RFPs Fire & Emerg. Response Deployment Study
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MEMORANDUM
November 15, 2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Municipal Fire and Emergency Service Response and Deployment Study
As approved in the Fiscal Year 2006 budget, Fire Chief Dan Brown recommends City
Council approval of the issuance of a Request for Proposals for the Fire and Emergency
Service Response and Deployment Study.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
/,1 .,~ C /1; ;1
G{ c.'J, "lL
Michael C. Van Milligen
MCVM/ksf
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
E. Daniel Brown, Fire Chief
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CITY OF DUBUQUE, IOWA
MEMORANDUM
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November 7,2005
TO: Michael C. Van Milligen, City Manager
FROM: E. Daniel Brown, Fire Chief
SUBJECT: Municipal Fire and Emergency Service Response
and Deployment Study
Attached is the request for proposals for the Fire and Emergency Service Response
and Deployment Study. The committee was formed that consisted of Laura Carstens,
Ken TeKippe, Chris Kohlmann, Dawn Lang, Bob Green, Scott Neyens, Rick Steines
and myself. The committee met on Friday, November 4th to go over the final draft.
Proposal due date is set for December 22, 2005 with the award anticipated within 60-90
days from December 22"d. The final report scheduled to be delivered on or before July
31,2006.
I am respectfully requesting that the RFP be placed on the November 21, 2005 agenda
for the Mayor and City Council's approval.
EDB/jl
CITY OF DUBUQUE, IOWA
REQUEST FOR PROPOSALS
MUNICIPAL FIRE AND EMERGENCY SERVICE RESPONSE AND DEPLOYMENT
STUDY
Introduction
The City of Dubuque, Iowa requests proposals from interested vendors to conduct a
redistricting! relocation! or addition of city fire stations and feasibility study of the existing
municipal Fire Department and Emergency Services. The study will include response
times throughout the City of Dubuque or other appropriate technology to meet the
firefighting and emergency service needs of Dubuque residents and businesses. The
selected contractor will work with designated City staff and other resources to conduct
the study. The study shall include recommendations as to methods how the City might
meet the need for the availability of advanced response services to Dubuque
businesses and residences within the city limits. The study and recommendations shall
address such options as City partnering or sole service provider in Emergency Medical
Services (EMS) and Fire Fighting services to the citizens of Dubuque. The Study
should include examples of partnerships that can be created with public and private
entities in relation to locating a new station(s) in the city.
For the purposes of this RFP, the terms "vendor", "proposer", and "contractor" refer to
the same party at subsequent stages of the process. A "proposer" is considered to be a
"vendor" who is responding to this RFP. The "contractor" is the "vendor" whose
proposal has been selected and with whom a contract has been established.
The City of Dubuque operates under the 2003 International Fire Code. The City has not
adopted NFPA 1710 "Standard for the Organization and Deployment of Fire
Suppression Operations, Emergency Medical Operations, and Special Operations to the
public by Career Fire Departments"; however, the standard is used as a guide. National
Fire Incident Reporting System (NFIRS) data is available in a sql data used with
Firehouse software.
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GIS
The City of Dubuque has maintained a Geographic Information System since 1996.
Available data layers are shown below. A majority of data was originally converted by a
third party conversion company with updates currently happening in-house and from
Dubuque County. The City utilizes a base map covering roughly 40 square miles which
includes the Dubuque city limits and a 2 - 3 mile fringe area surrounding the City. Data
resides in ESRI shape file format. Data is projected based on NAD 83 Iowa North
datum.
Efforts have been made to insure that street centerline data for left/right to/from ranges
and naming is consistent with the E911 MSAG data. There is no guarantee this is the
case. There may also be issues with how the data was originally converted in that arc's
may not have been converted in a "route" and the direction of arcs using adjacent arc
information may not be consistent.
It is the intent of this RFP that the GIS be used for determining response times and that
they be verified by actual driving times of a selected cross section of examples.
The following GIS layers are available.
Sub-DirectorY Name Description of Data Data Layers
CityLandbase Data that represents Parcel
features that are Lots
mapped against the land Building Outlines
Zoning
Landuse
CityLimits Data representing city City of Dubuque City
boundaries outlines Limits
Sageville City Limits
Asburv City Limits
Districts Data representing Historic districts
various district related Parking
information Precincts
Wards
Economic
Area of Interest
Port of Dubuque
Environmental Creeks
Floodplains
Mississippi River outlines
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Sub-Directo Name
Contours
Descri tion of Data
Topographical data for
the City and the fringe
area. Data was created
in 1996. Approximately
88 points were targeted.
Forty four permanent
monuments were set
during the process. 2'
topographical contours
were created.
Data La ers
Contour lines
Control points
Orthos Orthographic photos The city has been divided
these are stored as tif into a grid of Yo mi. square
images and are an mile segments each
image data source containing an aerial photo.
These segments are
referred to as tiles. The
naming starts from a
center point that is roughly
located in Flora Park. The
naming starts with either
NW, NE,SW or SE,
followed by two numbers.
The direction, is the
direction from the center
point. Photography was
taken in the spring of
1996. Data is represented
in half foot oixels.
Orthos County Orthographic photos Dubuque County has
these are stored as tif produced and made
images and are an available orthographic
image data source photos for the City's
project area.
Photography was taken in
the Spring of 2000. Data
is represented for the
most part as two foot
pixels with some less
populated areas using 4
foot oixels.
