RFP_Dubuque Regional Airport Utilities Extension THE CITY OF 41 % *****
Dubuque
DUBB E All erica City
Masterpiece on the Mississippi
2012
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Design of the City Utility Extensions to the Dubuque Regional Airport
Fiber Optic Conduit, Sanitary Sewer and Water Main
DATE: July 31, 2012
City Engineer Gus Psihoyos recommends City Council authorization to release a
Request for Proposal for the Design of the Utility Extensions to the Dubuque Regional
Airport.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
/7AAh kt1&1
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Gus Psihoyos, City Engineer
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Mana r
FROM: Gus Psihoyos, City Engineer
DATE: July 30, 2012
Dubuque
arcnr
2012
SUBJECT: Design of the City Utility Extensions to the Dubuque Regional Airport.
Fiber Optic Conduit, Sanitary Sewer and Water Main
INTRODUCTION
The purpose of this memo is to request authorization to release the attached RFP for
the Design of the Utility Extensions to the Dubuque Regional Airport.
BACKGROUND
In 1998 the Granger Creek interceptor Sewer was constructed from the waste water
treatment plant to the newly developed Dubuque Industrial Center South (Technology
Park). This extended the sanitary sewer to the South side of the industrial park and
made provisions for future extension to the South. (Appendix E, Exhibit 1, Pg. 1 &2)
In 1997 the Dubuque Industrial Center South water main extension was constructed
from the intersection of Key West Drive, at Maquoketa Drive, to the newly developed
Dubuque Industrial Center South (Technology Park). This extended the water main
through the Technology Park to the South side of the Industrial Park and made
provisions for future extension to the South. (Appendix E, Exhibit 2).
In 2006 the city completed a study which identified and prioritized areas for future
growth. The extension of the fiber optic conduit, interceptor sewer and water main, to
the airport, will not only provide the airport and adjacent industrial and commercial
developments with fiber optic infrastructure, sanitary sewer service, domestic water
service and fire protection, it will allow for future City services to five of the identified
growth areas along the highway 151/61 corridor. (Appendix E, Exhibit 3)
The RFP is for the design of the City utility extension to the Dubuque Regional Airport.
Consultant services shall cover all aspects of; data acquisition, design, production of all
bidding and construction documents, estimates, bidding process and award
recommendation. City staff has chosen a preliminary route for the extension and has
been working with the airport consultants to coordinate their connection point to the
extended City utilities. (Appendix E, Exhibit 4)
The water main extension will require purchase of property (approx. one acre) and the
design of a booster pump station / building with standby generator power to provide
potable water and fire protection needs as shown on the exhibit. (Appendix E, Exhibit 4)
The selected consultant will be expected to complete the contracted scope of work
within a specified timeframe, under the general direction and coordination of the City's
Engineering and Water Departments, as authorized by the City Council. The City's goal
is to initiate the public bidding process for the improvements on April 1, 2013.
DISCUSSION
With the adoption of the FY2013- FY2017 Five Year Capital Improvement Program
Budget, $391,733.00 has been established for the design of the entire Granger Creek
Sanitary Sewer Interceptor Extension, $419,364 for the design services of the water
main extension. The adopted FY 2013 budget does not include a funding source to
extend fiber optics to the Dubuque regional airport however, the adopted budget for FY
2013 does include appropriations of $40,000 for fiber optic conduit miscellaneous of
which $23,000 will be used for the design services for the fiber optic conduit extension.
Remaining funds from the sanitary sewer and water main design will be carried forward
and applied to construction of those utilities. The design portion of the project is
anticipated to take six to seven months with the construction portion estimated at seven
to eight months depending on weather. The airport terminal is anticipated to be open by
May 2014.
The proposed schedule for the improvement projects is as follows:
RFPs released to the public:
Responses due:
Selection Committee Review
Recommendation to City Manager:
Engineering Award :
Initiation of Public Bidding Sought:
Bids Due:
Award Contract:
Project Completion
August 10, 2012
August 23, 2012
August 29, 2012
September 5, 2012
September 12, 2012
September 17, 2012
April 1, 2013
April 18, 2013
May 6, 2013
January 17, 2014
2
The following staff members will review the proposals and formulate a recommendation:
1. Gus Psihoyos, City Engineer
2. Bob Schiesl, Assistant City Engineer
3. Todd Dalsing, Airport Operations/ Maintenance Supervisor
4. Kyle Kritz, Planning Services Department
5. Ken TeKippe, Finance Director
6. Mike Brekke, Water Distribution Supervisor
7. Bob Green, Water Department Manager
8. Todd Irwin, Engineering Technician
RECOMMENDATION
I recommend releasing the attached RFP to the public.
