Port of Dubuque Marina Project_Rejection of Facility Management ProposalsMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Reject Marina Facility Management Proposal
DATE: March 28, 2013
Dubuque
All- America City
II 111!
2012
In January 2012, an RFP for Marina Facility Management Services was released. The
RFP was downloaded by over 40 individuals and business, however, the City received
only one proposal.
Since only one proposal was received, further research was conducted with a number
of individuals and businesses that had requested RFP's but did not submit. The
consensus among those contacted was that it was difficult for them to create a business
plan proposal based on a new transient marina facility. Specifically, there was no
history of a 100% transient marina facility, particularly a marina with a convenience
store component of the business was also an unknown in this location. Additionally it is
a new business venture so it was difficult for them to balance the risk with investment.
Staff additionally sought more information from experts in the marina field. The other
experts had a very important piece of advice for us. This will be like any other start up
business in that it will take 1 -3 years to get your feet on the ground with an established
clientele. The establishment of these relationships, word of mouth and repeat business
will create the critical mass for success, especially with this new transient marina. The
first year will be critical to setting a successful foundation for years to come. A deep
understanding of the marina business including docks, fueling, staffing, budget,
marketing, convenience amenities and services is necessary. The consensus was that
getting this foundation established was critical to the future.
Leisure Services Manager Marie Ware recommends rejection of the marina facility
management proposals.
I concur with the recommendation and respectfully request Mayor and City Council
approval to reject the marina facility management proposals and issue a new RFP.
Also, the City will develop a management plan for operation of the marina facility for City
Council consideration.
Michael C. Van Milligan
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Marie L. Ware, Leisure Services Manager
2
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Manager
SUBJECT: Reject Marina Facility Management Proposal
DATE: March 28, 2013
INTRODUCTION
The purpose of this memorandum is to recommend rejection of marina facility
management proposals.
BACKGROUND
Dubuque
ktratd
All - America City
'1 111!
2012
The Engineering Department in January of 2012 released an RFP for Marina Facility
Management Services. The RFP was downloaded by over 40 individuals and
businesses. Only one proposal was submitted and it was from Dubuque River Rides.
Assistant City Engineer Bob Schiesl and I met with Walter and Nancy Webster of
Dubuque River Rides to discuss their proposal and the details contained within. The
Webster's did a lot of research in developing and preparing their proposal and worked
with several local vendors as well.
Since only one proposal was received further research was conducted with a number of
individuals and businesses that had requested RFP's but did not submit. The
consensus among those contacted was that it was difficult for them to create a business
plan proposal based on a new transient marina facility. Specifically, there was no
history of a 100% transient marina facility, particularly a marina with a convenience
store component of the business was also an unknown in this location. Additionally it is
a new business venture so it was difficult for them to balance the risk with investment.
Per your request we additionally sought more information from experts in the marina
field. Conversations were held with Marina Management Services of Boca Raton,
Florida and Westrec Marinas of Chicago, Illinois. All agreed that the 100% transient
nature of our marina makes it much more difficult establish a business plan especially in
the first years. Each of them shared the marina may be best operated by the City the
first several years to get the marina established and develop occupancy rates,
expenses and revenue history which would be much more attractive to management
services.
They shared options to have a start up consultant and /or an oversight management
proposal that could assist the City in becoming the operator. These services offer
specific expertise in marina operations. Recently we were contacted by Lunde Williams
of Fitchburg, Wisconsin offering professional services regarding consulting on marina
startup services.
DISCUSSION
The RFP allowed the respondent to offer a proposal based upon their own proposal of
marina management services for the Port of Dubuque Marina. Dubuque River Rides
offered us one option. In receiving only one it was very important to do the additional
contacts shared above.
The other experts we sought out had a very important piece of advice for us. This will
be like any other start up business in that it will take 1 -3 years to get your feet on the
ground with an established clientele. The establishment of these relationships, word of
mouth and repeat business will create the critical mass for success especially with this
new transient marina. Our first year will be critical to setting a successful foundation for
years to come. A deep understanding of the marina business including docks, fueling,
staffing, budget, marketing, convenience amenities and services is necessary.
The consensus was that getting this foundation established was critical to our future.
This leads us to weigh all the feedback received and recommend rejecting Dubuque
River Rides proposal.
Our next step would to be issue a new RFP for startup and operations contractual
services to gain the expertise and deep understanding necessary for our marina
operations. The Department will be putting together a management plan for the marina
for consideration.
RECOMMENDATION
I respectfully recommend that the proposal for the Marina Facility Management be
rejected.
MLW:et
copy Bob Schiesl
2
LETTER OF TRANSMITTAL
Running a full service transient marina facility is similar to running an excursion
boat /restaurant/catering business, placing the customers first and doing the best to meet
or exceed their expectations.
The principal contact is
Walter Webster
500 E 3rd St, Dubuque, IA 52001
Phone 583 -8093
boats@dubuqueriverrides.com.
This proposal is valid for not less than 90 days from the proposal closing date.
Walter L Webster
1
PAGE 1
PAGE 2
PAGE 3
PAGES 4 - 5
PAGE 6
PAGE 7
PAGE 8
PAGE 9
PAGE 10
PAGES 11 -13
INDEX
LETTER OF TRANSMITTAL
INDEX
PROFILE OF FIRM
SCOPE OF SERVICES
HOURS OF OPERATION
OPERATORS QUALIFICATIONS
REFERENCES
CONTRACT ARRANGEMENTS
CERTIFICATE OF INSURANCE
FIRST YEAR FINANCIALS
2
PROFILE OF FIRM
My wife, Nancy, and I have run Dubuque River Rides and the Ice Harbor Restaurant and
Catering for the last seventeen years. I grew up and have operated many different vessel
types and sizes on the Mississippi River.
Nancy has a strong background in group sales with Sundown Ski Area and then Dubuque
Greyhound Park, where she was also manager of the gift shop.
My father and I owned, built and operated several small TV cable systems. Then I
worked for Congressman Tom Tauke and Dain Bosworth before purchasing the Spirit of
Dubuque from Bob and Ruth Kehl.
We have grown Dubuque River Rides from a single vessel to two vessels, a restaurant
and a catering business.
We are a mom and pop business that is customer orientated with a seasonal staff of
around twenty five to thirty full and part time employees. Our business is located right
next to the marina, so being able to supervise will not be a large challenge.
Most of our staff is seasonal, with many returning year after year. Many fall under USCG
regulations, which include drug testing and learning mandatory drills and customer
relations. Training new staff every year is a given in this industry. Jim Mulgrew has
agreed to help us with c -store and fuel inventory, delivery and record keeping. Rob Apel
of Myers Cox will also help advise us on the c -store aspects.
West Marine would be our supplier for boating accessories.
3
SCOPE OF SERVICES
Since we have been in the Port of Dubuque for the last seventeen years, we have seen
many changes and have adapted to many new challenges. Our unique ability to adapt our
business to accommodate these changes gives us the flexibility to take on the additional
challenge.
The daily routine for clean up, preparation, maintenance, and check lists is part of the
customer service and regulations we have to accept in our line of work. Getting the boats
ready for the various inspections is commonplace. With the United States Coast Guard
annual inspection the marine staff must complete four drills: fire, man overboard,
collision, and abandon ship.