Parks Boundary areas of City Parks, neighborhood
various Darks oarks, coif courses
Transportation Data related to Street centerlines,
transoortation Edce of oavement,
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Utilities
Data related to Sanitary
Sewer, Storm Sewer,
Water, Fiber Optic
Cable ci of Dubu ue
Data used primarily by
law enforcement
ersonnel
Bike&Hike Trails,
Keyline bus routes,
Count Roads
Sanitary and Storm Sewer
Manholes, Lines,
detention basins, water
lines, water sto boxes
Police Districts
Fire Districts
Law Enforcement and
Public Safety
COMMUNITY PROFILE
The City of Dubuque is located on the Mississippi River in northeastern Iowa, bordering
Illinois and Wisconsin. The City occupies approximately 30 square miles with a
population approaching 60,000, and is the major retail, medical, educational and
employment center of a tri-state market. The community has a stable and diversified
manufacturing base and a growing service sector. Tourism continues to be a significant
economic force and is growing markedly with the 2003 opening of the $200 million first
phase of the America's River Project.
This study should look at the current fire districts and the anticipated growth over time
as new areas develop. The recent annexation of 700 acres on the west end of the city
will provide response times comparable to or better than what they are currently to that
area, but will not meet the standards for the rest of the city as this develops. As this
study looks at station districts, the adjusting of responses may require the changing of
staffing levels at existing stations.
It should be noted that while the west side, downtown and floodplain areas consist of
level ground or gently rolling hills, much of the City is built on areas of extreme
topography such as bluff edges, steep slopes and valleys. Because of this, much of the
transportation system is not laid-out in a true grid pattern and some of the city's vacant
land is not practical for development. The City of Dubuque Planning Department has
identified primary, secondary growth areas and anticipated land uses for the City of
Dubuque's two-mile extraterritorial jurisdiction.
Primary Growth Areas can be serviced by City utilities. They represent areas that could
at any time be under active development. As set forth in the City of Dubuque's
Comprehensive Plan and Annexation Study, the City will likely annex land within these
primary growth areas.
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Secondary Growth Areas represent transitional areas between rural and urban
development because of their proximity to Primary Growth Areas, ability to be served by
City utility extensions, and their relationship to major transportation corridors. The
Secondary Growth Areas have been divided into two categories: (a) those that can be
served with gravity sewers, and (b) those that can be served by a combination of gravity
sewers and lift stations. A map of the Fringe Area is attached.
The city is bounded on the east by the Mississippi River, with approximately six miles of
riverfront, and on the north, south and west by bluffs, creek valleys, gently rolling hills,
farm fields and some county urban development, including the cities of Asbury and
Sageville.
EXISTING EMERGENCY AND FIRE FIGHTING SERVICES
The Dubuque Fire Department currently provides the following services: Fire
Suppression, Emergency Medical Services (EMS) transport, Hazardous Materials
Response, Vehicle Rescue, High Angle Rescue, Confined Space Rescue, Surface
Water Fire/Rescue, Fire Prevention, Investigation, and Public Education. Dubuque has
a fulltime career department with 89 sworn members and 1 secretary. The department
utilizes 6 stations: Five Engine Companies, Two Ladder Companies, Two Medic
transport units, and a Command Unit.
Minimum staffing is 22 personnel per 24 hour shift. In addition the department
maintains two reserve engines, one reserve ladder, one reserve medic unit, one
HazMatlCommand unit and one 28' Fire/Rescue Boat. The Hazmat and 3'd medic unit
are staffed by crews from the ladder company at Fire Headquarters. The Fire/Rescue
Boat is staffed by surrounding fire companies for responses on the Mississippi river.
The Fire Marshal's office has two staff officers that work a 40 hour week Monday
through Friday and respond as needed for incidents during and after normal work hours.
The Department also has a Training Officer and Emergency Medical Supervisor that
work the same schedule as the Fire marshal's office and are able to respond to
incidents as needed. The location of the fire stations and current districts are indicated
on the attached map.
The City of Dubuque has signed a Mutual Aid agreement with surrounding volunteer fire
departments in Dubuque County for fire protection. These departments provide and
receive assistance.
A separate signed Mutual Agreement exists for Emergency Medical Services (EMS)
transport with surrounding volunteer and private companies.
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The Dubuque Fire Department has an intergovernmental Mutual Aid Agreement with
Dubuque County to provide Hazardous Materials response to the entire County. The
county shares part of the annual cost for this service.
The City shares an enhanced 911 dispatch center with Dubuque County. This center
receives 911 calls and dispatches for City Fire, City Police, County Sheriff and County
Volunteer Fire Departments. The City and County also shares a 800 MHz EDACS radio
system and is used by all City and County agencies.
EXISTING MUNICIPAL UTILITIES
The City of Dubuque presently operates municipal water, wastewater, refuse collection
and stormwater management utilities. These utilities continue to expand its services to
new growth areas in the community.
The City does own and operate its own fiber optic institutional network carrying data and
telephone traffic among city and county buildings in the downtown area, but does not
presently offer services or infrastructure to non-government entities via this network.
The City continues to expand its own fiber net to additional government facilities and
includes new telecommunications conduit and innerduct in most major street
construction projects.
Even with recent improvements in technology and communication services, business
and residents in Dubuque report occasional delays, and in some cases uncertain
availability of communication services. New concerns and local government obligations
regarding homeland security have brought sharper focus to the need for redundant,
interconnected networks and diverse back-up communication throughout the Tri-State
Area. As a mid-sized community with many treasures, Dubuque hopes to add state-of-
the-art services to provide quality of life assets.
IMPORTANT DATES
Proposal Due Date: December 22, 2005
Proposal Award: Anticipated within 60 - 90 days of the Proposal Due Date.
Commencement of Work: Upon receipt of signed contract accompanied by written
notice to proceed.
Study Completed, Final Report Delivered: To the City Manager on or before July 31,
2006.
