RFP's - Port of Dbq Park, Outdoor Plaza etc.
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MEMORANDUM
May 31,2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Request for Proposals for Architectural and Engineering Services for the
Port of Dubuque Outdoor Plazas and Parking Lot Enhancements
Assistant City Manager Cindy Steinhauser is recommending issuance of a Request for
Proposals for architectural and engineering services for the Port of Dubuque outdoor
plazas near 5th and Bell Streets and enhancements to the parking lot being constructed
by McGraw-HilI.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
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MEMORANDUM
May 30, 2006
TO:
Michael C. Van Milligen, City Manager
FROM:
Cindy Steinhauser, Assistant City Manager
SUBJECT: Request for Proposals for Architectural and Engineering Services for the
Port of Dubuque Outdoor Plazas and Parking Lot Enhancements
Introduction
The purpose of this memorandum is to request City Council approval of the issuance of
a Request for Proposals for architectural and engineering services for the Port of
Dubuque Outdoor Plazas and Parking Lot Enhancements associated with the McGraw-
Hill Project.
Discussion
Recently McGraw-Hili Corporation announced the construction of a 135,000 (??RFP
says 130,000 sq. ft.) square foot office building at the Port of Dubuque. This $18 million
facility when completed will serve as the office building for 276 fulltime employees and
113 part time employees with expansion capacity of up to 700 employees. The building
will be located on the Northwest corner of Bell and 5th Street. However, the building will
have an approximate 45' setback from Bell Street to accommodate an Alliant Energy
utility easement and approximately 90' setback from 5th Street to accommodate the
viewshed corridor for the Grand River Center. The building design will include a public
outdoor plaza area along Bell Street and 5th Street adjacent to the office building of
approximately 45' x 300' along Bell Street, 90' x 300' along 5th Street and a 700 stall
parking lot on the west side of the building. This parking lot will provide employee
parking for McGraw-Hili employees, public parking for visitors to the Port of Dubuque as
well as continue to serve as a festival site for the Port of Dubuque.
As part of the proposed development, the City of Dubuque is responsible for the design
and construction of the public outdoor plaza along Bell Street and 5th Street, and design
review and construction enhancements to the parking lot on the west side for its use as
a festival site. In reviewing the project with Economic Development Director David
Heiar, the City needs to complete design and review with McGraw Hill representatives
this summer and complete construction by June 2007. The project is also subject to the
Port of Dubuque design review process. Based upon this information, the following RFP
schedule is recommended:
June 6
June 19
June 26
Issue RFP
Proposals due
Recommendation to City Manager for approval and contract
signature.
The Fiscal Year 2006 Capital Improvement Programs budget allocated $250,000 for the
construction of a park at the Port of Dubuque along 5th Street adjacent to this building.
Additional funding for the plaza and parking lot enhancements will come from the
proceeds of the sale of land at the Port of Dubuque.
The attached RFP has been reviewed by a committee consisting of the following
persons: Assistant Manager Cindy Steinhauser, Leisure Services Manager Gil Spence;
Planning Services Manager Laura Carstens; and Park Division Manager Bob Fritsch.
Action Step
The requested action of the City Council is to approve the attached request for
proposals. This will be mailed to qualified area consulting firms. Due to the completion
deadline, the response deadline has been set for June 19, 2006.
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CITY OF DUBUQUE, IOWA
REQUEST FOR PROPOSALS
Architectural and Engineering Services for the Port of Dubuque Park, Outdoor Plaza and
Parking Lot Enhancements
INTRODUCTION
The City of Dubuque, Iowa is soliciting proposals from qualified consulting firms to provide
professional architectural and engineering services for the Port of Dubuque Park, Outdoor Plaza and
Parking Lot Enhancements, in accordance with the Port of Dubuque Master Plan.
COMMUNITY BACKGROUND
The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to Illinois and
Wisconsin. The City is approximately 30 square miles in area, with a population of approximately
60,000 persons. The City's annual operating and capital budget is over $100 million and funds a full
range of services. The City's web site is www.citvofdubuque.orq.
The America's River project provides recreational and cultural venues at the Port of Dubuque. This
$188 million project includes the National Mississippi River Museum and Aquarium and the Grand
River Conference and Education Center. These facilities, along with the Grand Harbor Resort and
Waterpark, the Mississippi Riverwalk Recreational Trail, and all its amenities have become the hottest
attractions in the state of Iowa.
PROJECT SUMMARY
The following description is a summary of the Port of Dubuque Park, Outdoor Plaza and Parking lot
enhancements: Outdoor Plaza design, Park design, Parking Lot Enhancement design, construction
documents and construction administration
The Outdoor plaza area consists of an approximately 45' x 300' area adjacent to the Bell Street
sidewalk and the 130,000 square foot proposed office building for McGraw-Hili Companies.