City Restaurant, OSHA, United States Food and Drug Administration are some of the
other inspections that we have to be constantly ready to demonstrate. Our unique
Homeland Security Plan will be carried over to the Marina as well. Anything that is
outside and available to the public needs constant care and maintenance.
Advertising the transient boat dock would include the following. Placing ads in the
following: Quimby's River Guide, Big River Magazine, Chamber Visitors Guide, the
marina web page, local advertising and other boating magazines is part of the marketing
plan. Chamber Visitors Guide and out side Dubuque advertising would focus on
Dubuque as a destination. Local advertising would focus on the boater who trailers their
boat and are looking for short term dockage with easy access. The marina needs to be
marketed as a "destination" marina, not just another place to stay. Many marinas have the
same services and amenities but not the proximity to other attractions and hotels. The city
should add a bus /trolley stop to the area. Packages with attractions and hotels will be put
together.
The two businesses are similar and complementary.
Since this is one of the few marinas with a c- store, we have been able to get Jim Mulgrew
as an advisor for the c -store and fueling aspect. By doing this we were able to compare
sales revenues for the marina location. This store would be a seasonal business and have
a very narrow window of "peak" season from about the middle of June, when all the
schools are out until the fourth week of August, when classes resume. There would be
three "large" weekends, Memorial Day, July 4th, and Labor Day.
Inventory control for the c -store will be critical for its profitability. With the short
seasonal window, not having a lot left at the end of the season will be critical. We can
absorb some of the product into our restaurant; the rest will probably have to be thrown
away.
4
In the discussions we have had with Jim Mulgrew, keeping the shower area and public
restrooms clean will be a constant battle, thus adding more labor cost.
Most boaters are price sensitive. Purchasing as much as they can at grocery stores and
loading up before they get to the marina. I know, I've owned several small boats,
including three houseboats, and we always took along extras
Also influencing revenues is the price of fuel. Dollar vs. Euro, Europe debt, and summer
maintenance of the refineries will affect the price. If marina fuel prices exceed $4.00,
there will be a substantial drop off in traffic. Also, most marinas have an incentive for
their renters on fuel purchases.
When the projections for the marina were initially done, the boating traffic was
substantially different. Houseboats and "go fast" boats dominated the river with a few
pontoon boats. Now it is just the opposite, large numbers of pontoon boats and very few
"go fast "and houseboats. Five years from now this will probably change again, but not
with the current economy. As I understand it, there are no longer waiting lists for boat
slips and the marinas are using the empty slips for transient boaters.
A.J. Becker said he had 54 transient boats last year and that included the weekend of a
poker run. Keith Kann said he had 15 transients last year plus 12 for the July 4th weekend.
Keith is projecting marina fuel to approach $5.00 per gallon this season. If that happens
river traffic will greatly decrease, even jet skis.
At the Passenger Vessel Association convention two weeks ago, David Altig of the
Federal Reserve System gave a presentation. He said that the Fed has the best economic
minds in the world and that the economy is in uncharted water. There is no history to fall
back on and no one really knows what will happen.
The other influencing factor for the project is the weather. Rainy weekends and high
water as well as flood gate closings could have a substantial impact on marina businesses.
The transient boat portion of a marina's income is small. The bulk of the income is from
annual slip rental and repairs, neither of which will be provided at this marina.
While interviewing current boat owners, many said they do not make reservations for
dock space until the last minute, for various reasons ranging from lock delays to weather
to just stopping where they want to along the way.
This project will be challenging and the city will have to show a lot of flexibility and
support with the leasing agreement since there is no track record and at best this budget is
an estimate.
5
HOURS OF OPERATION
MAY 1st TO FRIDAY BEFORE MEMORIAL DAY 9 -5
MEMORIAL WEEK END TO AND INCLUDING LABOR DAY WEEKEND
8AM TO 8 PM OR AS NEEDED
TUESDAY AFTER LABOR DAY TO MID OCTOBER 9 -5
APRIL, NOVEMBER AND OCTOBER AS NEEDED FOR STORE AND FUEL ONLY
WATER AND SEWER WILL DEPEND ON THE TEMPERATURE
6
OPERATORS QUALIFICATIONS
We would hire seasonal personnel who would be trained to a level of competence to
deliver a high quality product.
Nancy and I have been involved in the hospitality industry for more years than we have
owned Dubuque River Rides. In 2011 we were awarded the 2011 Dubuque Individual in
Hospitality Award.
Operating a full service convenience store is very similar to operating a restaurant. We
have relationships with Myers Cox, Sysco Foods, 7G Distributing, and Matthews
Distributing. Myers Cox will help with merchandise selection, variety, pricing and setup.
We currently have concession/bar /gift shop areas on both boats.
Because of all the USCG regulations, we have all of the pollution response material on
hand in case of a minor spill and know how to deploy the material. We have an excellent
relationship with the USCG and also with our vendors.
We currently purchase all our fuel and lubricants from Mulgrew Oil. Mulgrew Oil's
personnel will act as advisors in regards to training, operations, safety, pricing and record
keeping.
We currently operate a restaurant, Ice Harbor Restaurant and Catering, and a gift
shop /ticket office associated with our current business. Nancy also managed the gift shop
when she was employed at Dubuque Greyhound Park.
Considering our extensive background as small business owners and operators and our
familiarity with the river and hospitality related sectors, we feel confident in being able to
provide a facility of which Dubuque can be proud.
7
REFERENCES
DOUGLAS HORSTMANN
PRESIDENT & CEO
DUBUQUE BANK & TRUST
563 -589 -2000
MOLLY GROVER
PRESIDENT & CEO
DUBUQUE AREA CHAMBER OF COMMERCE & TOURISM
563 -557 -9200
DAVID BABLER, FINANCIAL ADVISER
APRIL BOUL, PARA PLANNER
AMERIPRISE FINANCIAL SERVICES
563 -585 -1606
8
CONTRACT ARRANGEMENTS
Since this is a completely new endeavor for the city and us. We suggest the following:
First year- Pay us a $30,000 management fee plus a 0% interest forgivable loan and cover
any short fall.
Second year -Pay us a $30,000 management fee plus a 0% interest forgivable loan and
cover any short fall.
Third year — Sit with city staff and work out a budget with incentives for both sides.
Fourth and Fifth year — Same as third.
The marina is a great asset for the city and we are willing to work with the city to make it
work for the benefit of everyone.
