RFP_Updated Design Guidelines ManualMasterpiece on the Mississippi
Dubuque
kital
All- America City
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2012
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Request for Proposals (RFP) for Updated Design Guidelines Manual
DATE: December 26, 2012
Planning Services Manager Laura Carstens recommends City Council approval of the
release of a Request for Proposals for an Updated Design Guidelines Manual for the
historic districts and the downtown.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
duat4A., krt., italy,
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Laura Carstens, Planning Services Manager
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Laura Carstens, Planning Services Manager €*' --
SUBJECT: Request for Proposals (RFP) for Updated Design Guidelines Manual
DATE: December 20, 2012
Dubuque
* * * * *;
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Introduction
This memo transmits a draft Request for Proposals (RFP) for a Design Guidelines Update. The
City of Dubuque has received a grant from the National Trust for Historic Preservation to
develop an updated, consolidated Design Guidelines Manual for the historic districts and the
downtown, pending selection of a consultant.
Discussion
Currently, the City has two design guidelines manuals: one for historic districts and one for the
downtown. The manuals are in two different formats, with some content overlap. The project will
include a comprehensive review, update and consolidation of existing guidelines into a single
manual. The update will integrate new guidelines which address accessibility and sustainability
principles.
A consultant will be retained to facilitate stakeholder engagement and produce a high - quality,
user - friendly, on -line design guidelines manual. While our goal is one consolidated manual, the
guidelines based on geographic boundaries might be different to allow for flexibility of use in
Dubuque's many unique, older neighborhoods.
The consultant will initially meet with a Steering Committee which will include such community
stakeholders as local design professionals, developers, business owners, neighborhood and
sub - district representatives (such from as the Millwork District), and Dubuque Main Street.
Once the direction of the project is established and key issues are identified, the consultant will
develop the manual in coordination with a Technical Committee consisting of Planning Services
Staff and select members of the Historic Preservation Commission. Key City staff from other
departments will be invited to participate.
The draft document will be presented to the public and the City Council at work sessions. The
consultant will be expected to effectively coordinate with the committees and the public as well
as produce all materials necessary to facilitate the meetings and work sessions. The work on
this project is anticipated to begin in February 2013, with completion in January 2014.
Requested Action
The requested action is for City Council approval of the enclosed RFP for the project.
Enclosure
cc: David Johnson, Assistant Planner
Planning Services Department
City Hall
50 West 13th Street
Dubuque, IA 52001 -4864
(563) 589 -4210 phone
(563) 589-4221 fax
(563) 690 -6678 TDD
pla n n i n g(a,citv ofdu b u q ue.o rg
THE CITY DUB
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Masterpiece on he Mississippi
CITY OF DUBUQUE, IOWA
DESIGN GUIDELINES UPDATE
REQUEST FOR PROPOSAL
January, 2013
Dubuque
Setti
All -Am
'111'
2012
INTRODUCTION
The City of Dubuque, Iowa is soliciting proposals from qualified consultants to provide
professional services to consolidate and update existing design guideline manuals. Currently,
the City has two design guidelines manuals: one for historic districts and one for the downtown.
The manuals are in two different formats, with some content overlap. The update will include a
comprehensive review and update of existing guidelines as needed into a consolidated Design
Guidelines Manual. The update will integrate new guidelines which address accessibility and
sustainability principles. A consultant will be retained to facilitate stakeholder engagement and
produce a high - quality, user - friendly, on -line design guidelines manual. The consultant's work
on this project is anticipated to begin in February 2013, with completion in January 2014.
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 58,000 persons. The City funds a full range of municipal services. The City's
annual operating and capital budget is over $100 million and funds a full range of services. City
government works in collaboration with the private and non - profit sectors. Sustainability and
downtown, neighborhood, and riverfront planning and revitalization are long- standing priorities
of the City Council. The City's web site is www.cityofdubuque.org.
Dubuque is a community well known for its natural beauty and, in particular, the historic
architecture that makes up much of the downtown and surrounding neighborhoods. As Iowa's
oldest city, Dubuque has had a strong historic preservation ethic since the mid 1970's, with 5
historic districts, 9 conservation districts, and a variety of preservation incentives supported by
an active Historic Preservation Commission.