BUDGET IMPACT
The adopted budget for FY 2013- FY2017 includes appropriations of $391,733.00, in FY
2013, for the design of the entire extension of the Granger Creek Sanitary Sewer
Interceptor and FY2014 includes appropriations of $2,446,722 for construction. CIP
7102409. The adopted budget for FY 2013 includes appropriations of $419,364 for the
design services of the water main extension and appropriations of $1,906,200 for the
water main construction. CIP 7402395. Since the adopted FY 2013 budget does not
include a funding source to extend fiber optics to the Dubuque regional airport, a budget
request for FY 2014 will be made for the construction of the fiber optic conduit and fiber
optic cable.
The engineering design for the sanitary sewer interceptor is estimated to be $125,000.
The engineering design for the water main and booster pump station is estimated to be
$190,620. The engineering design for the fiber optic conduit is estimated to be $23,000.
Remaining funds from the sanitary sewer and water main design will be carried forward
and applied to construction of those utilities.
3
ACTION TO BE TAKEN
I respectfully request authorization to release to the public the attached RFP for the
Design of the City Utility Extensions to the Dubuque Regional Airport. Fiber Optic
Conduit, Sanitary Sewer and Water Main.
Attachments
Prepared by Todd Irwin
cc: Jenny Larson, Budget Director
Gus Psihoyos, City Engineer
Bob Schiesl, Assistant City Engineer
Todd Dalsing, Airport Operations/ Maintenance Supervisor
Kyle Kritz, Planning Services Department
Ken TeKippe, Finance Director
Mike Brekke, Water Distribution Supervisor
Bob Green, Water Department Manager
Todd Irwin, Engineering Technician
4
REQUEST FOR
PROPOSAL (RFP)
THE CITY OF
ISSUE DATE: August 10, 2012
CONTACT: Todd Irwin
FAX NON 663589 4205 70
EMAIL: tirwin @cityofdubuque.org
DUB
Masterpiece on the Mississippi
SUBMIT PROPOSAL /OFFER PRIOR TO
CLOSING DATE: August 23, 2012
CLOSING TIME: 2:00 P.M. (local time)
SUBMIT TO
SEE Section 8.0
FAX /EMAIL NOT ACCEPTED
DESCRIPTION:
Design of the City Utility Extensions
Fiber Optic Conduit, Sanitary
to the Dubuque Regional Airport.
Sewer and Water Main
RECEIPT OF PROPOSAL
If you are considering a response
0 the left, fill in the information below
you received this RFP.
ACKNOWLEDGEMENT
to this RFP, please mark the box to
and return this sheet as a confirmation that
RFP at this time, please mark the box to
and return this sheet only.
NO RESPONSE
0 If you do not want to respond
REPLY
to this
below
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
Page 1 of 29
THE CITY OF
DUIbTJ
Masterpiece on the Mississippi
CITY OF DUBUQUE
ENGINEERING DEPARTMENT
REQUEST FOR PROPOSAL
Dubuque
l
All- America City
11111'
2012
Design of the City Utility Extensions to the
Dubuque Regional Airport.
Fiber Optic Conduit, Sanitary Sewer and Water Main
City of Dubuque, Iowa
August 2012
Page 2 of 29
RFP ORGANIZATION
Design of the City Utility Extensions to the
Dubuque Regional Airport.