9
- -�
Marina Forecast YEAR ONE
- -__
---
-�
DOCK SALES
SLIP RENT
MIMI
APRIL
MAY
JUNE
JULY
AUGUST
SEPT
OCT
�_
10
NOV-
TOTAL
154
MAR
0
--
SLIP STAYS
3
11
25
50
35
20
$30 AVERAGE
90.00
330.00
750.00
1,500.00
1,050.00
600.00
300.00
-
$ 4,620.00
INDIVIDUAL DAY HOURLY
-
330.00
--
750.00
1,500.00
1,050.00
_--
_-,
600.00
-
300.00
-__
-
$ 4,620.00
INDIVIDUAL NIGHT HOURLY
_�---
90.00
Total Sli• Rental Income
Total Patio Rental Income
�
0
0
0
100
100
0
0
0
200
•
-
-��
FUEL
- -_
-
-
--
GAS IN GALLONS
0
4000
7500
16500
16500
1500
500
0
46500
DIESEL IN GALLONS
300
500
600
600
300
100
0
2400
NET SALES @ $0.40 /GAL
MARGIN
0
1,720.00
3,200.00
6,840.00
6,840.00
720.00
240.00
-
$ 19,560.00
MIMI
PUMP OUT INCOME
—_—
QUANTITY
0
6
8
10
10
10
10
0
54
• $15.00 EA
-
90.00
120.00
150.00
150.00
150.00
150.00
-
$ 810.00
Total Net Dock Sales
2,140.00
4,070.00
8,590.00
8,140.00
1,470.00
690.00
-
$ 25,190.00
C -STORE SALES
--
1,500.00
3,000.00
8,000.00
-_
10,000.00
4,000.00
--
2,000.00
-
$ 28,500.00
GROSS SALES
-
-
NET SALES • 25% MARGIN
-
375.00
750.00
2,000.00
2,500.00
1,000.00
500.00
-
$ 7,125.00
Total Net Sales i.e. Gross Profit
90.00
2,515.00
4,820.00
10,590.00
10,640.00
2,470.00
1,190.00
-
$ 32,315.00
11
12
OPERATING EXPENSES
MANAGEMENT FEE
0
5000
5000
5000
5000
5000
5000
0
$ 30,000.00
LABOR
HOURS C -STORE
32
544
720
744
744
484
320
0
3588
TOTAL LABOR COST
640
10880
14400
14880
14880
9680
6400
0
$ 71,760.00
UTILITIES
---
_---
1
-_�
--
GAS
30
30
30
30
30
30
30
150
360
ELECTRIC
200
200
500
1000
1500
750
200
500
4850
WATER
--
50
50
50
50
50
50
50
250
600
SEWER
50
50
50
50
50
50
50
250
600
TELEPHONE
=ill
50
50
50
50
50
50
50
250
600
INTERNET
30
30
30
30
30
30
30
150
360
WEB PAGE
50
50
50
50
50
50
50
600
950
GARBAGE
150
150
150
150
150
150
150
0
1050
TOTAL
1250
11490
15310
16290
16790
10840
7010
2150
$ 81,130.00
--_!_-
CLEANING SUPPLIES
STORE
LICENSES
-
TOBACCO
-
-
-
--
100
0
0
0
0
0
0
0
100
BEER -WINE
115
0
0
0
0
0
0
0
115
FOOD --
150
0
0
0
0
0
0
0
150
FUEL PUMP
200
0
0
0
0
0
0
0
200
TOTAL
--
565
0
0
0
0
0
0
0
$ 565.00
UNIFORMS
-
-_
50
50
25
50
25
50
$ 250.00
REPAIRS
MIMI
- -
-_
25
25
25
25
25
25
$ 150.00
REPAIRS VANDALISM
-_
50
50
50
50
50
50
$ 300.00
-
-��
SOFTWARE
------
SYSTEM
2000
,-
,_-
RESERVATION
ACCOUNTING
500
200
200
200
200
200
200
1000 $ 2,700.00
WEB PAGE
200
-- 2700
- -
- --_-
-�
-�
-
-1
-_-
TOTAL
12
ADVERTISING
VISITERS GUIDE
2000
2000
QUIMBY'S RIVER GUIDE
1000
1000
INTERNET ADVERTISING
0
LOCAL PAPER /RADIO
200
200
200
200
200
200
0
1200
BIG RIVER MAGAZINE
1000
1000
BROCHURE
800
800
PHONE BOOK
50
50
50
50
50
50
250
550
TOTAL
4800
250
250
250
250
250
250
250
$ 6,550.00
INSURANCE
DRAM SHOP
200
200
LIABILITY
6000
6000
TOTAL
6200
$ 6,200.00
SETUP
_
TELEPHONE
600
LABOR DOCK
HOURS
16
272
360
372
372
242
160
0
1794
TOTAL LABOR COST
240
4080
5400
5580
5580
3630
2400
0
$ 26,910.00
CLEANING SUPPLIES
MARINA
200
200
200
200
200
200
200
$ 1,400.00
CREDIT CARD FEES FUEL
0
516
960
2052
2052
216
72
0
$ 5,868.00
CREDIT CARD FEES ALL ELSE
5.40
119.10
234.60
545.70
578.70
182.10
89.70
0
$ 1,755.30
Total Operating Expenses
$ 235,838.30
Net Income (Loss)
$(203,523.30)
13
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
Gus Psihoyos, City Engineer
FROM: Robert Schiesl, Assistant City Engineer
Dubuque
bierd
All-America City
1
2007
SUBJECT: Port of Dubuque Marina Project
Request for Proposals for Marina Facilities Management Services
DATE: November 2, 2011
INTRODUCTION
The purpose of this memorandum is to request City Council approval to initiate the
Request for Proposals process for Marina Facilities Management Services for the Port
of Dubuque Marina Project.
BACKGROUND
The City of Dubuque, in cooperation with the Iowa Department of Natural Resources,
will receive a $3,037,802 BIG Tier 11 (Boating Infrastructure Grant) from the U.S. Fish
and Wildlife Service to develop a visiting boating facility along the Mississippi River at
the Port of Dubuque.
The new and expanded Port of Dubuque Marina facility is currently under construction
and will be located along the northerly shoreline of the Ice Harbor, adjacent to the new
National Rivers Center and the Museum's future outdoor Mississippi Plaza.
On April 18, 2011, Newt Marine Service was awarded Bid Package No. 1 - Transient
Docks and Utilities (dock dock fabrication, assembly and installation, and fuel system
installation) in the amount of $1,737,732.15. The expanded marina facility will have a
total of 70 transient slips, consisting of 46 — 30 -foot slips, 20 — 40 -foot slips, 4 — 50 -foot
slips, and will include water and electrical connections; a fuel dock and sanitary pump -
out facilities. The marina facility will have two (2) shore entry/exit locations and each will
have an 80 -foot, ADA- compliant access gangway.
On August 15, 2011, Portzen Construction was awarded Bid Package No. 2 - Amenities
Building & Site Work in the amount of $1,539,000.00. The new landside amenities
service building will be approximately 3,000 square feet and will be located abutting the
southeast corner of the National Rivers Center. The amenities building will provide
services and accommodations such as: marina management facilities; dockside shower
suites; restrooms; a laundry facility; and a ship store. The new amenities building will be
constructed to be universally accessible. The ship store will provide services to boaters
such as marine related supplies and accessories, convenience store goods,
informational kiosk and tourism destination information.
DISCUSSION
Now that the marina facility plans are fully completed and construction is underway, the
City can now begin the process of developing and preparing a Marina Facilities
Management RFP for the solicitation of prospective operators to manage the marina
facility. The City will also reserve the right to develop and submit a Facilities
Management proposal to manage and operate the marina facility through the Leisure
Services Department.
