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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