Fiber Optic Conduit, Sanitary Sewer and Water Main
Table of Contents:
SECTION PAGE
1.0 Introduction ................................... ............................... 4
2.0 Project Objectives. 5
3.0 Community Background... 7
4.0 Project Scope of Services... 7
5.0 City Resources 11
6.0 Information to be Included in the Proposal... ......... ....... 11
7.0 Proposal Questions and Answers 14
8.0 Submission Requirements............ 14
Appendix A Consultant Evaluation Selection Process. 16
Appendix B RFP Rules and Protest Procedure 20
Appendix C Insurance Requirements .................. ............................... 22
Appendix D City of Dubuque Contract Terms and Conditions .................. 26
Appendix E Project Related Data ....................... ............................... 29
Page 3 of 29
Design of the City Utility Extensions THE CITY OF
To the Dubuque Regional Airport DUB
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
August 2012
1.0 INTRODUCTION
The City of Dubuque, Iowa is soliciting competitive proposals from qualified consultants
to provide engineering design services for the Extensions of fiber optic conduit, sanitary
sewer and water main, along the US 151/61 corridor, from the Technology Park to the
Airport
Granger Creek Sanitary Sewer Interceptor Extension
In 1998, the Granger Creek interceptor Sewer was constructed from the waste water
treatment plant to the newly developed Dubuque Industrial Center South (Technology
park) This extended the sanitary sewer to the South side of the industrial park and
made provisions for future extension to the South (Appendix E, Exhibit 1, Pg. 1&2)
Dubuque Industrial Center South Water Main Extension
In 1997, the Dubuque Industrial Center South water main extension was constructed
from the intersection of Key West Drive, at Maquoketa Drive, to the newly developed
Dubuque Industrial Center South (Technology Park) This extended the water main
through the Technology Park to the South side of the Industrial Park and made
provisions for future extension to the South (Appendix E, Exhibit 2)
US 151 / 61 Capacity Improvements
In 2011 the City completed street geometric and traffic signal improvements along US
151/6, from US 52/Twin Valley to the Maquoketa Drive intersection The improvements
connected the new traffic signals to the City Hall TOC via fiber optic cables, installed as
part of the cable TV franchise agreement
The Iowa Department of Transportation plans on rebuilding US 151/61 from the
Grandview interchange to the US 52 intersection This DOT let project includes
reconstruction of the existing bridges spanning Catfish Creek along with installation of a
median barrier and improvements to the East approaches at the US 52 intersection with
Page 4of29
US 151/61. A portion of this project will extend the City's fiber optic infrastructure from
Grandview Avenue to the US 52 intersection with US 151/61.
In 2006 the city completed a study which identified and prioritized areas for future
growth. The extension of the City's fiber optic, sanitary sewer and water main
infrastructure to the airport, will not only provide the airport and adjacent industrial and
commercial developments with City services, it will allow for future extensions of these
services to five of the identified growth areas along the highway 151/61 corridor and
connections with the S.W. Arterial. (Appendix E, Exhibit 3)
This RFP is for the design of the City utility extension to the Dubuque Regional Airport.
Consultant services shall cover all aspects of; data acquisition, design, production of all
bidding and construction documents, estimates, bidding process and award
recommendation. The City has chosen a preliminary route for the extension and has
been working with the airport consultants to coordinate their connection point to the
extended City utilities. (Appendix E, Exhibit 4)
The water main extension will require purchase of property (approx. one acre) and the
design of a booster pump station / building with standby generator power to provide
potable water and fire protection needs as shown on the exhibit.
The anticipated timeframe to design the improvements is approximately six to seven
months, following the signing of a professional services agreement /contract. 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. The City's goal is to initiate
the public bidding process for the improvements on April 1, 2013.
2.0 PROJECT OBJECTIVES
The objectives of the project are to:
1. Review the preliminary alignment and establish an alignment for the sanitary
sewer interceptor that optimizes the use of existing easements and ROW;
2. Review the preliminary alignment and establish an alignment for the water main
that optimizes the use of existing easements and ROW;
3. Review the preliminary alignment and establish an alignment for the fiber optic
conduit that optimizes the use of existing easements and ROW;
4. Identify any additional property required to construct the utilities, and prepare
preliminary plat exhibits and final plats for aquisition;
5. Evaluate anticipated sanitary sewer flows, based on the 2006 study, and size
pipe accordingly.
Page 5 of 29
6. Conduct water distribution hydraulic analysis for the design of the booster pump
station and identify site location for booster pump station.
7 Design the water booster pump station (to include building and standby
generator).
8. Design the improvements based on the information provided in the RFP,
topographical survey, geotechnical and environmental investigations.
9. Coordinate alignment and placement of any pipe and structures with consultants
working on the preliminary plans for the Southwest Arterial Interchange and the
Airport Terminal project.
10. Coordinate with other utility providers. Other utilities are present in the area and
close coordination with those utility companies is required.
11. Obtain all required permits from the DNR, IDOT and any other regulatory
agencies
12. Prepare bid documents (plans, specifications and estimate of cost) for the
construction of the improvements outlined herein.