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PROPOSAL RESPONSE FORMAT
Each proposer must respond with a proposal organized as follows:
Section 1 Reauired Documents
a. Letter of Transmittal
The proposal shall be accompanied by a letter of transmittal briefly
outlining the firm's understanding of the work and a one-page Executive
Summary of the proposal.
b. Profile of the Firm
The proposal shall be accompanied by a profile including general
information about the firm, its official name, address and principal officers,
and the firm's particular areas of expertise regarding this RFP.
c. Qualifications
The proposal shall contain a listing of past clients and such additional
information as demonstrates its qualifications and successful experience
in the design, implementation and analysis of feasibility studies
comparable to that proposed in response to this RFP.
d. Project Personnel
The proposal shall contain a list of names and background and
qualifications of personnel and subcontractors who will be working on the
proposed project.
e. Fees and Compensation
Accompanying the proposal, in a separate, sealed envelope, shall be a
detailed description of proposed fees and compensation to the contractor
for providing all services and tangible work products included in this
project. Quoted fees shall include all anticipated expenses not to exceed
amounts. Quotation of fees and compensation shall remain firm for a
period of at least 90 days from the RFP submission deadline.
f. References
The proposer shall provide three or more specific municipal client
references, including a contact person and telephone number, for
feasibility studies the firm and/or its subcontractors or team partners have
performed similar to the study proposed in response to this RFP. List the
names of the key personnel for the Dubuque project who have worked on
the referenced projects.
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Section 2 - Overview
a. Scope of Services and Project Schedule
The proposal shall contain a summary of the scope of services and
implementation schedule for the proposed project, and shall be founded
upon the following requirements
1. Study Committee
Contractor shall meet with a municipal organization,
management and fire station location feasibility study
committee comprising City staff regarding design and
implementation of the feasibility study. Follow-up
meetings will be scheduled as needed to review progress
and discuss recommended options.
2. Information Gathering
While the City will make available the results of any prior
surveys, reports and other information as might be
beneficial in this project, and can assist to a reasonable
degree in identifying other likely sources of information,
the contractor shall be responsible for gathering and
verifying the accuracy of data upon which the
conclusions and recommendations of the feasibility study
are founded.
3. Role of City Employees
The proposal must detail the proposed role and
obligations, if any, of City of Dubuque employees during
design and implementation of the feasibility study or any
of its research or analysis components.
As options or alternates, the proposer may choose to
indicate specific supplementary services or tasks, which,
if performed by City of Dubuque employees, would
reduce the cost of design and implementation. The
associated cost reductions should be specifically stated
for each such service or task.
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4. TasklDeliverables
The study must include, but is not limited to, the
following:
a. Primary research to identify needs and gauge
support of residential, commercial, industrial and
citizen needs.
b. An analysis of the existing service provided,
including current strategies, system evaluation,
service offerings and efficiencies.
c. An assessment and recommendation as to the
design layout of the city's fire service
infrastructure.
d. Any contractor recommendations in favor of
modifying the current fire service infrastructure
with other services shall include a conceptual
design, map and projected cost estimates.
e. An economic feasibility assessment of financing
and operation of emergency fire services network
where services are to be offered. Projections
should include construction cost and efficiencies.
If more than one approach for this system is
feasible, each one must be reviewed.
f. The contractor shall answer the following specific
questions.
1. What changes to roadways or access to areas
can be made that will enhance responses and
affect fire station locations. An example may be a
connector street from Roosevelt Rd. to Orchard
Dr. area.
2. If the City maintained six fire stations, where
would be the ideal location for all six fire stations in
the year 2013 to minimize response times based
on the assumption that (a) the current 700 acre
annexation will be upheld by the Iowa Supreme
Court, (b) the Southwest Arterial will be built and
most of that corridor will have been annexed into
the City of Dubuque, (c) the major developed
population centers adjoining Dubuque, but now in
the County, like Barrington Lakes, Barony Woods
and Key West, will be in the City of Dubuque.
How should existing personnel resources be
deployed within the new design? How will that
affect response times?
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3. With the same assumptions, if only one or
more of the existing fire stations are relocated to
improve response times, which stations and where
would be the suggested locations?
4. Is there a scenario where there could be
improved or maintained response times and the
elimination of one or more stations?
5. In each of the scenarios, where should the
existing ambulances be housed, within the
confines of a fire station, to minimize response
times? If a third fully-staffed ambulance is added
to the City's response capabilities, within the
confines of a fire station, where would be the best
location for the third ambulance?
At minimum, the economic assessment should
include:
1. Capital cost projection
2. Estimated working capital requirements
3. Estimated operating costs for staff, operations
and maintenance.
4. Funding options other than existing City
resources.
g. A business plan which includes the total cost to
construct, operate and maintain the infrastructure.
The plan shall include, but not limited to:
1. Staffing requirements and job descriptions for
each job
2. Phased build-out plan, including schedule for
completion of each section of the system
h. Reports- Interim and final reports of all research,
analysis and recommendations shall be provided.
The City may require up to 3 oral presentations of
the reports to the City Manager, City Council and
other groups as requested as part of the cost of
this proposal.
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5. The final report shall be submitted to the City Manager by
the July 31, 2006 due date.
6. "Go I No-Go" Decision Points and "Dead-end Tracks"
While a considerable amount of foundation research and
analysis will be required before even preliminary
conclusions can be offered, the feasibility study
methodology shall be designed and applied in such a
manner as to maximize efficiency of contractor time and
resources and to minimize the inclusion of generic or
"boilerplate" information which is not applicable to the
specific Dubuque situation.
If in the gathering and analysis of information, the
contractor concludes with reasonable certainty at a
preliminary stage that modifying the city's emergency and
fire service operations is not feasible for the City of
Dubuque, the contractor shall at such point consult with
the City as to whether further investigation is warranted in
the course of the feasibility study. Consequently, to the
extent practicable in achieving accurate data and solid
conclusions, the expenditure of resources in the studying
a "dead-end track" should be suspended. The ongoing
focus of the study should follow only those feasible or
promising tracks or options which survive, or emerge
from, earlier stages of information gathering and analysis.
