Post Office - Federal Building RFP's
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MEMORANDUM
June 15, 2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Request for Proposals for Architectural-Engineering Services for the
Federal Building
Housing and Community Development Department Director David Harris is
recommending the issuance of a Request for Proposals for Architectural-Engineering
Services for the Federal Building.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
David Harris, Housing and Community Development Department Director
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DUB~E
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CITY OF DUBUQUE, IOWA
REQUEST FOR PROPOSALS
ARCHITECTURAL-ENGINEERING SERVICES FOR THE FEDERAL BUILDING
INTRODUCTION
The City of Dubuque is soliciting proposals from qualified firms to provide professional
architectural-engineering services in connection with the City's purchase of the Federal
Building, located at 350 West 6th Street.
PROJECT SUMMARY/SCOPE OF WORK
The City intends to take possession of the former US Post Office and Courthouse in
July 2006. The City has reached agreement with the General Services Administration
(GSA) and the National Park Service to maintain and restore this historic 1934 facility.
Two major changes to the building's use will initially occur. These include the
conversion of the former courtroom to a public auditorium and meeting facility for the
Dubuque City Council. The former jury deliberation rooms will house equipment
necessary for City Cable broadcast of Council meetings and provide a small meeting
room for closed meeting sessions.
In addition, the former offices of the Social Security Administration on the third floor will
become the offices of the Housing and Community Development Department. The
entry/reception area will be reconfigured and a security system incorporated, the break
room relocated and approximately 20 f1oor-to-ceiling office cubicles will be installed in
the main office area.
The City Council commissioned Anderson Design and Consulting (ADCI) to produce a
building systems evaluation; this work was completed in July 2005. The ADCI report
includes a survey and evaluation of the mechanical systems as well as an inspection
noting the need for general repairs throughout the building. In addition, the report lists a
number of improvements necessary for compliance with standards for persons with
physical disabilities.
The ADCI report notes the need for repair or replacement of the windows. Negotiations
with GSA have resulted in an agreement for restoration of as many of the window sash
as possible. As an initial step in this process, a survey and assessment of all windows
must be completed. The architect must make recommendations regarding methods of
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restoration of the windows, with replacement to be considered only where repair is
unfeasible. This assessment must be completed in a manner acceptable to the
National Park Service.
The Anderson report notes the presence of lead-based paint and asbestos in the
building. It is presumed that, unless currently deteriorated or friable, or otherwise
disturbed by planned renovations to the building, these substances will not be
designated for removal.
The report provides a statement of probable costs for replacement of building
mechanical systems, general repairs, conversion of the courtroom and restoration of the
windows, in the total approximate amount of $4 million. The City's Capital Improvement
Program budget for Fiscal Year 2007 allocates $1.2 million for the first phase of this
project. The schedule of repair work and improvements must be prioritized and
implemented over a several year period.
QUALIFICATIONS
A professionally registered architect experienced in preservation and rehabilitation of
historic structures will be retained by the City, to prepare plans and specifications for the
work described above. The selected architect must have the requisite experience and
training and have performed similar work on other properties.
INFORMATION TO BE INCLUDED IN PROPOSAL
To simplify the review process and to obtain the maximum degree of comparability, the
proposal shall include the following information and shall be organized in the manner
specified below.
Letter of Transmittal
Provide a letter of transmittal briefly outlining the firm's understanding of the work and
the name, address, telephone number and fax number of the firm's primary contact
person.
Profile of Firm
Provide general information about the firm and firm's area of expertise, including the
qualifications of the project manager and other key personnel who will be assigned to
this project.
(a) The proposal shall include the name of the anticipated project manager, his or her
qualifications and experience and the names, qualifications and experience of other
key personnel who would be associated with the project.
(b) Name and location of other consulting firms that would be used by your firm in the
project; the type and approximate percentage of the work that would be performed
by each of these firms; and the names, qualifications and experience of their
personnel who would be associated with this project.
( c) Experience of the anticipated project manager and other key personnel in
performing similar services.
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(d) The proposal shall include at least three references of past clients. These projects
must have been completed within the past five years with the same project manager,
consultants and other key personnel proposed for this project.
(e) The proposal shall discuss the firm's ability to integrate this contract into the present
workload.
(f) All plans, specifications and other construction documents provided in association
with this project shall bear the seal of an architect or engineer licensed to practice in
the State of Iowa.
Scope of Services
The proposed scope of services will describe the firm's approach for redesign of the
Federal Building for the City's intended uses. Renovation work must be in compliance,
to the extent practicable, with the US Secretary of Interior's standards for rehabilitation
of historic buildings. These services will include:
1. A survey and assessment of all windows; recommendations for method of
repairlrestoration, with emphasis on preservation rather than
replacement. This survey will be presented by the City of Dubuque to
the Park Service for review and approval of the architect's recommendations.
2. Preparation of plans, as needed, and specifications for the conversion
of the former courtroom and jury deliberation rooms for use as a public
auditorium, City Council chambers, City Cable 8 production facilities
and small meeting room
3. Preparation of plans, as needed, and specifications for the conversion
of the former Social Security Administration offices for use as the
offices of the Housing and Community Development Department.
4. Preparation of plans, as needed, and specifications, to address the
general repair/replacement/improvement items as listed in the ADCI
2005 report. In addition to items numbered 1-3, above, a priority will
be to bring the facility into compliance with accessibility standards.
The remaining work should be prioritized according to a multi-year
schedule, to adhere to future year CIP fiscal year allocations.
5. Geo-thenmal heating-cooling system. As an option, the bidder is asked
to assess the feasibility of a geo-thenmal system for the building. This
would include analysis of location of wells and recommendation of
either a closed loop or open "dump" system. Use of Washington Park
for this purpose could be considered.