The selected qualified operator is preferred to have the management staff and
experience in a combination of the following; marina operations and services, retail
operations, customer service and the hospitality industry. The qualified operator shall
provide facilities management services to assist the City in establishing policies,
standards, and procedures for the efficient operation of the marina facility. The facilities
management services to be furnished include, but shall not be limited to, assisting City
in carrying out the functions of marina planning, marketing, real estate management,
equipment and building utilization and maintenance, security, scheduling, fees, service
standards, purchasing, accounting, budgeting, safety, insurance and claims, employee
selection and training per City guidelines, public relations, equipment selection, and all
other normal managerial functions reasonably required in the day -to -day operation of a
full service transient marina facility. Any marina employees will be that of the marina
operator and not the City, unless the Leisure Services Department is selected to
manage the marina facility.
The Project Steering Committee will assist with the marina management
process and will provide input through the implementation of the Marina
Management Services development phase for the project. The Project
Committee for Port of Dubuque Marina Project includes:
Robert Schiesl, Assistant City Engineer
Laura Carstens, Planning Services Manager
Jenny Larson, Budget Director
Don Vogt, Public Works Director
Marie Ware, Leisure Services Manager
Ken TeKippe, Finance Director
Keith Rahe, Dubuque Area Chamber of Commerce
PROJECT SCHEDULE
selection
Facilities
Steering
The preliminary schedule for the Port of Dubuque Marina, Marina Facilities
Management Services selection and implementation process is as follows:
• RFP's Released for Solicitation:
• Response Proposals Due:
• Committee Review & Interview:
• Recommendation to City Council:
• Operator Participate in Marina Construction:
• Management Plan Implementation:
• Begin Marina Management:
November 8, 2011
December 29, 2011
January 3 thru 27, 2012
February 6, 2012
February - May 2012
February - May 2012
May 2012
BUDGET IMPACT
It is not yet known how the Marina Facilities Management Services contract will impact
the budget until business proposals are received and a full operational plan is
developed. However, staff is confident that the first class facilities and amenities offered
with the new and expanded Port of Dubuque Marina facility in conjunction with an
aggressive marketing, tourism and advertising campaign, that the Marina facility will be
a self sustaining operation in the long term.
ACTION TO BE TAKEN
I respectfully request City Council approval and authorize staff to initiation of the
Request for Proposals process for Marina Facilities Management Services for the Port
of Dubuque Marina Project.
Attachment
Prepared by Robert Schiesl, Assistant City Engineer
cc: Jenny Larson, Budget Director
Laura Carstens, Planning Services Manager
Don Vogt, Public Works Director
Marie Ware, Leisure Services Manager
Ken TeKippe, Finance Director
Keith Rahe, Dubuque Area Chamber of Commerce
F: \PROJECTS \Port of Dubuque - Marina Project \Marina Management \Council & Staff Documents
Dubuque
kard
All- America City
1
0
2007
Masterpiece on the Mississippi
PORT OF DUBUQUE
MARINA PROJECT
MARINA FACILITY MANAGEMENT SERVICES
REQUEST FOR PROPOSAL
CITY OF DUBUQUE
ENGINEERING DEPARTMENT
JANUARY 23, 2012
REQUEST FOR PROPOSAL (RFP)
THE CITY OF
1IYtJ1rijJEPHONE
ISSUE DATE: January 23, 2012
NO: 563 - 589 -4270
FAX NO: 563 - 589 -4205
EMAIL: bschiesl @Cityofdubuque.org
Masterpiece on the Mississippi
SUBMIT PROPOSAL /OFFER PRIOR TO:
CLOSING DATE: February 17, 2012
CLOSING TIME: 2:00 P.M. (CDT)
SUBMIT TO:
See Section 12.0
FAX / EMAIL NOT ACCEPTED
PROJECT DESCRIPTION:
Port of Dubuque Marina Project
Marina Facility Management Services
City of Dubuque, Iowa
RECEIPT OF PROPOSAL
0 If you are considering a response
the left, fill in the information below
that you received this RFP.
NOT INTENDING TO REPLY
If you do not want to respond to
ACKNOWLEDGEMENT
to this RFP, please mark the box to
and return this sheet as a confirmation
TO PROPOSAL
this RFP at this time, please mark the
below and return this sheet only.
box to the left, fill in the information
COMPANY NAME:
DATE:
MAILING ADDRESS:
CITY /STATE:
ZIP CODE:
AUTHORIZED SIGNATURE:
PRINTED NAME:
TITLE OF AUTHORIZED REPRESENTATIVE:
EMAIL:
PHONE:
Port of Dubuque Marina Project
Marina Facility Management Services
City of Dubuque, Iowa
Masterpiece on the Mississippi
Request for Proposal - Table of Contents
JANUARY 23, 2012
SECTION PAGE
1.0 Introduction 4
2.0 Community Background 4
3.0 Marina Project Background 5
4.0 Marina Project Funding 6
5.0 Marina Management Development Schedule 6
6.0 Marina Facility Location 6
7.0 Transient Marina Facility - Defined 7
8.0 Marina Facility Operations 7
9.0 City Provided — Furnishings, Fixtures & Equipment 9
10.0 Operator Qualifications 9
11.0 Preliminary Scope of Services 10
12.0 Information to be Included in Proposal 13
13.0 Proposal Questions & Answers 15
14.0 Submission Requirements 16
Appendix A RFP Rules and Protest Procedure 18
Appendix B Insurance Requirements 20
Appendix C Marina Facility Overview & Graphic Renderings 24
Appendix D DNR Big Tier 2 Grant Funding Agreement 47
Port of Dubuque Marina Project
Marina Facility Management Services
City of Dubuque, Iowa
Masterpiece on the Mississippi
Marina Facility Management Services
Request for Proposal
JANUARY 23, 2012
1.0 INTRODUCTION
The City of Dubuque, Iowa (hereafter referred to as the City) is soliciting competitive
sealed proposals from prospective qualified marina management operators (hereafter
referred to as the Operator) for the management and operational oversight of the full
service transient marina facility located in the Port of Dubuque Ice Harbor.
Now that the Marina Facility plans are fully completed and construction is underway, the
City will now begin the process of developing and preparing a Marina Facility
Management Request for Proposals (RFP) for the solicitation of prospective operators
to manage the Marina Facility. The selected Operator will be expected to enter into a
contract with the City of Dubuque and to perform all contractual obligations under the
general direction and coordination of the City as authorized by the City Council.
2.0 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 people. The City's annual operating and capital
budget is nearly $116 million and funds a full range of services. The City's web site is
www.Cityofdubuque.org.
The community has a stable and diversified manufacturing base and a growing service
sector. Dubuque is the major retail, medical, education and employment center for the
tri -state area. Tourism continues to be a major economic force in the community. City
government works in collaboration with the private sector to promote economic
development. The job creation and unemployment numbers show that Dubuque is
growing steadily in the current economic climate. Dubuque's construction numbers
reveal an even more encouraging picture. The City has formed strong relationships
with the local business community to promote continued economic growth and success.
3.0 MARINA PROJECT BACKGROUND
In 2005, the Abonmarche Group, a consulting firm specializing in marina development,
completed a comprehensive transient boating market feasibility study for the local tri-
state area. The study's purpose was:
• To determine if a market exists for improved transient marina facilities.