In the event a point is reached during the study where
every studied option is deemed not feasible, the
contractor shall so inform the City. In such cases, the
City shall have the option of a) continuing the study of
one or more selected options to determine what factors, if
altered, would lead to a positive feasibility
recommendation, or b) truncating the study, authorizing a
final report, and compensating the contractor for all work
and expenses incurred to that point, whereupon the
parties will consider the contract fulfilled.
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7. Proposed Project Schedule
a. The project schedule shall include timetable(s) for
design, information-gathering, information processing
and analysis, and any other major stages or components
of the proposal.
b. Methodology Overview
A brief summary of methodology, tools, processes and
standards to be used in conducting the study and
forming conclusions and recommendations shall be
given to the Methodology Overview component of the
proposal.
Section 3 - Main Bodv of ResDonse
The main body of the proposer's response to this RFP shall contain
such a detailed narrative explanation and rationale as the proposer
deems appropriate to clearly and completely communicate the
proposal, terms of service, methodology and the form and content
of the interim and final work products to be delivered to the City.
Technical or ambiguous terms, abbreviations and acronyms must
be defined.
Unless clearly established elsewhere in the proposal, this section
must include descriptions as to how the proposal addresses and
meets or exceeds the requirements of the City's RFP.
Section 4 - Additional Contract Reauirements
a. Exceptions
The proposer agrees that it accepts all conditions and considerations
as outlined within this document unless specifically noted in the
Exceptions section of the proposal. Exceptions to any part of the
requirements stated in this request must be clearly identified as such.
Alternatives must be stated at the point in the response or on a
separate attachment labeled "EXCEPTIONS".
b. Compliance with Laws/Standards
The contractors shall abide by all federal, state and local laws,
statutes, ordinances, rules and regulations now in effect or hereinafter
adopted pertaining to this contract or to the facilities, programs, and
staff for which the contractor is responsible. The successful proposer
shall procure all licenses, permits, or other rights necessary for the
fulfillment of its obligation under this contract.
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c. Proof of Required Insurance
The contractor shall provide certificate of insurance coverage meeting
or exceeding the required minimums detailed in Attachment A of this
RFP.
d. Indemnification
Any and all claims that arise or may arise against the Contractor, its
agents, servants and employees as a consequence of any act of
omission on the part of the contractor or its agents, servants,
employees while engaged in the performance of the contract shall in
no way be the obligation or responsibility of the City. The contractor
shall agree to indemnify, hold harmless and defend the City, its officers
and employees against any and all liability, loss costs, damages,
expenses, claims or actions, including attorney's fees which the City,
its officers or employees may hereafter sustain, incur or be required to
pay, arising out of or by reason of any act or omission of the
Contractor, its agents, servants or employees, in the execution,
performance or failure to adequately perform the contractor's or its
agent's, servant's or employee's obligations pursuant to the Contract.
The City shall also be indemnified for any attorney's fees it incurs in
enforcing the indemnification provision or any other indemnification
provision in the contract.
e. Default
Force Maieure: The parties agree that neither party shall be held
responsible for delay or failure to perform when such delay or failure is
due to any of the following unless the act or occurrence could have
been foreseen and reasonable action would have been taken to
prevent the delay or failure: fire, flood, epidemic, strikes, wars, acts of
God, unusually severe weather, acts of public authorities, or delays or
defaults caused by public carriers, provided the defaulting party gives
notice as soon as possible to the other party of the inability to perform.
lnabilitv to Perform: The contractor shall agree to make every
reasonable effort to maintain staff, facilities, and equipment to deliver
services to be purchased by the City. The contractor shall agree to
immediately notify the City in writing whenever it is unable to; or
reasonably believes it is going to be unable to provide the agreed upon
quality and quantity of services. Upon such notification, the City shall
determine whether such inability requires a modification or cancellation
of this Contract.
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Duties to Mitiaate: Both parties shall agree to use their best efforts to
mitigate any damages which might be suffered by reason of any event
giving rise to a remedy hereunder.
In the event the City terminates the contract in whole or in part as
provided above, the City may procure, upon such terms and in such
manner as the City may deem appropriate, services similar to those so
terminated, and the contractor shall agree to be liable to City for any
excess costs for such similar services. The contractor shall agree to
continue the performance of the contract to the extent not terminated
under the provisions of the contract.
The rights and remedies of the City provided in the contract shall not
be exclusive and are in addition to any other rights and remedies
provided by law or under the contract.
f. Non-Discrimination
During the performance of the contract, the contractor shall agree to not
unlawfully discriminate against any employee or applicant for employment
because of race, creed, religion, sex, national origin, disability, age,
marital status, or public assistance status. The contractor will take
affirmative action to ensure that applicants are employed and that
employees are treated during employment, without unlawful discrimination
because of their race, color, creed, religion, sex, national origin, disability,
age, marital status, or public assistance status.
Such action shall include, but not be limited to the following: employment,
upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of payor other forms of compensation; and
selection for training, including apprenticeship.
The contractor shall agree, in all solicitations or advertisements for
employees placed by or on behalf of contractor, to state that all qualified
applications will receive consideration for employment without regard to
race, creed, color, religion, sex, national origin, disability, marital status, or
public assistance status.