In addition to providing design services, the Consultant may be asked to perform
construction services such as staking and inspection.
The City's budget for engineering design services is as follows:
CIP Number 7102409:
Sanitary Sewer Design through Contract Award $125,000.00
CIP Number 3002144:
Fiber Optic Conduit Design through Contract Award $ 23,000.00
CIP Number 7402395:
Water Main Design through Contract Award $190,620.00
Page 6 of 29
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 $108 million and funds a full range of services. The City's web site is
www.cityofd ubuci ue.o rq.
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.
4.0 PROJECT SCOPE OF SERVICES
Although the scope of services or the project plans may be divided, truncated, phased,
or expanded at the sole discretion of the City of Dubuque, the proposal shall outline the
means and methods by which the consultant will provide the scope of services identified
herein.
4.1 Project Management
The consultant shall identify one person to serve as the Project Manager for this
project. The Project Manager shall be the primary point of contact for the
exchange of all information between the city and consultant team. The Project
Manager will be required to perform the following:
4.1.1 Review all existing City Documents, Plans, Environmental Reports,
geotechnical reports for the proposed utility extension route. Identify
additional and obtain additional information needed to complete the
design.
4.1.2 Prepare and submit to the Owner a bulleted progress report for the project
design on a monthly basis. The summary shall contain a list of major
events and accomplishments that occurred over the previous four weeks;
4.1.3 Oversee the design of the utility extensions.
Page 7 of 29
4.1.4 Work closely with all permitting authorities to obtain all necessary permit
coverage prior to issuing project documents for bidding.
4.1.5 Secure contact of and communication with property owners, public
agencies, and other parties of interest in person and through written
correspondence necessary to complete the requirements of this project.
Utility companies must be contacted early in the project. All existing
utilities shall be located and included in all surveys and /or resultant plans.
Copies of topographic survey base sheets shall then be provided to all
utility companies serving the project area for their review. Electronic files
or disk copies of the base sheets shall also be made available. Utility
facilities and infrastructure shall then be incorporated into all project plans.
4.2 Engineering Analysis
4.2.1 Site Characterization — Data Collection
The consultant must collect all data necessary for the design, platting and
construction of the improvements.
4.2.1.1 Detailed Ground Survey
The consultant will have to perform all topographic survey work to
complete the design of the improvements. The ground control and
elevations are to be referenced to the City's existing geographical
information system; All surveys shall be tied to NAD 1983 State Plain Iowa
North FIPS 1401 (feet). It will be the consultant's responsibility to field -
locate structures, utilities, and easement limits etc., to establish and
protect limits of disturbance zones during construction. The minimum
area surveyed shall be an area 100 feet wide for the entire alignment.
Also the existing creek shall be located at points where possible future
crossings may be made to extend sanitary sewer service to developed
and undeveloped areas.
4.2.1.2 Environmental / Geotechnical
The consultant shall obtain and review all existing reports that have been
completed in the area of the proposed alignment and provide or obtain
additional services to perform investigations as needed to make
determinations as to how existing conditions impact the design and
construction of the proposed improvements.
Page 8 of 29
4.2.1.3 Additional Relevant Data
The consultant will be responsible for collecting any additional data that is
necessary for the design, construction, and maintenance of the proposed
improvements. The City's 2006 Annexation Study is available through
Planning Services.
4.3 Design
The design of the improvements shall at a minimum address /include the
following:
❑ Existing conditions Plan for the corridor;
❑ Wetland identification / mitigation Of required)
❑ SWPPP and Erosion & Sediment Control Plan;
❑ Plan and Profile Drawings;
❑ Site plan
❑ Architectural and structural plans;
❑ Electrical, piping and HVAC plans;
❑ Easement Exhibits and final platting;
❑ Traffic Control;
❑ Construction Details;
❑ Provisions for future extensions
❑ Specifications (SUDAS);
❑ Agency Coordination
❑ Permit Applications.
❑ Construction Cost Estimate
4.3.1 Conceptual Design with Cost Estimate
The purpose of the conceptual (50 %) design is to ensure that the City concurs
with the proposed functional details and the proposed alignment /location of the
proposed improvements. The conceptual design will be based on the conceptual
route established the City. Multiple meetings with the City Engineer and other city
consultants may be necessary prior to the City's approval of the conceptual plan.