• To validate local assumptions and determine if the expenditure of financial
resources will attract transient boaters.
The market feasibility study indicated a strong demand for slips for transient boaters
that cannot be met by the area's existing private marinas. This statistical study indicates
a theoretical potential demand for 800 slips in the primary and secondary Dubuque
market area. This, coupled with the full occupancy and waiting list at some marinas,
leads to the conclusion regarding an actual demand for approximately 200 transient
slips for the primary market area for Dubuque. The feasibility study found sufficient
market demand and validates local expectations about the market for improved
facilities.
Based on the credible findings of the market feasibility study, the City of Dubuque, in
cooperation with the Iowa Department of Natural Resources (Iowa DNR), in 2007 was
awarded an unprecedented $3,037,802 BIG (Boating Infrastructure Grant) Tier II grant
from the U.S. Fish and Wildlife Service (U.S. FWS) to develop a transient boating facility
at the Port of Dubuque.
The new and expanded Port of Dubuque Marina facility is currently under construction
and will be located along the northerly shoreline of the Ice Harbor, adjacent to the new
National Rivers Center and the Museum's future outdoor Mississippi Plaza.
On April 18, 2011, Newt Marine Service was awarded Bid Package No. 1 - Transient
Docks and Utilities (dock dock fabrication, assembly and installation, and fuel system
installation) in the amount of $1,737,732.15. The expanded marina facility will have a
total of 70 transient slips, consisting of 46 — 30 -foot slips, 20 — 40 -foot slips, 4 — 50 -foot
slips, and will include water and electrical connections; a fuel dock and sanitary pump -
out facilities. The marina facility will have two (2) shore entry/exit locations and each will
have an 80 -foot, ADA- compliant access gangway.
On August 15, 2011, Portzen Construction was awarded Bid Package No. 2 - Amenities
Building & Site Work in the amount of $1,539,000.00. The new landside amenities
service building will be approximately 3,000 square feet and will be located abutting the
southeast corner of the National Rivers Center. The amenities building will provide
services and accommodations such as: marina management facilities; dockside shower
suites; restrooms; a laundry facility; and a ship store. The new amenities building will be
constructed to be universally accessible. The ship store will provide services to boaters
such as marine related supplies and accessories, convenience store goods,
informational kiosk and tourism destination information.
Construction of the new Port of Dubuque Marina will be completed in May 2012 and the
facility will be fully operational for the 2012 summer recreational boating season.
4.0 MARINA PROJECT FUNDING
The City has established funding for the new Port of Dubuque Marina Facility. The
maximum budget for the project is $4,126,752 including design and complete
construction of Bid Package No. 1 - Transient Docks and Utilities and Bid Package No.
2 - Amenities Building & Site Work, and will include providing all fixed furnishings,
fixtures and equipment. The project funding summary is as follows:
Fund Description
Fund Amount
Federal BIG Tier II Grant
$3,037,802
City - Local Match
1,088,950
Total Project Funding
$4,126,752
It is not yet known how the Marina Facilities Management Services contract w'll impact
the budget until business proposals are received and a full operational plan is
developed. However, staff is confident that the first class facilities and amenities offered,
while managed properly in conjunction with an aggressive marketing, tourism and
advertising campaign, the new Port of Dubuque Marina Facility will be a self sustaining
operation in the long term.
5.0 MARINA MANAGEMENT DEVELOPMENT SCHEDULE
The preliminary schedule for the Port of Dubuque Marina, Marina Facilities
Management Services selection and implementation process is as follows:
• RFP's Released for Solicitation:
• Response Proposals Due:
• Committee Review & Interview:
• Recommendation to City Council:
• Operator Participate in Marina Construction:
• Management Plan Implementation:
• Begin Marina Management:
6.0 MARINA FACILITY LOCATION
January 23, 2012
February 17, 2012
February 20 thru 29, 2012
March 5, 2012
March — May 2012
March — May 2012
May 2012
Location is the greatest asset Dubuque has to offer with regard to the development of
the new full service transient marina facility. Dubuque's location on the Upper
Mississippi River provides transient boaters with unique and significant opportunities
otherwise lacking in the Upper Midwest. The new and expanded Port of Dubuque
Marina Facility will be located directly adjacent to the National Mississippi River
Museum and Aquarium campus and the Museum's new outdoor Mississippi Plaza
which will open in June 2012. The marina facility will provide direct boating access to
the numerous attractions and amenities the Port and the City of Dubuque have to offer,
opening a new waterfront gateway and providing recreational boaters with a first - class,
state -of- the -art facility to explore and enjoy the City's cultural, commercial, historical and
tourist amenities.
7.0 TRANSIENT MARINA FACILITY - DEFINED
Because the City received federal Boating Infrastructure Tier II grant funding from the
U.S. Fish and Wildlife Service to develop and construct the new transient boating
facility, the City is contractually obligated to operate and maintain the marina facility's
vested federal interest for a period of 20 years.
As defined per the Code of Federal Regulations, a transient marina is defined as a
facility that transient recreational vessels occupy temporarily, not to exceed 10
consecutive days.
With respect to the obligation to operate and maintain the marina facility's vested
federal interest for a period of 20 years, simply put, this means operating, maintaining,
and performing the necessary repairs to satisfactorily maintain all City owned and
supplied furnishings, fixtures and equipment of good quality and suitable for its purpose,
required to operate the Marina Facility.
8.0 MARINA FACILITY OPERATIONS
In order to meet the elevated expectations and level of service that recreational boaters
demand in today's market, this marina facility required a design that thoroughly
understands the user but also respects the adjacent land uses, the environment, public
and stakeholder participation and input, socio- economic impacts, long -term
management, operations and maintenance.
The new Port of Dubuque Marina facility will have a total of 70 transient slips, consisting
of 46 - 30 -foot slips, 20 - 40 -foot slips, 4 - 50 -foot slips. The new floating dock system
was designed, fabricated and constructed by Atlantic - Meeco, a well respected and
leading marina industry floating dock system supplier. The floating dock system was
constructed using current industry standard materials, including galvanized frame work,
high density floats and composite decking materials. The composite decking on the
floating docks will provide a safe, durable, and long lasting surface with minimal
maintenance and upkeep required, other than regular daily cleaning as needed. Per the
contractual requirements with the floating dock system supplier, Atlantic -Meeco is
required to provide a 5 -year warranty on the dock system.
Landside access to the floating marina facility will be by two (2) shore entry/exit
locations and each will have an 80 -foot, ADA- compliant access gangway. Each of the
two (2) shore entry/exit locations will be security access controlled. The fully integrated
key card security access control system will be furnished and installed as part of the
marina facility.
Each of the 70 transient slips will include water and electrical service connections.
The marina facility will also include an integrated fuel dock, providing both unleaded and
diesel fuel dispensers, an air conditioned attendant building with fully operational point -
of -sale transaction equipment and security. The fuel dock will also have water and
electrical service in addition to sanitary pump -out facilities. The selected Operator will
be responsible for operating and maintaining the fuel dock as part of the marina
management services.