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g. Payment Terms
There will be no down payment issued to the contractor at contract
signing, nor in advance of services provided. Proposals may include a
payment schedule tied to the phased or modular completion of the
feasibility study, set by clearly measurable performance benchmarks, or a
calendar-based payment schedule of amounts from hourly fees for work
actually performed not to exceed quoted price. If the proposer anticipates
and requests the City to pay some earlier specific fees to a third-party
directly or as a pass-through, other than via the payment schedule above,
such circumstances must be clearly identified in the proposal and
stipulated in the contract prior to signing.
h. Independent Contractors
The contractor, subcontractors and all of their employees shall not be
considered employees of the City of Dubuque while engaged in the
performance of any work or services required herein, and shall be
independent contractors. Any and all claims that may arise under the
Workers Compensation Act of Iowa on behalf of said employees, and any
and all claims made by any third party as a consequence of any act of
omission on the part of the work or service provided to be rendered herein
shall in no way be the obligation or responsibility of the City.
i. Contractor Contact/Questions about the RFP
This RFP was a joint effort of City employees who are members of the
Municipal Organization, Management and Fire Station location study
committee. Proposer communications shall be limited to contacts defined
herein. Failure to comply with this provision may result in disqualification
or evaluation penalty. It shall be the proposer's responsibility to learn all
aspects of the RFP requirements. Should any details necessary for a
clear and comprehensive understanding be omitted or any error appear in
the RFP documents, or should the proposer note facts or conditions
which, in any way, conflict with the letter or spirit of the RFP documents, it
shall be the responsibility of the proposer to obtain clarification before
submitting a proposal.
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Questions concerning this document should be directed in writing or via
fax or email only (no questions will be answered via oral communications)
to:
City of Dubuque
Attn: Dan Brown, Fire Chief
11 West 9th Street
Dubuque, IA 52001
Fax: (563) 589-4209
Email: dbrown@cityofdubuque.org
Questions may be submitted until five (5) business days before the due
date. After that time, no further questions will be accepted.
j. Incurring Costs
The City of Dubuque is not liable for any costs incurred by any proposer in
replying to this Request for Proposals (RFP).
k. Alternate Proposals
Proposers who wish to submit an alternate proposal may do so. If more
than one proposal is submitted, each must be complete and must comply
with the instructions set forth in this RFP. Vendors may submit joint
proposals in partnership with other vendors, in which case the contractual
relationship of the parties in the proposal shall be clearly explained.
I. Permission to Proceed
The contractor must obtain the City of Dubuque's written permission
before commencing any work or procuring any equipment required by this
project.
m. Project Manager
The contractor shall designate and assign to the project a project manager
with overall responsibility for services to be rendered under this proposal.
The Contractor's project manager shall coordinate all activities in the
design, implementation, and reporting of the feasibility study with
designated representatives of the City of Dubuque.
n.Addenda
Addenda are any graphic or written instruments issued by the City of
Dubuque prior to the date for receipt of proposals, which modify or
interpret the document by additions, deletions, clarifications, or
corrections. Addenda will be mailed to all persons or firms who are known
by the committee to have received proposal documents.
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The original RFP and all addenda will also be posted to the official City of
Dubuque website, www.cityofdubuque.org. No addenda will be mailed
later than 72 hours, nor posted to the website later than 48 hours prior to
the time and date for receipt of proposals except an addendum postponing
or withdrawing the Request for Proposals.
o.ProposalResponse
The proposal, appropriate proposal forms, and any other documents
submitted with the proposal shall be mailed or submitted as one (1)
unbound original plus eight (8) bound copies, plus one (1) sealed
envelope containing project pricing, fees and compensation information to:
City Clerk
City of Dubuque
50 W. 13th Street
Dubuque, IA 52001
All proposal responses must be filed .in the Office of the City Clerk no later
than 2:00 p.m. Central Standard Time, December 22, 2005 and must be
labeled: "Municipal Fire and Emergency Service response and
Deployment Study".
There should be no dollars units or total cost in the proposal
document. All cost proposals should be submitted with the proposal
in a separate sealed envelope labeled Project Cost Estimate.
Each vendor assumes full responsibility for delivery and deposit of the
completed proposal package on or before the deadline. The City of
Dubuque is not responsible for any loss or delay with respect to delivery of
the proposals. The City of Dubuque reserves the right to reject any and all
proposals and to negotiate changes with any vendor. The City of
Dubuque is not liable for any cost incurred by any vendor prior to the
execution of an agreement or contract. Nor shall the City of Dubuque be
liable for any costs incurred by the vendor that are not specified in any
contract. The City of Dubuque is an Equal Employment Opportunity
Employer.
p. Proposal Opening
Only properly identified proposals which have been received on time will
be considered. Proposals received prior to the time of opening will be
kept secure and unopened. The City Clerk shall determine when the
specified time has arrived. No proposal received thereafter will be
considered. No responsibility will attach to the City for premature opening
of a proposal not properly addressed and identified.
Proposers are not required to be present at the proposal opening.
17
q. Proposal Clarification Questions and Interview
After reviewing all proposals received in response to this RFP, the City
may develop a list of clarification questions to be addressed by the
proposer. The City will send these questions to the proposer for
clarification. The proposer shall provide a response within ten (10)
working days following the inquiry. The City may also require that a
representative of the proposer meet with the proposal review committee in
Dubuque to discuss or demonstrate aspects of the proposal.
r. Evaluation Criteria
Proposals will be evaluated by the committee based upon the degree and
relevance of the proposer's prior experience, compliance with and
responsiveness to the requirements of this RFP, the proposed
methodology and implementation plan, the end product of the proposal,
and the cost of the proposal.
s. Final Selection
The City Manager will make a recommendation to the City Council for the
selection of a vender taking into account the recommendation of the
proposal review committee.
t. Confidentiality of Information
Any submitted information considered trade secret or confidential to the
proposer must be so labeled and enclosed separately. To the extent
permitted by law, the City and its agents will hold the submitted proposal
and any related materials in confidence if so requested by the proposer,
throughout the evaluation process. However, after the award, all contents
of the selected proposal will be considered public information. All
proposal material supplied, including supporting material and information
disclosed during the proposal process will become the property of the City
and will be retained for internal use. The City reserves the right to retain
all proposals submitted and to use any ideas in a proposal regardless of
whether that proposal is selected. Submission of a proposal indicates
acceptance by the proposer of the conditions contained in this request for
proposals. Once under contract, the contractor may be given access to
information that is confidential by law. The contractor will be required to
maintain that confidentiality under the terms of its contract with the City.