4.3.2 Preliminary Design with Cost Estimate
The purpose of the preliminary (75 %) design is to ensure that the City concurs
with the proposed functional details; the proposed alignment /location of the
proposed improvements; and the preliminary technical specifications. In
addition, review of the use of existing and potential need for additional
property /ROW will be evaluated by the City. Five or six properties may be
affected by the proposed alignments which may require easement exhibits.
Page 9 of 29
To construct the improvements, additional property may be required. This will
necessitate that the consultant prepare plats indicating metes and bounds, tie
lines, etc. of property(s) needed to accommodate project permanent
ROW /easements and any temporary construction easements. Work to produce
the plats should not commence until the City Engineer approves the elements of
the preliminary design.
4.3.3 Final Design and Bidding Documents with Cost Estimate
The final design tasks /deliverables shall at a minimum consist of:
❑ Final Plats Of required)
❑ Final Construction Documents
❑ Final Plans and Specifications
❑ Cost Estimate
❑ Permits
❑ Presentation to City Staff
The Consultant shall be required to complete all of the
specifications required to complete the bid documents. The
detailed specifications shall include, but not be limited to, cover in
sufficient detail the type and quality of materials, required tests and
guarantees, methods of construction unrelated to OSHA
requirements, sequence of construction, and all other information
required for the construction of the project.
Consultant shall provide a set of reproducible paper and electronic
(ACAD) and (.PDF) construction plans and specifications signed by
a Professional Engineer licensed in the State of Iowa.
The plans shall include a minimum of three indivisible control points
to establish horizontal and vertical control for the project. The points
must be tied into the City's GIS and must have at least three ties to
identify their location in the field.
4.4 Bidding & Contract Award
During the Bidding and Award process the Consultant will be responsible
for:
❑ Answering contractor questions
❑ Issuing Addenda
❑ Recommendation of award
❑ Issue Construction plans & Specifications that include all addenda
Page 10 of 29
5.0 CITY RESOURCES
5.1 Use of City Resources for the RFP Preparation
All information requests shall be directed to the City's Representative as detailed
in Section 7.0 of this request for proposal.
5.2 Material Available for the RFP
See Appendix E.
5.3 City Resources Available to the Selected Vendor
The City will make DAGIS (Dubuque Area Geographical Information System)
data (contours, property lines, property ownership, storm & sanitary sewer
systems and aerial photography) available for this project as well as staff
contact /resources persons in the Information Services Department and
Engineering Department.
6.0 INFORMATION TO BE INCLUDED IN PROPOSAL
The submitted proposal should address all aspects of the required work discussed in
this RFP, including any cost information which should be included in the submittal and
clearly titled "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.
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.
6.1 Letter of Transmittal
Provide a letter of transmittal briefly outlining the Proposer's understanding of the
project and list the project manager's 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 during this RFP process.
6.2 Index
Each proposal shall contain a table of contents that delineates each section
contained in the proposal and the corresponding page number.
Page 11 of 29
6.3 Profile of Firm
Provide general background information about the firm and its areas of expertise
as they relate to this RFP. Include information about the key project team
members who will be assigned to the project and their areas of expertise that will
be utilized on the project. Include a flow chart that shows the communication
path between the city and key project team members. Include all project team
members on the flow chart and show the supervisory relationship between all
members of the team.
6.4 Proposed Project Team Qualifications
Describe the experience and success of the Firm and key personnel proposed
for the Dubuque project, in performing similar projects. Specifically include any
experience and success the firm or key personnel have in working on fiber optic,
sanitary sewer, and water main design.
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 AND the list the names of project team members proposed for the
Dubuque project who have worked on the referenced projects.
Describe the name and location of other sub - contracting firms that would be used
by the Consultant during the project. List the approximate percentage of the
work that would be performed by each of these firms. Briefly describe any
relevant experience and qualifications of the sub - contracting firm.
6.5 Scope of Services
Describe the means or strategy by which the Consultant would satisfy the Scope
of Services. Include a copy of the sub consultants completed Work Breakdown
Structure (WBS) for the project (See Appendix E), and clearly mark the services
which your firm will provide as main consultant. Only mark services that are
included in your proposed fee. At a minimum, the submitted WBS should include
the services required by the RFP. The Consultant should indicate in the WBS
any work items that are expected to be completed by City staff.
6.6 Proposed Project Schedule
Provide a design /construction project schedule outlining the time period and
estimated completion date of the proposed scope of work. This should include a
schedule and description of all deliverable reports /documents throughout the
project. The construction documents for the project should be ready for public
bidding in June, 2013.