The marina facility will also include a floating plaza area which is designed as an
outdoor multi- function area that can serve multiple uses, from recreational boaters,
clubs to public events. The floating plaza area has concrete panel decking, additional
electrical service pedestal to serve special events, seating benches, and landscaping
planters. The marina Operator may utilize the floating plaza area to support the many
services and amenities offered by the marina facility. It is also conceivable that during
non -peak boating season that the floating plaza area may be used for rentable public
event space, such as small weddings, parties or gatherings.
To support the services that recreational and transient boaters desire, the new landside
marina amenities service building will be approximately 3,000 square feet and will be
located abutting the southeast corner of the National Rivers Center. The amenities
building will provide services and accommodations such as: marina management
facilities; four (4) dockside shower suites; two (2) restrooms; a laundry facility; and a
ship store. The new amenities building will be constructed to be universally accessible.
The ship store will provide services to boaters such as marine related supplies and
accessories, convenience store goods, informational kiosk and tourism destination
information. As part of the development and construction of the marina amenities
building, all fixed furnishings, fixtures and equipment will be provided for a fully
functional and operational facility. The marina Operator will be responsible for operating
and maintaining the landside amenities service building as part of the marina
management services. It is the intent that once the selected Operator is under contract
that said Operator will provide input on the final selection of certain furnishings, fixtures
and equipment for the amenities building.
It has been designed and is intended that most marina management functions will be
performed from the marina office located in the building. The marina management office
will have a sliding transaction window to allow for business or reservation transactions
to be performed from that location. The marina management office will also be
connected to the floating marina facility via telecommunication connectivity and will
have remote viewing capability for the numerous security camera located throughout
the marina facility. It is the intent that once the selected Operator is under contract that
said Operator will provide input on room layout, function and final selection of certain
furnishings, fixtures and equipment specific to the marina management office for the
amenities building.
The marina amenities building will also have a 1,000 square feet ship store which has
been deigned to function based on a convenience store model. The store will have a
transaction counter, walk in cooler, walk in freezer and a foodservice area for dispensed
beverages, hot and cold foods. The store will be allowed to sell alcohol and tobacco
related products. The store will have sufficient floor space for general merchandise and
retail sales, including services to boaters such as marine related supplies and
accessories. It is the intent that once the selected Operator is under contract that said
Operator will provide input on store layout, function and final selection of certain
furnishings, fixtures and equipment specific to the ship store / convenience store for the
amenities building.
The marina amenities building will also have four (4) shower suites and a laundry facility
as an amenity to serve the transient boating market. It is intended that the shower suites
and laundry facility will only be used by paid patrons of the marina facility. Access to the
shower and laundry area will be secured and controlled by an integrated key card
access system which will be furnished and installed as part of the marina amenities
building. It is the intent that once the selected Operator is under contract that said
Operator will provide input on final selection of certain furnishings, fixtures and
equipment specific to the shower suite and laundry area of the amenities building.
The marina amenities building will also have two (2) exterior restrooms as an amenity to
serve recreational boaters, transient boaters, and the general public. It is intended that
the restrooms will not have controlled access but rather will be open for general use
during normal marina hours of operation.
The shower suites, the laundry facility and exterior restrooms will all have security
camera coverage which will be viewed from the marina management office or the ship
store / convenience store transaction counter.
9.0 CITY PROVIDED - FURNISHINGS, FIXTURES AND EQUIPMENT
It is the City's intent to maximize the use of the federal Boating Infrastructure Tier II
grant along with the City's required matching funds to provide all the necessary dockage
and building infrastructure, including all fixed furnishings, fixtures and equipment to
support the long term successful operations of the full service transient marina facility in
the Port of Dubuque Ice Harbor. It is the intent that once the selected Operator is under
contract that said Operator will provide input on final selection of certain furnishings,
fixtures and equipment specific to the amenities building and the general operations of
the Marina Facility. As an example, the selected Operator shall provide input on the
purchasing of Point -of -Sale software and equipment and the selection of specific
equipment for the foodservice area in the ship store / convenience store.
10.0 OPERATOR QUALIFICATIONS
The selected qualified Operator shall have the management staff and experience in a
combination of the following; marina operations and services, retail operations,
customer service and the hospitality industry. To be considered as a prospective
qualified Operator, one shall have a minimum of 5 years of experience in or a
combination of the following:
• Marina management, operations and services
• Retail Operations
• Customer Service
• Hospitality Industry
The qualified operator shall provide facilities management services to assist the City in
establishing policies, standards, and procedures for the efficient operation of the marina
facility. The facilities management services to be furnished include, but shall not be
limited to, assisting City in carrying out the functions of marina planning, marketing, real
estate management, equipment and building utilization and maintenance, security,
scheduling, fees, level of service standards, purchasing, accounting, budgeting, safety,
insurance and claims, employee selection and training per City guidelines, public
relations, equipment selection, and all other normal managerial functions reasonably
required in the day -to -day operation of a full service transient marina facility.
11.0 PRELIMINARY SCOPE OF SERVICES
The selected Operator shall maintain the Port of Dubuque Marina facility (hereafter
referred to as the Marina Facility) in the same condition, order and repair as at the
occupancy date, or better, excepting only reasonable wear and tear arising from the use
of the marina facility under the terms and conditions of the Marina Facilities
Management Agreement.
The selected Operator shall operate the Marina Facility, including, but not limited to the
following:
A. The selected Operator shall operate all City owned and supplied furnishings,
fixtures and equipment of good quality and suitable for its purpose, required to
operate the Marina Facility.
B. The selected Operator shall maintain all City owned and supplied furnishings,
fixtures and equipment of good quality and suitable for its purpose, required to
operate the Marina Facility. Minimum service levels include:
1. Selected Operator shall provide top quality maintenance meeting the patrons'
needs and suitable for the Marina Facility as approved and required by the City,
such as but not limited to the following:
a. Daily maintenance and cleaning, such as power washing the cleaning the
dockage composite decking, mooring piles, pile guides, gangways, gates
and fencing.
b. Daily garbage and recycling pick up and disposal.
c. Maintain and clean dockside utility pedestals and pedestrian walkway
lighting equipment.
d. Perform all required fall winterization and spring start -up of all City owned
and supplied furnishings, fixtures and equipment.
C. The selected Operator shall coordinate all of its activities with the City. The
selected Operator shall not undertake any activity which interferes with the safe
and efficient operation of the Marina Facility.
D. The selected Operator shall comply with all applicable rules and regulations
adopted by the City and all laws, ordinances and /or rules and regulations of other
governmental entities and agencies having lawful Jurisdiction, which may be
applicable to selected Operators operations of the Marina Facility.
E. The selected Operator and his /her employees or hired staff shall be distinctively
uniformed or appropriately attired so as to be distinguishable as the selected
Operator's employees or hired staff and not as employees of the City.
F. The selected Operator shall provide excellent, prompt and efficient customer
service to the Marina Facility's patrons. Minimum service levels include:
2. Selected Operator shall provide top quality customer and hospitality service
meeting the patrons' needs and suitable for the Marina Facility as approved by
the City, such as but not limited to the following examples:
a. Provide concierge services to patrons, such as making dinner reservations,
coordinating travel services, such as a shuttle or taxi, or scheduling a tee -
time at a local golf course.
b. Welcome transient boating patrons' into the marina and assist them in
mooring and securing there vessel, provide an informational brochure about
the marina and direct them were to check in.