In 2001, the City Council adopted Historic District Guidelines. The Historic District Guidelines
include the Architectural Guidelines and the Streetscape and Landscape Guidelines for
Dubuque's five historic Districts. These guidelines provide guidance to City staff, residents,
neighborhood associations, and the Historic Preservation Commission for public and private
improvements in historic districts. These guidelines have served as a valuable tool, but are in
need of updating. Critical to that update is incorporating modern accessibility and sustainability
practices. The following is a link to the Architectural and Streetscape /Landscape Guidelines:
www.cityofdubuclue.oro/historicdistrictquidelines
In 2009, the City of Dubuque adopted the Downtown Design Guidelines Manual. The Downtown
Design Guidelines address exterior architectural design as well as streetscape and landscape
design in areas outside of historic districts. The manual is based on the Secretary of the Interior
Standards for the Treatment of Historic Properties. It differs from the Architectural Guidelines for
Service People Integrity Responsibility
Innovation Teamwork
Historic Districts. The Downtown Design Guidelines Manual has greater focus on development
opportunities in the downtown that are not typical in predominantly built -out historic districts; i.e.
new construction, transitional building types, and varying character areas. The following is a link
to the Downtown Design Guidelines: www.citvofdubuque .orq /downtowndesignquidelines
Both documents have proven valuable in directing investment and appropriate development
within their respective areas. The updated manual will build on the best formats and approaches
and create a consolidated, user friendly, on -line resource for all residents of the city.
PROJECT SUMMARY
The manual will consolidate and update the Historic District Guidelines and the Downtown
Design Guidelines into one high - quality, user - friendly, on -line resource. It will be structured to
provide guidance on appropriate treatment approaches for historic resources. While our goal is
one consolidated manual, the guidelines based on geographic boundaries might be different to
allow for flexibility of use in Dubuque's many unique, older neighborhoods. For an
understanding of the historical resources and contexts in Dubuque, please review the historical
reports on the City of Dubuque website: www.citvofdubuque .orq /historicreports.
Paramount to the update and consolidation project will be incorporating accessibility and
sustainability principles into the guidelines. Since 2006, sustainability has become the guiding
principle in the City of Dubuque. In 2009, Dubuque was selected by the National Trust for
Historic Preservation's Office of Sustainability to be one of three communities across the
country to participate in a Preservation Green Lab demonstration project. This project has at the
heart of its mission the concept that the embodied energy (energy previously used to create a
product or building) found in historic structures, needs to be at the heart of a city's sustainability
strategy. One focus of Preservation Green Lab in Dubuque is marrying historic preservation
standards with smart energy systems for adaptive building reuse. The guidelines will need to
clearly communicate these standards as well as additional opportunities.
COORDINATION
The consultant will initially meet with a Steering Committee which will include such community
stakeholders as local design professionals, developers, business owners, neighborhood and
sub - district representatives (such from as the Millwork District), and Dubuque Main Street
representation. Once the direction of the project is established and key issues are identified, the
consultant will develop the manual in coordination with a Technical Committee consisting of City
of Dubuque Planning Services Staff and select members of the City of Dubuque Historic
Preservation Commission. Key City departments and divisions — Planning Services, Housing &
Community Development, Economic Development, Parking, Transit, Public Works, Leisure
Services, Engineering and City Manager's Office /Neighborhood Development -- will be invited to
participate. The draft document will be presented to the public and City Council at work
sessions. The consultant will be expected to effectively coordinate with the committees and the
public as well as produce all materials necessary to facilitate the meetings and work sessions.
DOCUMENT CONTENT
The manual must at a minimum contain an annotated outline of design review issues. The
manual must include excellent visual examples which illustrate appropriate and inappropriate
treatment approaches for building and site features. The manual must also include detailed text
which clearly communicates appropriate and inappropriate treatment approaches for building
and site features. Additional graphics (illustrations, sketches, graphs, tables, flow charts) should
also be used to better illustrate issues and approaches within the document. The Design
Guidelines Manual will become the exclusive property of the City of Dubuque.