Page 12 of 29
6.7 Certificate of Insurance
The selected firm will be required to meet the City's insurance requirements for
professional services. (See attached Insurance Schedule C /Appendix C.)
6.8 Sustainable Dubuque Initiatives
In 2006, the Mayor and City Council identified Sustainability and Green City
designation as a top priority. Since then, the city has been working on numerous
projects to help implement this priority as listed on the website
http : / /www.sustainabledubuque.orq. The selected firm shall follow the Vision
Statement and eleven sustainable principles on this City of Dubuque project.
Hard copy can be provided upon request.
6.9 Federal Consent Decree
All potential contractors and consultants to the City of Dubuque (City) that
perform work that may apply to or impact the cities sanitary sewer collection
system shall sign the "Certification by contractor or consultant" Consent Decree
http:// www. cityofdubuque .orq /DocumentView.aspx ?DID =3173 or a hardcopy can
be provided upon request. You are required to review the Consent Decree and
comply fully with its terms and conditions
6.10 Fees and Compensation
Provide a fixed fee budget for completion of the proposed scope of services with
cost breakdowns by major scope element; Topographic Survey, Platting, Sub
Surface Investigations, Design, Permitting, bidding & award. Also include a rate
structure. The Consultant will be progressively paid for the earned value of
progress made for each major scope element completed, plus reimbursable
expenses, subject to the agreed upon Not -to- Exceed amount as written in the
signed contract. Invoices shall be paid on a monthly basis.
Quotation of fees and compensation shall remain firm for a period of at least 60
days from the RFP submission deadline.
Page 13 of 29
7.0 PROPOSAL QUESTIONS AND ANSWERS
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's designated project
manager, 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.
If you have any questions concerning this proposal, or other technical questions, please
submit your requests to the City's designated Project Manager. The project manager
will contact staff and issue addenda or clarifications, to the RFP as needed. 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 12:00 p.m. CDT
on August 20, 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.
Contact information is as follows:
Todd Irwin.
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: Tirwin(a7cityofdubuque.orq
Before submitting a proposal, each Proposer 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 29
PROPOSAL SUBMITTAL INFORMATION
• Submittal Deadline:
• Submittal
Mailing Address:
• Submittal Copies:
August 23, 2012 on or before 2:00 p.m. (Local time)
City of Dubuque
Engineering Department
c/o Todd Irwin
50 West 13th Street
Dubuque, Iowa 52001 -4864
Proposal: Eight (8) hardcopies and one electronic
(.pdf) copy shall be provided.
Fees: Eight (8) hardcopies and one electronic
(.pdf) copy shall be provided (under
separate cover)
Submit one (1) original signed proposal and seven (7) copies all labeled City Utility
Extensions to the Dubuque Regional Airport. Submitted proposals must be in
delivered in printed format. In addition, supply one (1) electronic version of the proposal
in Adobe Acrobat format. 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, not
including the letter of transmittal, index, project schedule, dividers and the front and
back covers. Proposals should not include any pre - printed or promotional materials.
Any proposals exceeding 12 numbered pages may not be considered.
The original proposal document shall be signed in blue ink by an officer of the company
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 sixty (60) calendar days from the proposal closing date is required.
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 will not be responsible for any loss or delay with respect to delivery of
the proposals.
The City of Dubuque is not liable for any cost incurred by any Consultant prior to the
execution of an agreement or contract. Nor shall the City of Dubuque be liable for any
costs incurred by the firms in responding to this RFP and those not specified in any
contract. All results from this project will remain the property of the City of Dubuque.
Thank you for your consideration and interest in the project.
Sincerely,
Todd Irwin
Engineering Technician
City of Dubuque
Page 15 of 29
Design of the City Utility Extensions THE CITY OF
To the Dubuque Regional Airport DUB E
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
August 2012
Appendix A
Consultant Evaluation and Selection Process
Page 16 of 29
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 Consultant short -list for the
project. The following criteria are among those that will be used to initially evaluate
submitted proposals.
