sample format of a WBS can be obtained from the City if desired.
Once the selected Consultant has prepared the WBS, the City and the Consultant will meet
and the final scope of work for the project will be negotiated by joint revision to the WBS 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
Page 19 of 31
project team members, and the addition or elimination of tasks may be modified on the WBS
in order to achieve the best overall results for project.
The selected Consultant shall be responsible for updating the WBS to reflect any changes
that were agreed to during negotiations. After the final scope of services has been
determined, a design fee has been negotiated, and the WBS has been finalized, the
Consultant shall incorporate the WBS 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 be paid 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.
Page 20 of 31
9th & 1 1th Streets
One -way to Two -way Conversion
Design Services
City of Dubuque, Iowa
THE CITY OF
DU11
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
January 4, 2012
Appendix B
RFP Rules and Protest Procedure
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 prospective Consultants an advantage or
benefit not enjoyed by other prospective Consultants.
EXCEPTIONS
Proposer exceptions to any part of the requirements stated in this request must be
clearly identified as exceptions and noted in the letter of transmittal and in the submitted
project cost estimate.
RANKING OF THE PROPOSALS
No debriefings or scoring information shall be released before the City Manager or City
Council has recommended that a contract be negotiated with the recommended Firm.
However, after authorization has been granted to negotiate a contract, all contents of
the submitted proposals 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 is 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 from the City. The written dispute shall be sent via certified mail or delivered
in person to the point of contact 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.
Page 22 of 31
9th & 1 1th Streets
One -way to Two -way Conversion
Design Services
City of Dubuque, Iowa
THE CITY OF
DU11
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
January 4, 2012
Appendix C
City of Dubuque Contract Terms and Conditions
Page 23 of 31
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 (other than the Project
itself) 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. 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
so there will be a minimum of delay during construction. The above and foregoing is not
Page 24 of 31
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.
7. 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.
8. 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.
Page 25 of 31
9th & 11th Streets
One -way to Two -way Conversion
Design Services
City of Dubuque, Iowa
THE CITY OF
DU11
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
January 4, 2012
Appendix D
Insurance Requirements
Page 26 of 31
9Th & 91 th Streets
One -way to Two -way Conversion
Design Services
City of Dubuque, Iowa
THE CITY OF
DUBdtJE
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
January 4, 2012
Appendix E
Project Related Data
Page 30 of 31