18
INSURANCE SCHEDULE C
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE
CITY OF DUBUQUE
1. All policies of insurance required hereunder shall be with an insurer authorized to do
business in Iowa. All insurers shall have a rating of A better in the current A.M. Best
Rating Guide.
2. All policies of insurance shall be endorsed to provide a thirty (30) day advance
notice of cancellation to the City of Dubuque, except for 10 day notice for non-
payment, if cancellation is prior to the expiration date. This endorsement supersedes
the standard cancellation statement on the Certificate of Insurance.
3. shall furnish a signed Certificate of Insurance to the City of
Dubuque, Iowa for the coverage required in Paragraph 6 below. Such Certificates
shall include copies of the following endorsements:
a) Commercial General Liability policy is primary and non-contributing.
b) Commercial General Liability additional insured endorsement.
c) Governmental Immunities Endorsement.
shall also be required to provide Certificates of Insurance
of all subcontractors and all sub-sub contractors who perform work or services
pursuant to the provisions of this contract. Said certificates shall meet the same
insurance requirements as required of
4. Each certificate shall be submitted to the contracting department of the City of
Dubuque.
5. 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.
6. Contractor shall be required to carry the following minimum coverage/limits or
greater if required by law or other legal agreement:
a) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit
Products-Completed Operations Aggregate Limit
Personal and Advertising Injury Limit
Each Occurrence Limit
Fire Damage limit (anyone occurrence)
Medical Payments
$2,000,000
$1,000,000
$1,000,000
$1,000,000
$ 50,000
$ 5,000
19
INSURANCE SCHEDULE C (Continued)
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE
CITY OF DUBUQUE
This coverage shall be written on an occurrence form, not claims made form. All
deviations or exclusions from the standard ISO commercial general liability form CG
0001 or Business owners BP 0002 shall be clearly identified. Form CG 25 04 03 97
'Designated Location (s) General Aggregate Limit' shall be included.
Governmental Immunity endorsement identical or equivalent to form attached.
Additional Insured Requirement:
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 shall be named as an additional
insured on General Liability including "ongoing operations" coverage equivalent
to ISO CG 20100704.
b) Automobile $1.000,000 combined sinale limit.
c) WORKERS COMPENSATION & EMPLOYERS LIABILITY
Statutory for Coverage A
Employers Liability:
Each Accident
Each Employee Disease
Policy Limit Disease
$ 100,000
$ 100,000
$ 500,000
$1,000,000
$1,000,000
d) PROFESSIONAL LIABILITY
e) UMBRELLA/EXCESS LIABILITY
Completion Checklist
D Certificate of Liability Insurance (2 pages)
D Designated Location(s) General Aggregate Limit CG 25 04 03 97
D Additional Insured CG 20100704
D Governmental Immunities Endorsement
20
. CERTIFICATE OF LIABILITY INSURANCE
... ) 556-027Z FAX (563)556-4425
;tHSlJRANCE AGENCY
S'RlEE'f ADDRESS
cm, STATE, UP COllE
DATElMUilOQlYVYYI
02/2&/2005
THIS CERTIFICATE IS ISSUED AS A MATTER OF INl'ORMAtlON
ONLY AND NO RlGHTS UPON THE CER
HOLDER. ACATE DOES NOT AMEND EX
ALTER THE CO GE AFFORDED BY THE POliCIES
~y
S1:_1: Address
City, State, Zip Code
INSURERS AFFORDING COVERAGE
I mSURERA '-Insurance CoI1>any -
..lNSURERS-, - _ _----~~.'i""~~.,"-~'~:~,..
'-'HS,iiiffic'----
11NsURERlt
INSURERL
FOR THE POLICY PERIOD INDICATEO. N01'W1THSTANJ)IN<
T TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
L THE TERMS, ExCLUSIONS AND CONOlTlONS OF SUCH
....'111
. 1 llOO
· 50,
MED>EXP(AnyonQpclr;;Oi'l) S ....... .._.."$.
peR~AL&~~~INJUR~ $ 1000
GE1ilERALAGGREGATE $, 21000,
PRODUCTS:, COMPfOP ~ ~____ 119001
OF INSURANCE USTEO BELOW HAVE SEEN
ENT, TERM OR CONOlTlON OF ANY co
fIlA IN_ THE1NSURANCEAFFORDEOBYTHEPOL
POUCIES. AGGRE(>ATE LIMITS SHOWN fllAY HAVE BEEN
POUCVHUMBE.R
." "#OLJB{iiFi.e6iM POUCY --oow
TYPE:W:IN$URAHCE
GEOII!!W.l.Wl1UTY
""i'" COMMERCIAL GENERAlUAatUlY
("AAIMSMADE OOOCf"Am
EACH OCCORftENCE
D~~TQ'i'e"fTSo
A
POLICY
A\ftOMOBiLEUABlUTY
X _AUTO
ALL OWNED ,AlJTO:S
$CHfOULEDAVrOS
HiRED AUTOS
fK)J.t.OWNroAuTOS
fJOOILV INJURY
(per~l
"'-fltfll), C c
fLli'
.>.J r: of'/. L
{,v/v/fftPc.
.5
fll...
CoMmm:1,J ~fi(:;lE LIMIt
(ta:a:a::kkmtj
x
eOtmYjNJURY
lPM'~)
-r"~-
j'
GARAllEl.IAllIl.fTY
PROPERTY OAMo\GE
(P&l'iJOOidoot)
AUTOONL Y ~ EAACCIDENl
OTHER1HAN
:AI.1TOONlV
ANYALlTO
I
I
EXCfi!SSiuMBRELI..A.uAeIU'iY I
X,"OCCUR[JClAtMSMAOE .
EAM:C $
$
$
.
