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Dbq Downtown Master Plan RFP's DL;B~E ~c/k.~ 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. (lt~ ct~/lL\/fL Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager David Harris, Housing and Community Development Department Director , ,. 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 $60 000 for these studies. They have been consolidated into a single request for proposals. The attached RFP has been reviewed by a committee consisting of the following persons: Assistant Manager Cindy Steinhauser, Building Services Manager Rich Russell; Planning Services Manager Laura Carstens; Dan LoBianco, Executive Director, Dubuque Main Street; Finance Director Ken TeKippe; and Housing Director David Harris. Action Step The requested action of the City Council is to approve the attached request for proposals. This will be posted on various national e-sites as well as mailed to qualified area consulting firms. The response deadline has been set for 30 June. att H&CD THE CITY OF C;~-.~ DUBLJ(2UE ~c!N--~ -..._..,~~ Housing and Community Development Depa{~11.~:3 ;'~y' ()~: {"- ;...<:......."'-<:-, 1805 Central Avenue ~i'-'-;""'~ u.-:w-:-um~<%:,~+::;:,<,,~v:'~;7~"''''''',:'''u:, Dubuque, Iowa 52001-3656 ] ). 'I Fe? I'T(':)"-rTC' (563) 589-4239 office :.%...~, ,~/ 1J ,"",,,/ "'~M.;;":" l=/J....,~ '__f<Q__<___UUUUlI. (563) 589-4244 fax .. ~..,,< ~';$t.rtv~i~~._" ~~4-~_ :~~?t'~ it<t..;(.:-; W "J'--' ., 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.