1. The proposed project team's level of professional competence and a proven
track record in:
❑ Designing interceptor sanitary sewers, water mains, fiber optic
infrastructure and IDOT Highway Work;
❑ Applying for and obtaining the permits that will be required for this project;
❑ Working on municipal capital improvement projects in Iowa
2. The proposed project team's experience working together on similar projects.
3. The quality of the proposal based on the:
❑ Demonstrated understanding of the City's overall objectives;
❑ Design approach /methodology in completing scope of service;
❑ Level of interest;
❑ Knowledge of the project site;
❑ Proposed schedule;
❑ Creativity and problem solving ability;
❑ Ability to demonstrate initiative and motivation; and
❑ Local economic impact.
Page 17 of 29
CONSULTANT SHORT -LIST EVALUATION CRITERIA
A selection committee may or may not interview short - listed firms. If interviews are
held, both the original submitted proposal and the results of Consultant interview may
be used to evaluate consultants. In addition to the evaluation criteria listed above,
interviews will be judged on the consultant's:
❑ Responsiveness and compatibility with the City;
❑ General attitude and ability to communicate;
❑ Ability of the Consultant to communicate ideas through prepared documents and
presentations;
❑ Ability to listen, be flexible, and follow and /or implement direction and /or ideas or
concepts;
❑ How the Consultant team would interact with the general public, City staff, and
public officials; and
❑ Proposed fee in relationship to the services offered.
Should the City conduct interviews, they will be conducted in a condensed format in an
effort to save time and costs associated with interview preparations. The format will
consist of two 15 minutes segments. The first segment will be for the consultant to;
make introductions of the team, describe the consultants understanding of the project,
and to discuss the consultants proposed schedule. The second segment of the
interview will be for the committee members to ask questions of the consultant. The
consultant may bring one display board for use during the interview. No power point
presentations or handouts will be allowed.
The City may also review direct and indirect references of previous 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 Consultant proposal reviews and interviews Of
conducted), the committee shall recommend the selection of a Consultant to the City
Manager. The City Manager may in turn make a recommendation to the City Council.
A finalized scope of work and fee structure shall be directly negotiated with the Firm that
is selected by the Dubuque City Council.
After the City Council grants authority to negotiate a final scope of work and execute a
contract for the project, the Consultant shall prepare and submit to the City a separate
Work Breakdown Structure (WBS) to reflect the Firm's approach to the project. The
City's WBS — Vertical form shall be used by the Consultant. The WBS, at a minimum,
Page 18 of 29
should include work tasks for each of the components outlined in the RFP, a separate
line item for each deliverable, and the WBS should include project management as a
separate task. Each major task /scope element of the WBS shall have a defined cost
and schedule. The consultant shall indicate in the WBS the work tasks that will be
completed by City staff.
Once the selected consultant has prepared the WBS, the final scope of work for the
project will be negotiated with the City 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 project
team members, and 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 preparing and revising the final WBS. When the final scope has been
determined and 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. The Consultant shall also include in the final contract documents, the
language contained in Appendix D - City of Dubuque Contract Terms and Conditions.
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.
Page 19 of 29
Design of the City Utility Extensions
To the Dubuque Regional Airport DUB E
Masterpiece on the Mississippi
THE CITY OF
Consultant Professional Services
Request for Proposal
August 2012
Appendix B
RFP Rules and Protest Procedure
Page 20 of 29
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 Manager has
recommended that a contract be negotiated with the recommended firm. However,
after said authorization has been given, 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.
Page 21 of 29
Design of the City Utility Extensions THE CITY OF
To the Dubuque Regional Airport DUB
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
August 2012
Appendix C
Insurance Requirements
(Schedule C, August, 2011)
Page 22 of 29
Insurance Schedule C
1. shall furnish a signed Certificate of Insurance to the City of
Dubuque, Iowa for the coverage required in Exhibit I prior to commencing work
and at the end of the project if the term of work is longer than 60 days. Providers
presenting annual certificates shall present a Certificate at the end of each
project with the final billing. 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. Subcontractors and sub subcontractor performing work or service shall provide a
Certificate of Insurance in accord with Exhibit I.
6. All required endorsements to various policies shall be attached to Certificate of
insurance.
7. 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.
8. Provider shall be required to carry the minimum coverage /limits, or greater if
required by law or other legal agreement, in Exhibit I.