AGG
CACHOCCUflREHct:
AOOREC'"ATE
OIi:UUCfl8Lli
X. ReTfNOO" $
~ft&OO..~Qt:4.AND
~(,)V9S"u.\BilL1TY
A ~'PllOAAIE1'OR1PAATfERit;XEClJ'TM':
OFr:lCERiME~EREXCtlJbE:O'f
tf.yell.iUlt!l(tibe:u~
SPECIAL. f'flOVlSKlNS beloW
msSIONAL LIABILITY
)(INCSTAW OtH.
E,LEACHACCIOEN:f' $
~,L,P~E~'fAEMPlOYE $
Fl. DISEASE POucytiMlT$
$1, Oll(), 000
"lAIC #'
.
!$
$
$
.
$
~,qfOPl:iIlA11OH6IL()CAT1Oli$I\tEHICLeSJ:~\lStON$AODED8Y~PORSaiENr;~,~
E em OF DUBUQUE IS AN ADDITIONAL INSURED ON GENERAL LIABILITY POLICIES INCL. ONGOING It COIIlPlE'fED
RATIONS COVERAGE EQUIVILANT TO ISO CG 2010 0704 It CG 2037 0704. GENERAL LIABILITY POLICY IS PRIMARY
NON-coNTIlIIlUTING. FORM CG 2504 0397 "OESICiNAT!D LOCATIONS" GENERAL UABILITV AGGREGATE LIMIT SHALL BE
tuDED. GOVERNMENTAL IMMUNITIES ENDORSEMENT IS INCWDED. ALL POLICIES OF INSURANCE SHALL BE ENDORSED
o PROVIDE TIf1RTY (30) DAY -AOVANCENOT.ICE OF CANC€UATIOH TO THE o:TY OF DUBUQUE.
~t,n.oAHv dF~'~oeScRlBeoPQUC1I$ eU:ANCI1J,.EOftFOAE ntE
eo>IRI\l1OHDATE_. __mso....-'MLl,trIiIIlllOOlIlIil IoIAlL
',.,30..' ',' tlAVs~NOTtCE TOTHEemTJFtcATlEHOl.PER NAMeu rontEUlFl.
~L'IllOWi(I(jI{"1gll.l~lOll_XllIl(~D<lIlOO(
~Jlbl(jIjjtl(lII(JI>"'I:~OOQlIJOO(XXXXXXXX
AUTHOfUZI!'DltEPRESEfft'A1W&
em OF DUBUQUE
em HALL
50 W. 13TH STREET
OUBUQUE, IA 52001
ACORD 25 120011081
eAeoRDCORPORAT~N1QAA
IMPORTANT
If the certlllcale holder is an ADDITIONAL INSURED, the policy(les) must be endorsed. A statennent
on this cetlificale does not confer rillhts 10 the certificate holc!e(mlleu of SUM endorsement(s).
,-. ...!...<.L"<.:..... .,"',':,(!!,,::e<<<<<<':.',""':
.,;.",',.<<,'.::,",:>""..;, ;'.
If S\J8ROGA TION IS WAIVED, subject to lhe1erms and condlllons of the policy, certain pollcie's may
require an end~ment A statemenl on tills certificate dOes-not oonliilr riShts to the certificate
holder in ~eu of such eodorsernent(s).
DISCLAIMER
The Certificate of Insurance 00 the reverse side of tills form does not constitute a contract belw<een
the issuing Insurar(s), authorized representative or producer, ami the certificate holder, nor doe!s It
affirmatively or negatively amend. extend or alter the. coverage afforded by the poficies listed lhlereon.
SP'EC'IMEN
f ". "
iF",; ii;:::!:' ;\ ;;,' ',' :/
, "', "., ,
,.: . ' ~; '.
'OBI
. ROlley NUMBER:
. .
COMMERCIAL GENERAL LIABIUTY
CG 25 040357
THIS ENDORSEMENT CHANGES THE POLICY, PLEASE READ IT CAREFULLY.
DESIGNATED LOCA TION(S)
GENERAL AGGREGATE LIMIT
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
ANY AND ALL COVERED LOCATIONS
Designated Locatlon(s}:
~f no entry appears above, information required to complete
as applicable to this endorsemenL)
orsement will be shown in the Declarations
A. For all sums whiCh the insured becomes legally
obligabld to pay as damages caused by
'occurrences' under COVERAGE A (SECTION
I), and for all mediQaI expenses caused by acci-
dents under COVERAGE C (SECTlON I), whiCh
can be attributed onlY to operations at a single
designated 'location' shown In the SChedule
alaove:
1. A separate Designated Location General
Aggregate Limit applies to each designated
'location', and that limit Is equal to the
amount af the General Aggregate Limit
shown in the OecIar.mans.
%. The Designated Location General Aggregate
Limit is the most we wiD pey for the sum of all
damages under COVERAGE A. except dam-
ages because of "bOdDy Injury" or 'property
damage' included in the "prccluclS-:completed
operations hazard', and for mediCal expenses
under COVERAGE C regardless of the. num-
berof:
a. 'Insureds;
b. Claims made or 'suits" brought; or
c. PelSOns or organizations making claims
or bringing 'suils'".
3. Any payments made under COVERAGE A
for damages or under COVERAGE C for
medical expenses shaD raduce the Desig-
nated Location Gemmal Aggregate UmIt tor
that designated 'location", Such payments
shall not raduce the Genel1l1 AggreQate Limit
shown in the Declarations nor shall they ~
duce any other Designated Location Generat
Aggregate Umlt for any ather designated
'location" shown in the Schedule above..
4. The limits shown in the DeClarations for EacI1
O~rrence. Fire Damage and Medical ex-
pense continue to applY. However, instead of
being subject to the General Aggregate Limit
shown in the Declarations, SlI.9J:l Jlmlls win be
subjec:t 10 the appl1cable Des!tlnated Location
General Aggregate Limit.
