Dbq Downtown Master Plan RFP's
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MEMORANDUM
May 31,2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Downtown Dubuque Master Plan - Request for Proposals
Housing and Community Development Department Director David Harris requests City
Council approval of the Request for Proposals for consultant services related to the
implementation of the Downtown Master Plan.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
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Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
David Harris, Housing and Community Development Department Director
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CITY OF DUBUQUE, IOWA
MEMORANDUM
22 May 06
To: Micha~\\ Milligen, City Manager
From: David Harris, Housing and Community Development Department
Re: Downtown Dubuque Master Plan - Request for Proposals
Introduction
The purpose of this memorandum is to request the City Council's approval of the
attached request for proposals (RFP) for consultant services relating to
implementation of the Downtown Master Plan.
Discussion
The Leland Consulting report made a number of recommendations for follow-up
consultant studies, for the "Residential Living" element in the Plan, including the
following:
1. Research best practices of downtown housing reinvestment in other
localities;
2. Research barriers to use of tax credit and other reinvestment
programs;
3. Identify existing incentive programs;
4. Redefine existing lending programs to maximize their utility;
5. Perform selected exterior building assessments to recommend case
studies for adaptive re-use
6. Produce marketing materials;
7. Conduct presentations to the City Council and other entities with
interest in reinvesting in downtown housing.
The Fiscal Year 2006 Capital Improvement Programs budget allocated $60 000
for these studies. They have been consolidated into a single request for
proposals.
The attached RFP has been reviewed by a committee consisting of the following
persons: Assistant Manager Cindy Steinhauser, Building Services Manager Rich
Russell; Planning Services Manager Laura Carstens; Dan LoBianco, Executive
Director, Dubuque Main Street; Finance Director Ken TeKippe; and Housing
Director David Harris.
Action Step
The requested action of the City Council is to approve the attached request for
proposals. This will be posted on various national e-sites as well as mailed to
qualified area consulting firms. The response deadline has been set for 30 June.
att
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THE CITY OF C;~-.~
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(563) 589-4239 office :.%...~, ,~/ 1J ,"",,,/ "'~M.;;":" l=/J....,~
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CITY OF DUBUQUE, IOWA
REQUEST FOR PROPOSALS
CONSULTANT SERVICES FOR IMPLEMENTATION OF THE
DOWNTOWN COMPREHENSIVE PLAN.RESIDENTIAL LIVING ELEMENT
INTRODUCTION
The City of Dubuque is seeking proposals from qualified firms to provide professional consulting
services associated with implementation of the Downtown Dubuque Master Plan. The Plan was
completed in December 2003 under a primary contract with the Leland Consulting Group.
The purpose of this planning effort was to further the goals of Vision Downtown, a community-
wide process completed in 2001 that defined a 'future for the heart of our city: Goals for the
Master Plan project included preparation of redevelopment strategies for the downtown,
assimilation and dissemination of necessary information, identification of potential projects for
implementation, formulation of strategies to capitalize on opportunities and overcome barriers to
reinvestment, promotion of political support for allocation of resources and creation of a place
for citizens to 'live, work and recreate:
PROJECT SUMMARY/SCOPE OF WORK
The proposed project consists of three elements. The first element is designed to provide a
baseline of information regarding best practices, analysis of existing barriers to reinvestment,
and a survey and compilation of existing programs of incentives and lending programs. For the
second element, the consultant will assess selected buildings and recommend strategies to
balance competing concerns of building safety, historic preservation and economic feasibility.
The third element requests the consultant to prepare marketing materials which will
subsequently be utilized to inform and educate government, business and lending industry
professionals engaged in downtown revitalization efforts. The consultant will prepare two high-
quality presentations for use in introducing this information to interested groups.
QUALlFICA nONS
A professional consultant experienced in the areas of downtown reinvestment, housing
development, historic preservation, feasibility analysis or related background will be retained by
the City, to prepare the work products described above. The selected consultant must have the
requisite experience and training and have performed similar work for other clients.
Service People Integrity
Responsibility Innovation
Teamwork
INFORMATION TO BE INCLUDED IN PROPOSAL
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.
Letter of Transmittal
Provide a letter of transmittal briefly outlining the firm's understanding of the work and the name,
address, telephone number and fax number of the firm's primary contact person.
Profile of Firm
Provide general information about the firm and firm's area of expertise, including the
qualifications of the project manager and other key personnel who will be assigned to this
project.
(a) The proposal shall include the name of the anticipated 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.
(b) Name and location of other consulting firms that would be used by your firm in the project;
the type and approximate percentage of the work that would be performed by each of these
firms; and the names, qualifications and experience of their personnel who would be
associated with this project.
(c) Experience of the anticipated project manager and other key personnel in performing similar
services.
(d) The proposal shall include at least three references of past clients. These projects must
have been completed within the past five years with the same project manager, consultants
and other key personnel proposed for this project.
(e) The proposal shall discuss the firm's ability to integrate this contract into the present
workload.