G. The selected Operator shall have exclusive rights only to the Marina Facility and
will be permitted to manage and operate only to the extent that there is no
interference with the normal operation of the Marina Facility. Such determinations
of interference will be made by the City.
H. The Marina Facility shall provide services seven days a week during marina hours
of operation and any additional hours necessary to serve the boating public, as
approved by the City. The selected Operator shall have sufficient staff to provide
service to the Marina Facility patrons. Prior to beginning operations, the selected
Operator shall submit a schedule of intended hours of operation to the City for
approval. The City may require changes in hours of operation if the City
determines that such a change is desirable to provide the best level of service to
the public.
I. The selected Operator shall be responsible for all housekeeping duties as required
to keep the Marina Facility clean, safe and sanitary. Minimum service levels
include:
1. Selected Operator shall provide top quality housekeeping services meeting the
patrons' needs and suitable for the Marina Facility as approved by the City.
2. Selected Operator shall routinely monitor the shower suites, the laundry facility,
and the exterior restrooms and perform housekeeping services as required.
3. Selected Operator shall provide regularly scheduled housekeeping services to
maintain the highest level of customer service as expected by patrons' and as
required by the City per the terms and conditions of the agreement.
4. Selected Operator shall routinely monitor trash and recycling receptacles and
perform housekeeping services as required.
J. The Marina Facility is intended to be a standalone facility and the selected
Operator shall operate as such. This will require the selected Operator to
purchase, perform or contract work, such as but not limited to the following:
1. Information Technology (IT) service and support.
2. Internet Service Provider (ISP) service and support.
3. Phone system service and support.
4. Point -of -Sale and transaction service and support.
5. Fuel system service and support.
6. HVAC systems, service and support.
K. The selected Operator shall be responsible for all utility service related expenses,
such as electric, gas, water, phone, and Internet service.
L. The selected Operator shall secure and provide security for the Marina Facility
premises. The City is not responsible for the selected Operators furnishings,
fixtures, equipment, or supplies or the privately owned boats and related
equipment stored In the Marina Facility.
1. As part of the development and construction of the Marina Facility, a fully
integrated key card security access control system will be provided. It will be
the selected Operators responsibility to operate and maintain the key card
security access control system.
2. As part of the development and construction of the Marina Facility, a fully
integrated security camera system will be provided. It will be the selected
Operators responsibility to operate and maintain the security camera system.
M. The selected Operator shall be responsible for developing, implementing and
maintaining a state -of -art web site for the Marina Facility.
N. The selected Operator shall be responsible for developing, implementing and
maintaining an on -line web based transient boater reservation system. All
scheduling, reservation and booking policies and practices must be approved by
the City.
O. The selected Operator shall be responsible for developing and implementing an
aggressive marketing and advertising plan for the Marina Facility. The marketing
and advertising plan shall be developed in cooperation with the local convention
and visitors bureau, Port of Dubuque stakeholders and the City. Such plans shall
be subject to review and approval by the City.
P. The selected Operator shall be responsible for developing and implementing a
business plan for the Marina Facility. The business plan should also include the
Operators loss prevention plan.
Q. The selected Operator shall be responsible for providing financial services to
support the Marina Facility, such as accounts receivables, accounts payable, all in
accordance with governmental accounting standards. The selected Operator shall
provide the City with a copy of monthly financial statements.
R. The selected Operator shall take good care of the Marina Facility and shall use the
same in a careful manner and shall at its own cost and expense, repair City
property and the Marina Facility damaged by selected Operator's operations under
the agreement.
S. The selected Operator shall provide the City its employee safety and emergency
action plan stating how the selected Operator shall evacuate and secure the
Marina Facility in the event of an emergency. Such plans shall be subject to review
and approval by the City.
12.0 INFORMATION TO BE INCLUDED IN PROPOSAL
The Proposal should address all of the points outlined in this RFP. The Proposal should
be prepared simply and economically, providing a straight - forward, concise description
of the prospective Operator's capabilities to satisfy the requirements of the RFP.
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 order and
manner specified below. While additional data may be presented, the following subjects
must be included. They represent the criteria against which the proposal will be
evaluated.
Letter of Transmittal
Provide a letter of transmittal briefly outlining the prospective Operator's understanding
of the Marina Facility management services and list the Principle Contact name,
address, telephone number, and e-mail address. The name that is provided for the
Principle Contact will be used as the primary contact person during the RFP evaluation
process.
Index
Each proposal shall contain a table of contents that delineates each section contained
in the proposal and the corresponding page number.
Profile of Firm
Provide general information about the Operator, along with its area of expertise and
experience as it relates to this Request for Proposal. Describe the experience and
success of the Operator in performing similar services. State the size of the Operator,
the size of the Operator's staff, and the location of the office from where the services will
be performed.
Discuss the Operator's ability to integrate these services into their present operation(s).
Include a statement to specify if the Operator currently has the capacity to undertake
such services or whether it intends to hire additional staff or retain other partners.
Scope of Services
Describe the means or strategy by which the Operator would satisfy the scope of
services as outlined in Section 11.0.
Include a basic business plan or model which supports the Operator's approach to
providing such services.
Highlight any parts of the business plan that will reflect the Operator's unique
philosophy or insight regarding its approach to providing these services and how this
approach positively impacts the successful managerial functions required in the day -to-
day operation of a full service transient marina facility.
Operator's Qualifications
Provide the names of all members of the proposed Operator's staff associated with the
Marina Facility management services. Specifically identify the supervisory and
management staff including principals, owners, and management staff who would be
assigned to the marina management. For each proposed staff member, provide their
qualifications and experience. Include any relevant or specialized training experience.
In submitting the Proposal, the prospective Operator is representing that each person
listed or referenced in the proposal shall be available to perform the services as
described.
Describe the experience and success of the Operator's marina management staff
proposed for the management of the full - service marina, in performing similar marina
operations and services, retail operations, customer service and the hospitality industry.
Describe your firm's experience with operating a convenience store, including retail,
general merchandising, foodservice, relationships with branded food vendors, pricing,
surplus / loss, delivery approaches, vendors, operating procedures, quality and variety.
Describe your firm's experience with operating fuel sales, relationships with branded
vendors, pricing, surplus / loss, delivery approaches, operating procedures, and safety
records.
Include at least 3 client references (including individual contact names and telephone
numbers) for similar services or agreements that have been completed by the Firm in
the last five (5) years. List the names of individuals of the Firm proposed for the Marina
Facility Services who have worked on the referenced projects.
Contract Arrangements
Describe the type of contractual arrangement your Firm would propose for the Marina
Facility management services. Include a discussion of the Operator's proposed lease
terms and conditions, proposed lease payment schedule such as Guaranteed Monthly
Rent and Percentage of Monthly Gross Receipts, and the criteria used in determining
such as outlined in the business plan provided.
The City will reserve the right to negotiate a rent incentive program with the selected
Operator that would be mutually beneficial to both the operator and the city.