S:PECIMEN
ceo 2S 0403 97
Copyright, Insurance Sefl/icesOfflce,lna., 1996
Page 1 of2
tJ
f/~. ;Q.
. ,
POLICY NUMBER:
COMMERCIAL GENERAL LIABILITY
CG 20 10 07 04
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - OWNERS, LESSEES OR
CONTRACTORS - SC UlED PERSON OR
ORGANi TION'
""....".:................'
This endorsement modifies insurance provided under the following:
COMMERClAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
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, enlployees and volunteers.
Loc:ation s Of Covered 0 rations
Information
A. Section II - Who Is An Inr.ured is amended 10
include as an additional insured the person(s) or
organization(s) shown in the Schedule, but only
with respecllo liability for "bodily Injury", "property
damage" or "personal and advertising injury"
caused, '" whole or in part, by:
1. Your acts or omissions; or
2. The acts or omi$Slons of those aeling on your
behalf:
in the performance of your ongoing operations for
the additional Insured(s) al the location(s) desig-
nated above.
SPECIMEN
S. WIth respect 10 Ihe insurance afforded 10 these
. additional insureds, the following additional exclu-
sions apply:
This insurance does not apply to "bodily injury" or
"property dama91''' occurring after:
1. All work, including malerlals, parts or equip-
ment furnished In connection with such work,
on the project (other than servlce, maintenance
. or repairs) to be performed by or on behalf of
the additional insured(s) at the locatlon of the
covered operations has been completed; or
2. Thai portion of "your work" out of which the
injury or damage arlaes has been put to its in-
tended use by any person or organization other
than anolher contractor or subconlractor en-
gaged in performing operations for a principal
as a part of the same project.
CG 20 100704
@ ISO Properties. Inc.. 2004
Page 1 of1
Cl
CITY OF DUBUQUE, IOWA
GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Governmentallmmunitv. 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 Coveraqe. 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 Immunitv. 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 Coveraqe. 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 Chanqe in Policv. The above preservation of governmental immunities shall
not otherwise change or alter the coverage available under the policy.
SPECIMEN
1 of 1
June 2005
POLICY NUMBER
COMMERCIAL GENERAL LIABILITY
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - DESIGNATED PERSON OR
ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART.
SCHEDULE
Name of Person or Organization:
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.
(If no entry appears above, information required to complete this endorsement will be
shown in the Declarations as applicable to this endorsement.)
WHO IS AN INSURED (Section II) is amended to include as an insured the person or
organization shown in the Schedule as an insured but only with respect to liability
arising out of your operations or premises owned by or rented to you.
Copvriaht. Insurance Services Office. Inc. 1994
CG 20 26 11 85
( END OF REQUEST FOR PROPOSALS:
MUNICIPAL ORGANIZATION, MANAGEMENT AND FIRE STATION LOCATION)
CITY OF DUBUQUE, IOWA
26
City of Dubuque, 10
Fire Stations
and Districts
KEY
N City of Dubuque
N City of Sageville
N City of Asbury
1\/ Truck Medic Line
_ Mississippi River
p Fire Station Location
i Streets
Fire Districts
1<1 1
02
03
04
05
_6
D
N
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Q ~
FIRE STUDY CONSULTANTS
W. Bryce Connick Consultants Inc.
49 Temelec Circle
Sonoma, CA 95476
707-935-9087 Ph. & Fax
City Gate Associates LLC
Fire & Emergency Services
705 Gold Lake Dr. Suite 100
Folsom, CA 95630
800-275-2764
www.citvaateassociates.com
Hendricks & Associates, Inc.
1825 I Street, NW. Suite 400
Washington, DC 20006
202-429-2705
MGT of America
2123 Centre Pointe Blvd.
Tallahassee, FL 32308
850-386-3191
www.matamer.com
Almont Associates
P.O. Box 338
Almont, CO 81210
970-641-3813
Emergency Services Consulting Inc.
25200 SW. Parkway Ave, Ste. 3
Wilsonville, OR 97070
800-757-3724
www.esci.us
MMA Consulting Group, Inc.
Mark E. Morse, President
41 West Street
Boston, MA 02111
617-426-8049
800-647-6308
TriData Corporation
Public Safety Consulting & Research
1000 Wilson Blvd.
Arlington, VA 22209
203-351-8300
www.tridata.com
CennPenn Systems
Robert Porter, Ph.D.
6261 Warren Avenue
Harrisburg, PA 17112
717-540-0563 Fax: 540-0695
Public Management Group
12015 Sugerland Valley Drive
Herndon, VA 22070-2604
703-478-0980 Fax: 478-0981
Public Administration Service
7927 Jones Branch Dr, S. Wing, 1st Floor
McLean, VA 22102
703-734-8970- Fax: 734-4965
Carroll Buracker & Associates Inc.
101 North Main S1. Suite 110
Harrisonburg, VA 22801
540-564-1500
Dodge Reports
Lori Heldt
4075 30th Avenue
Norwalk, IA 50211
515-981-5654
Allen & Urbain
300 Main Street, Suite 310
Dubuque, IA 52001
Anderson Design
169 Main Street
Dubuque, IA 52001
Durrant Group
700 Locust, Suite 942
Dubuque, IA 52001
Buesing & Associates
1212 Locust Street
Dubuque, IA 52001
Straka Johnson
10502 St. Joseph Drive
Dubuque, IA 52001
Ulstad Architects
1110 Bluff Street
Dubuque, IA 52001
IIW Engineers
4159 Pennsylvania
Dubuque, IA 52001
WHKS
470 Central Avenue
Dubuque, IA 52001
MSA Professional Services
1605 Associates Drive
Dubuque, IA 52001
leMA Technical Assistance
ATTN: Mosi Kitwana, Director
777 North Capital Street NE, Suite 500
Washington, DC 20002-4201
202-984-3649
mkitwana@icma.ora