Page 23 of 29
Insurance Schedule C (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
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" or CG 25 03 "Designated Construction Project (s) General Aggregate Limit" as
appropriate
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) AUTOMOBILE LIABILITY $1,000,000 (Combined Single Limit)
C) 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
b) Coverage B limits shall be greater if required by Umbrella Carrier
D) UMBRELLA LIABILITY $1,000,000
E) PROFESSIONAL LIABILITY $1,000,000
Page 24 of 29
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
Page 25 of 29
Design of the City Utility Extensions THE CITY OF
To the Dubuque Regional Airport DUB
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
August 2012
Appendix D
City of Dubuque Contract Terms and Conditions
Page 26 of 29
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 27 of 29
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 28 of 29
Design of the City Utility Extensions THE CITY OF
To the Dubuque Regional Airport DUB
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
August 2012
Appendix E
Project Data:
1998 Granger Creek Construction Plans (pdf)
Dubuque Industrial Center South Water Main Extension
Construction Plans (pdf)
Annexation study map (pdf)
Preliminary Utility Route showing
the proposed SW Arterial interchange C.pdf}
Work Breakdown Schedule (pdf)
Environmental and geotechnical reports
available on the City FTP Site:
For FTP Site Access Contact:
Engineering Department
563 - 589 -4270
Page 29 of 29
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ASSOCIATES
ENGINEERS • ARCHITECTS
SURVEYORS • PLANNERS
LANDSCAPE ARCHITECTS
215 NORTH ADAMS
MASON CITY, IOWA 50401
51S- 424 -3344
FAX 510- 424 -0351
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APRIL 1997
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SHEETS
CITY OF DUBUQUE
ENGINEERING ENVISION
CITY HALL, 50 WEST 13th STREET
DUBUQUE, IA 52001 -4864
PHONE (563) 589 -4270 FAX (563) 589 -4205
Drawn By
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Date: 22 NOV 06
SANITARY SEWER INTERCEP T Off-'
PRELIMINARY LAYOUT
ANNEXATION AREAS "C" "D" & "E"
C.I.P. Number.
1 Sheet Number. 1 of
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THE CITY OF
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DUB
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DISCLAIMER: This information was compiled Map Prepared by TWK
using the Dubuque Area Geographic Information System City of Dubuque
(DAGIS), which includes data created by both the City of 24 „ x 36 „ Page Engineering Division
Dubuque and Dubuque County It is understood that, while
the City of Dubuque and participating agencies utilized the 50 West 13th Street
most current and accurate t the ccur cy or currency DAGIS and 1 inch - 800 feet 0 400 800 1,600 Feet Co Dubuque, Iowa 52001
m suppliers do not warrant the accuracy available,
currency of the V J L
information or data contained herein The City and participating 1 1 1 1 1 Phone (563) 589 -4270
agencies shall not be held liable for any direct, indirect, incidental,
consequential, punitive, or special damages, whether foreseeable or Fax (563) 589 -4205
unforeseeable, arising out of the authorized or unauthorized use of H \Engineering\Maps for Staff
this data or the inability to use this data or out of any breach of Drawing May Have Been Reduced m p
warranty whatsoever \Bob Schieslllltill Extension to Airport
City of Dubuque, Iowa
Work Breakdown Structure (WBS)
Scope of Services Element
4.10 Project Management
Proposal
Amount
Proposal
Total %
Prime
Amount
Prime
To
Sub 1
Amount
Sub 1
To
Sub 2
Amount
Sub 2
To
Sub 3
Amount
Sub 3
To
Sub 4
Amount
Sub 4
To
4 1 1 Document Review
$ -
4 1 2 Progress Reports
$ -
4 1 3 Oversee Design
$ -
41 4 Permitting
$ -
4 1 5 Coordination with Stakeholders
$ -
Sub Total:
$ -
$ -
$ -
$ -
$ -
$ -
4.20 Engineering Analysis
$ -
4 2 1 Site Characterization
$ -
4 2 1 1 Detailed Gound Survey
$ -
4 2 1 2 Environmental / Geotechnical
$ -
4 2 1 3 Additional Relevant Data
$ -
Sub Total:
$ -
$ -
$ -
$ -
$ -
$ -
4.30 Design
4 3 1 Conceptual Design with Cost Estimate 50%
$ -
4 3 2 Preliminary Design with Cost Estimate 75%
$ -
4 3 3 Final Design / Bidding Documents with Cost Est
$ -
Sub Total:
$ -
$ -
$ -
$ -
$ -
$ -
4.40 Bidding & Award
$ -
Sub Total:
$ -
$ -
$ -
$ -
$ -
$ -
Proposal Total
$ -
$ -
$ -
$ -
$ -
$ -