Certificate of Insurance
The Operator should provide a statement indicating that they are able to meet the City's
insurance requirements for professional services (See Appendix B - Insurance
Requirements). Submittal of insurance documents as part of this RFP is not required.
13.0 PROPOSAL QUESTIONS AND ANSWERS
If you have any questions concerning this Request for Proposal, please submit your
requests via e -mail to the City's designated Project Manager.
No answers given in response to questions submitted shall be binding upon this
Request for Proposal unless released in writing (letter, fax or email) as an officially
numbered and titled addendum to the Request for Proposal by the City of Dubuque.
Any questions concerning this proposal must be received on or before 2:00 p.m.
CDT on February 14, 2012. Any inquiries received after this date will not be
answered. When submitting a question to the Project Manager, please include the
appropriate Operator contact information.
From the date of issuance of the RFP until final City action, the prospective Operator
shall not discuss the RFP with or contact any City of Dubuque staff or any of the
Selection Committee members except as expressly authorized by the Project Manager.
Violation of this restriction will be considered a violation of the rules and be grounds for
disqualification of the prospective Operator's proposal.
Project Manager's contact information is as follows:
Robert D. Schiesl, P.E.
Assistant City Engineer
City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, IA 52001
14.0 SUBMISSION REQUIREMENTS
Phone: 563.589.4270
Fax: 563.589.4205
E -mail: bschiesl @Cityofdubuque.org
Before submitting a proposal, each prospective Operator shall make all investigations
and examinations necessary to ascertain the full scope of services and requirements
affecting the full performance of the contract and to verify any representations made by
the City upon which the Operator will rely.
The City of Dubuque will reserve the right to develop and submit a Marina Facilities
Management proposal to manage and operate the marina facility through the Leisure
Services Department.
PROPOSAL SUBMITTAL INFORMATION
• Submittal Deadline: February 17, 2012 on or before 2:00 p.m. CST
• Submittal Location:
• Submittal Contact &
Mailing Address:
City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, Iowa 52001 -4864
Robert Schiesl
Assistant City Engineer
City of Dubuque Engineering
50 West 13th Street
Dubuque, Iowa 52001 -4864
• Submittal Copies: Twelve (12) sets of the proposal shall be provided.
Submit one (1) original signed proposal, eleven (11) copies and also an electronic
Adobe (pdf) version, all labeled Port of Dubuque Marina Facilities Management
Services Proposal.
Submitted proposals must be in delivered in printed format with the exclusion of the one
required Adobe (pdf) version. The Adobe (pdf) version shall be submitted on a compact
disk along with proposal hardcopies. No faxed or e-mail proposals will be accepted.
The proposal must be a document of not more than twenty (20) numbered, double sided
8-1/2 x 11 -inch pages, not including the letter of transmittal, index, dividers and the front
and back covers.
The original proposal document shall be signed by an officer of the Firm who is
authorized to legally bind the Operator to its provisions. Proposals are to contain a
statement indicating the period during which the proposal will remain valid. A period of
not less than ninety (90) calendar days from the proposal closing date is required.
Failure to comply with the above requirements shall be considered grounds for possible
disqualification.
Each prospective Operator assumes full responsibility for delivery and deposit of the
completed proposal package on or before the deadline. Any proposals received after
the submittal deadline will not be considered, and will be returned unopened to the
Operator. The City of Dubuque is not responsible for any loss or delay with respect to
delivery of the proposals.
The City of Dubuque is not liable for any costs incurred by any prospective Operator
prior to the execution of an agreement or contract. Nor shall the City of Dubuque be
liable for any costs incurred by prospective Operator's that are not selected. All results
from the solicitation of proposals and selection recommendations will remain the
property of the City of Dubuque.
Upon receiving this RFP, we request that you complete the "Receipt of Proposal
Acknowledgement" — "Not Intending to Reply to Proposal" information contained on the
second page of this document and return it to the City's Project Manager by mail, fax or
email so the City can ensure that each prospective Operator received this Request for
Proposal.
The City of Dubuque is an Equal Employment Opportunity Employer.
The City of Dubuque appreciates your time and consideration of this RFP.
Sincerely,
.L,,J
Robert D. Schiesl, P.E.
Assistant City Engineer
City of Dubuque
Port of Dubuque Marina Project
Marina Facility Management Services
City of Dubuque, Iowa
Masterpiece on the Mississippi
Marina Facilities Management Services
Request for Proposal
JANUARY 23, 2012
Appendix A
RFP Rules and Protest Procedure
MINOR IRREGULARITIES
The City reserves the right to waive minor irregularities in submitted proposals,
providing such action is in the best interest of the City. Minor irregularities are defined
as those that have no adverse effect on the City's best interests, and will not affect the
outcome of the selection process by giving the prospective Consultants an advantage or
benefit not enjoyed by other prospective Consultants.
EXCEPTIONS
Operator exceptions to any part of the requirements stated in this request must be
clearly identified as exceptions and noted in the letter of transmittal and in the submitted
project cost estimate.
RANKING OF THE PROPOSALS
No debriefings or ranking information shall be released before the City Manager or City
Council has recommended that a contract be negotiated with the recommended Firm.
However, after authorization has been granted to negotiate a contract, all contents of
the submitted proposals shall become public information, excluding any information
provided by the Firm as confidential.
DEFINITIONS
The City has established for the purposes of this RFP that the words "shall ", "must ", or
"will" are equivalent in this RFP and indicate a mandatory requirement or condition, the
material deviation from which shall not be waived by the City. A deviation is material if,
in the City's sole discretion, the deficient response is not in substantial accord with this
RFP's mandatory conditions requirements.
The words "should" or "may" are equivalent in this RFP and indicate very desirable
conditions, or requirements but are permissive in nature. Deviation from, or omission
of, such a desirable condition or requirement will not in and of itself cause automatic
rejection of a proposal, but may result in being considered as not in the best interest of
the City.
DISPUTES /EXCEPTIONS
Any prospective Operator who disputes the reasonableness or appropriateness of any
item within this RFP document, any addendum to this RFP document, notice of award
or notice of rejection shall set forth the specific reason and facts concerning the dispute,
in writing, within five (5) business days of the receipt of the proposal document or
notification from the City. The written dispute shall be sent via certified mail or delivered
in person to the point of contact who shall review the written dispute and work with the
City Manager to render a decision which shall be considered final.
Port of Dubuque Marina Project
Marina Facility Management Services
City of Dubuque, Iowa
Masterpiece on the Mississippi
Marina Facilities Management Services
Request for Proposal
JANUARY 23, 2012
Appendix B
Insurance Requirements
Port of Dubuque Marina Project
Marina Facility Management Services
City of Dubuque, Iowa
Masterpiece on the Mississippi
Marina Facilities Management Services
Request for Proposal
JANUARY 23, 2012
Appendix C
Marina Facility Overview & Graphic Renderings
Port of Dubuque Marina Project
Marina Facility Management Services
City of Dubuque, Iowa
Masterpiece on the Mississippi
Marina Facilities Management Services
Request for Proposal
JANUARY 23, 2012
Appendix D
DNR Big Tier 2 Grant Funding Agreement