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DOCUMENT FORMAT
The specific format of the manual will be outlined by the Steering Committee under the
professional guidance of the consultant with input from the technical Committee. The manual
must be written with the ability to be understood and applied by a layperson planning
preservation, rehabilitation, and restoration projects. The manual will not be printed; rather, it will
be electronically produced and distributed by City of Dubuque Staff. An electronic master of
copy of the document in its original format, in a format suitable for on -line access, must be
furnished to the City of Dubuque upon completion of the project.
ANTICIPATED SCHEDULE/ PROCESS
February, 2013 - Consultant is selected. The consultant will meet with key City Staff to discuss
the project and tour the city of Dubuque.
March 2013 - The Design Guidelines Steering Committee and consultant will participate in a
workshop to discuss existing documents strengths and weaknesses and identify the format and
approach for the consolidated manual.
April 1 2013 - The consultant will submit a final methodology and outline for the project.
April 8, 2013 — The consultant will meet with the Technical Committee. Together the Technical
Committee and consultant will discuss specific issues and opportunities related to the
guidelines.
April 8 — September 2013 - The consultant will coordinate as needed with the Technical
Committee as the draft manual is developed.
September 2 2013 - The consultant will submit draft guidelines to the City; the City will submit
the draft to the State Historic Preservation Office (SHPO) and the City of Dubuque Historic
Preservation Commission (HPC) for review and comment.
September 19, 2013 - The SHPO will submit comments on the draft guidelines to the City. The
Consultant will present the draft guidelines to the HPC at their evening meeting.
October 7, 2013 — The consultant will return the draft guidelines to the City with requested
revisions. The draft document will be forwarded to the HPC and SHPO.
October 17, 2013 - The consultant will host a day -long open house for the public. The
consultant will present the draft to the HPC at their evening meeting.
November 18, 2013 - SHPO will provide final comments to the City. The consultant will present
the draft to the Dubuque City Council at an evening work session.
December 16, 2013 - The City Council will review the final design guidelines.
December 30 2013 - The consultant will submit to the City 5 bound master copies and an
electronic master of copy of the document in its original format.
*The City of Dubuque reserves the right to modify the schedule as the project demands.
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GRANT REQUIREMENTS
The City has received a grant from the National Trust Preservation Fund for the project. The
Design Guidelines Manual must acknowledge participants in the project as well as financial
assistance from the National Trust Preservation Fund. All content must conform to the
"Secretary of the Interior's Standards and Guidelines for the Treatment of Historical Properties"
as well as Technical Preservation Services Preservation Briefs published by the National Park
Service. The consultant must meet the National Park Service Professional Qualifications
Standards for Historic Architecture. The selected consultant shall adhere to insurance
requirements for professional services as detailed in the attached insurance schedule during the
term of the contract agreement. Please provide confirmation that the requirements will be met.
An insurance certificate can be supplied at a later date by the successful consultant.
SUBMISSION REQUIREMENTS
All proposals submitted must be:
• Limited to twenty -five (25) pages
o The 25 -page limit does not include front and back covers (optional), transmittal
letter, references, and fees and compensation
o Fees and compensation must be submitted in a separate envelope
• Bulleted items or outline format is preferred; essay format is acceptable
• Presented in 8' /2 x 11 inch format
• All recyclable materials
• Arial font, minimum 11 point font
• In the same order as described below
• No binders or bindings
• The original proposal will include original signatures, in ink, by authorized personnel, on
all documents that require an authorized signature
• Do not include marketing materials
Failure to provide the required mandatory information may result in a consultant not being
considered. Submitted proposals will not be returned.
The City of Dubuque reserves the right to reject any and all proposals and to negotiate changes
with any consultants. The City of Dubuque is not liable for any cost incurred by any consultants
prior to the execution of an agreement or contract. Nor shall the City of Dubuque be liable for
any costs incurred by the consultant that are not specified in the contract. The City of Dubuque
is an Equal Employment Opportunity Employer.