Scope of Services
- Element #1: Strategies
1. Research best practices promoting downtown reinvestment in other localities, including
use of land trusts for acquiring and holding parcels for development.
2. Research State barriers to acquiring downtown historic properties and combining tax
credit and other financing programs and their application to Dubuque.
3. Identify incentives available for reinvestment in downtown housing.
4. Redefine existing lending programs to maximize their utility.
-- Element #2: Assessment
1. Perform exterior building code assessments of selected buildings and recommend
methods to achieve code compliance while promoting reinvestment, adaptive re-use and
preservation of historic characteristics of older buildings.
-- Element #3: Mariketing
1. Produce a packet of informational materials for use in marketing a comprehensive
program of incentives to developers of downtown housing.
2. Conduct presentations of these materials to interested developers, real estate investors,
contractors, realtors and lenders engaged in development of downtown housing.
3. Produce a packet of informational materials to inform developers of flexible approaches
for achieving code compliance while realizing objectives of historic preservation and
economic viability.
4. Conduct presentations of these materials to City staff, the City Council, Dubuque Main
Street and other City partners engaged in downtown revitalization activities.
Proposed Project Schedule
Provide a project schedule outlining the time period and estimated completion date for each
element of the proposed scope of services.
Fees and Compensation
Provide a proposed cost budget for completion of the proposed scope of services with cost
breakdowns. Quotation of fees shall remain firm for a period of at least 90 days from the
proposed submission deadline. Please separate the proposed budget from the other portion of
the RFP submittal. Initial screening will be done by the selection committee without benefit of
knowing the consultant's proposed fee for services.
SUBMISSION REQUIREMENTS
An original plus seven copies, plus an electronic copy, of the proposal must be received in the
Housing Department, 1805 Central Avenue, Dubuque, Iowa 52001 by 2:00 p.m. CST on 30
June 2006.
Each bidding firm 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 deliver of the proposals. The City of Dubuque reserves the right to reject any
and all proposals and negotiate changes with any consultant. The City of Dubuque is not liable
for the 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 consultant that are not specified
in any contract. The City of Dubuque is an Equal Opportunity Employer.
All questions and correspondence regarding this RFP should be directed to David Harris,
Director, Housing and Community Development Department, Dubuque, Iowa, 52001, by
telephone at 563-589-4239, by fax at 563-589-4244, or by email at dharris@citvofdubuQue.org.
EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the proposal
format. A review of qualifying proposals will be evaluated by a selection committee.
Consultants may be invited to an interview with the selection committee. Evaluation criteria will
include the following:
. Experience and achievements of the firm.
. Qualifications and experience of principal staff or project team on similar projects.
. Qualifications and experience of any consultants on similar projects.
. Grasp of project requirements, understanding of project scope and level of interest by
firm.
. Design approach/methodology in completing the scope of services.
. Approach to communication throughout the project.
. Ability to deliver the products in a timely manner and within budget.
. Proposed schedule to complete the project.
. Proposed cost to complete the project.
SCHEDULE C
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES
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 of 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 if cancellation is prior to the expiration date. This
endorsement supersedes the standard cancellation statement on the Certificate of
Insurance.
3. shall fumish a 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) Thirty day notice of cancellation to the City of Dubuque.
b) Commercial General Liability policy is primary and non-contributing.
c) Commercial General Liability additional insured endorsement.
d) Govemmentallmmunities Endorsement.
e) Waiver of Recovery under workers compensation.
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
This coverage shall be written on an occurrence, not claims made, form per
project. All deviations or exclusions from the standard ISO commercial general
liability form CG 0001 or Businessowners BP 0002 shall be clearly identified.
Govemmentallmmunity endorsement identical or equivalent to form attached.
An additional insured endorsement identical or equivalent to ISO Form CG 2026
and include as additional insureds: "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."
b) WORKERS COMPENSATION & EMPLOYERS LIABILITY
Statutory for Coverage A
Employers Liability:
$100,000 each accident
$100,000 each employee-disease
$500,000 policy limit-disease
Policy shall include an endorsement waiving right of recovery
against City of Dubuque.
c) PROFESSIONAL LIABILITY:
d) UMBRELLA/EXCESS LIABILITY
$1,000,000
Coverage to be determined on a case-by-case basis by Finance Director.
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.
CODvriaht. Insurance Services Office. Inc. 1994
CG20261185
CITY OF DUBUQUE, IOWA
GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Govemmentallmmunitv. 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 govemmental 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 Coveraae. The insurance carrier further agrees that this policy of insurance shall
cover only those claims not subject to the defense of govemmental 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 Govemment Immunitv. The City of Dubuque, Iowa shall be responsible for
asserting any defense of govemmental 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 Coveraae. 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 govemmental immunity unless and until a
court of competent jurisdiction has ruled in favor of the defense(s) of govemmental immunity
asserted by the City of Dubuque, Iowa.
No Other Chanae in Policy. The above preservation of governmental immunities shall not
otherwise change or alter the coverage available under the policy.