The Park area consists of an approximately 90' x 300' area adjacent to the 5th Street sidewalk and the
130,000 square foot proposed office building for McGraw-Hili Companies.
The Parking Lot consists of approximately 700 parking spaces immediately west of the 130,000
square foot proposed office building for McGraw-Hili Companies. This parking lot will primarily serve
as office parking for employees of McGraw-Hili Companies from 7 a.m. - 6 p.m. Monday - Friday as
well as public parking. The parking lot will also be used as the main festival site for the Port of
Dubuque with utilities sufficient to support these festivals.
PROJECT SITE
The project site is located at the northwest corner of the intersection of Bell and 5th Streets at the Port
of Dubuque. A location map is enclosed.
SCOPE OF WORK
The project will include the following scope of work:
1. Design of an outdoor plaza area along Bell Street adjacent to the office building with
dimensions of approximately 45' x 300'. Design must be reviewed with the City of Dubuque
and McGraw-Hili Company representatives;
2. Design and construction of a green, open space along 5th Street approximately 90' x 300'.
Design must be reviewed with the City of Dubuque and McGraw-Hili Company
representatives; and
3. Design of enhancements to the proposed 700 stall parking lot on the west side of the building
to serve as a festival site for the Port of Dubuque. This parking lot will primarily serve as
employee parking for McGraw-Hili employees as well as public parking for visitors to the Port
of Dubuque. Design must be reviewed with City of Dubuque, McGraw-Hili Company
representatives? and Convention and Visitors Bureau? Or America's River Corporation?
As part of the proposed development, the City of Dubuque is responsible for the design of the public
outdoor plaza along Bell Street, design and construction of the green open space along 5th Street and
design review and construction enhancements to the parking lot on the west side for its use as a
festival site. The City needs to complete design and review with McGraw Hill representatives this
summer and complete construction by June 2007.
The project is also subject to the Port of Dubuque design review process. This process involves
review of projects by the Port of Dubuque Design Review Committee, which meets monthly as
needed to review projects in the Port of Dubuque. The Committee provides recommendations to the
City Manager, who makes final design decisions.
QUALIFICATIONS OF CONSULTANTS
A professionally registered engineer or architect or a consulting firm with professionally registered
engineers and/or architects will be retained by the City to prepare plans and specifications for the
rehabilitation work described above, to oversee the work to be performed, and to manage this project.
The selected consultant must have the requisite experience and have performed similar work in
accordance with the Port of Dubuque Design Standards.
The selected consultant will be expected to consult with the City and representatives from McGraw-
Hill Companies so that the professional standards and best practices for the work will be followed.
The selected consultant will submit plans and specifications to the City for review and approval for
compliance with the Port of Dubuque Design Standards.
All consultants, contractors, and subcontractors will be selected competitively in accordance with
Federal, State and City requirements.
INFORMATION TO BE INCLUDED IN PROPOSAL
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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 consultant's understanding of the work and the
name, address, telephone number and fax number of the consultant's primary contact person.
Profile of Firm
Provide general information about the consultant firm and firm's area of expertise as regards to this
RFP, including the qualifications of the project manager and other key personnel who would 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
architectural and engineering services.
(d) The proposal shall include at least three references of past clients with similar projects. These
projects must have been completed within the past five years with the same project manager, sub-
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
The proposed scope of services will describe the firm's approach to completing the proposed scope of
services. The scope of services will include, but may not be limited to, the consultant's approach to
accomplishing the following tasks:
1. Prepare conceptual design documents
2. Prepare construction documents and engineering estimate in hard copy and electronic format.
3. Submit construction documents to the City for their review and approval.
4. Coordinate issuance of plans and specifications for bidding.
5. Provide all bid-related documents and plans.
6. Review bids, prepare bid tabulation, and recommend bid for construction contract award.
7. Conduct pre-construction conference with contractors and City staff.
8. Provide construction administration.
9. Review progress payments and develop change orders and punch list.
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Proposed Project Schedule
Provide a project schedule outlining the time period and estimated completion date of the proposed
scope of services.
Fees and Compensation
Provide a proposed cost plus expenses budget for completion of the proposed scope of services with
cost breakdowns. Quotation of fees and compensation 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 four copies of the proposal must be received in the City Manager's Office, 50 W. 13th
Street, Dubuque, Iowa 52001 by 5:00 p.m. CDT on June 19, 2006.
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 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 Cindy Steinhauser,
Assistant City Manager, City Manager's Office, 50 West 13th Street Dubuque, Iowa, 52001, by
telephone at 563-589-4110, by fax at 563-589-4149, or by email at csteinha@citvofdubuque.orq.
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 consulting staff or project team on similar projects.
. Qualifications and experience of any sub-consultants on similar projects.
. Grasp of project requirements, understanding of project scope and level of interest by
firm/consultant.
. 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.
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