Proposal Submission Deadline
An original and six (6) copies of each proposal shall be delivered before 12:00 p.m. CST on
Monday, January 21, 2013 to the address given below:
David Johnson, Assistant Planner
Planning Services Department
City of Dubuque
50 W. 13th Street
Dubuque, IA 52001 -4864
The proposals shall be sealed and be clearly labeled: City of Dubuque Design Guidelines
Update Project.
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Each consultant 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.
Questions Regarding this RFP
Questions should be directed to Assistant Planner David Johnson by telephone at (563) 589-
4210 or email at diohnson(a�citvofdubuque.orq.
The City of Dubuque anticipates award of the contract to the successful consultant for this
project by February 5, 2013. Consultants whose proposals are not accepted will be notified as
soon as the selected consultant has been approved.
INFORMATION TO BE INCLUDED IN THE PROPOSAL
To simplify the review process and to obtain the maximum degree of compatibility, the proposal
shall include the following information and shall be organized in the manner specified below.
Letter of Transmittal
Provide a letter of transmittal briefly outlining the consultant's understanding of the work,
general information regarding the consultant and individuals to be involved, and the name,
address, telephone number, and email address for the project manager for the proposal.
Profile of Consultant
The proposal shall include general information about the consultant, the consultant's area of
expertise related to this RFP, and the consultant's official name, address and principal officers,
including the qualifications of the project manager and other key personnel who would be
assigned to the project.
Design approach /methodology
The proposal should include a design approach /methodology in completing scope of services.
The approach and methodology will be subject to change once the project develops further.
Qualifications
1. The proposal shall include the name of the project manager, his or her qualifications and
experience, and the names, qualifications and experience of other key personnel who would
be associated with the project. The proposal must describe how the National Park Service
Professional Qualifications Standards for Historic Architecture will be met. The selection of a
project manager by a consultant will constitute a contractual commitment by that consultant
and a substitute manager will not be allowed without prior written approval by the City of
Dubuque.
2. The proposal shall describe the experience of the consultant in preparing Design Review
Guidelines. The proposal shall include at least three references of past clients with which
the consultant has had similar projects and which have been completed within the past five
years, and the names of the key personnel proposed for this project who worked on the
reference projects.
3. The proposal shall discuss the consultant's ability to integrate this project into the
consultant's present workload.
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4. The proposal shall demonstrate the consultant's ability to perform the work in accordance
with the Professional Qualification Standards as part of the larger Secretary of the Interior's
Standards and Guidelines for Archeology and Historic Preservation.
Fees and Compensation
Provide a budget for completion of the project with itemized expenses. Clearly define
reimbursable costs such as travel, printing, etc. Provide hourly and overhead rates for
personnel, including for additional services. Quotation of fees and compensation shall remain
firm for a period of at least 90 days from the submission deadline. Please separate the
consultant's proposed fees and compensation from the other portion of the RFP
submittal. Initial screening will be done without knowing the proposed fee for services.
Contract
A contract for services must be included in the submittal.
EVALUATION CRITERIA
Proposals will be evaluated by a selection committee. Proposals will be screened to ensure that
they meet the minimum requirements of the proposal. A review of qualifying proposals will
identify the potential consultant which most closely meets the needs of the City of Dubuque.
Consultants may be invited to an interview with the selection committee. Factors to be
considered by the selection committee will include the following:
1. Qualifications and experience of the consultant — reference checks, achievements and
completion of similar projects within the past five years.
2. Project Design Team — qualifications and experience of the principal consulting staff
proposed to work on the project, variety and application of various disciplines within
team, and availability and qualifications of any subcontracting staff.
3. Understanding of historic resources in the City of Dubuque and comprehension of
existing guideline documents.
4. Grasp of the project requirements and understanding of the project scope — the
consultant's analysis, preparation and level of interest.
5. Design approach /methodology in completing scope of services — ideas on the format
and approach to developing the document.
6. Responsiveness and compatibility between consultant and the City of Dubuque- general
attitude, ability to communicate and coordinate.
7. Proposed schedule required to complete project - ability to complete the project on time.
8. Proposed cost to complete project.
F: \USERSV.CARSTEMWP\HPC\Design Guidelines\RFP Design Guide 2013.doc
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