Associated with this aspect of the work should be a discussion of
opportunities for energy use savings for the building. This should include
analysis of the current levels of insulation, storm windows, etc.,
with recommendations for improvements in energy use performance and
payback estimates for capital costs.
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6. Prepare all documents in hard copy and electronic format acceptable to
the City.
7. Prepare all bid documents for issuance to interested contractors;
coordinate issuance and facilitate contractor inquiries.
8. Assist in obtaining competitive bid proposals, prepare bid tabulations
and recommend for construction award. Prepare contracts for all
selected contractors.
9. Serve as project architect throughout construction process, monitoring
work performed as needed to assure compliance with plans,
specifications and applicable building codes. Prepare all change
order requests.
10. Perform final inspections of all completed work, certify for payment to
contractors, produce punch list for completion check-off; compile
contractor warranties, mechanical systems documentation and rebate
information, as appropriate.
The selected architectural-engineering firm will designate a representative to meet on a
scheduled andlor as-needed basis with City representatives. It is envisioned that
members of the current RFP Committee for the Federal Building Project will act in an
oversight capacity for the duration of the project.
In addition, a staff committee from the Housing and Community Development
Department will be appointed to meet on a scheduled andlor as-needed basis with the
architect's designated representative. The representative will initially meet with this
committee to assess HCD Department needs in the planning for conversion of the third
floor office space; and produce schematic drawings for committee review and feed-
back, before producing final plans and specifications.
Proposed Project Schedule
Provide a project schedule outlining the time period and estimated completion date of
the proposed scope of services.
Fees and Compensation
Provide a proposed cost budget for completion of the proposed scope of services with
cost breakdowns. Quotation of fees shall remain firm for a period of at least 90 days
from the proposed submission deadline. Please separate the proposed budget from the
other portion of the RFP submittal.
Contract Negotiations
The City of Dubuque reserves the right to negotiate a contract after the successful
bidder has been selected. A finalized scope of work and fee structure shall be directly
negotiated with the selected firm. When the final scope has been determined and a fee
negotiated, the selected firm shall incorporate this information into the contract
documents.
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SUBMISSION REQUIREMENTS
SEALED QUOTATION FOR
ARCHITECTURAUENGINEERING SERVICES
FOR THE CITY OF DUBUQUE, IOWA
FEDERAL BUILDING
Quotation envelopes shall be sealed and clearly marked on the outside as a quotation
for the CITY OF DUBUQUE FEDERAL BUILDING PROJECT. Improper marking or
failure to mark the outside of the quotation envelopes shall be cause for rejection.
. An unbound original plus nine copies shall be received in the office of the City of
Dubuque, Housing and Community Development Department, 1805 Central
Avenue, Dubuque, Iowa 52001 by
. Provide one (1) copy of the proposed fees under separate cover and label
accordingly. Initial screening by the selection committee will be without the
benefit of knowing the proposed fees for services.
. Each bidder assumes full responsibility for delivery and deposit of the completed
proposal package on or before the deadline. The City of Dubuque is not
responsible for any loss or delay with respect to delivery of the proposals.
. All proposals become the property of the City of Dubuque and will not be
returned.
. The City of Dubuque reserves the right to reject any and all proposals or portions
of proposals and to negotiate changes with any bidder.
. The City of Dubuque is not liable for any cost incurred by any bidder prior to the
execution of an agreement or contract, nor shall the City of Dubuque be liable for
any costs incurred by the bidder that are not specified in any contract.
. The City of Dubuque is an Equal Employment Opportunity Employer.
The City of Dubuque reserves the right to reject any or all quotations and to waive any
informality in the bidding.
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All questions and correspondence regarding this RFP should be directed to David
Harris, Director, Housing and Community Development Department, Dubuque, Iowa,
52001, by telephone at 563-589-4239, by fax at 563-589-4244, or by email at
dharris@citvofdubuQue.orc.
EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the
proposal format. A review of qualifying proposals will be evaluated by a selection
committee. Bidders may be invited to an interview with the selection committee.
Evaluation criteria will include the following:
. Experience and achievements of the firm.
. Qualifications and experience of principal staff or project team on similar projects.
. Qualifications and experience of any consultants on similar projects.
. Grasp of project requirements, understanding of project scope and level of
interest by firm.
. Design approach/methodology in completing the scope of services.
. Approach to communication throughout the project.
. Ability to deliver the products in a timely manner and within budget.
. Proposed schedule to complete the project.
. Proposed cost to complete the project.
PRE-BID CONFERENCE
All interested bidders are invited to attend a pre-bid conference to discuss the
requirements of this request for proposals. This will be scheduled for ,
2006, at the Federal Building. A tour of the property will be conducted at that time.
We'll estimate an hour for the tour and then take as much time as needed to review the
RFP and answer questions.
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PRICE QUOTATION SHEET
ARCHITECTURAL/ENGINEERING SERVICES
FOR THE
CITY OF DUBUQUE FEDERAL BUILDING
Prices quoted for services offered Less Tax:
Architectural/Engineering Services Price:
I/We herewith offer to supply the City of Dubuque with architectural/engineering
services for said project, within 90 days of the date of this offer, for services called for in
the attached specifications.
I/We understand that the total price quoted is the total cost for providing all documents
and services related to the requirements according to these specifications and standard
conditions as originally provided by the City. It is expressly understood that the City
reserves the right to correct any and all deviations from these specifications with the
cost of such work deducted from payment due, if the architectural/engineering firm fails
to correct such deviations after due notice.
I/We hereby certify that I/We am/are authorized to make this offer on behalf of the
named firm and to bind said firm to all conditions of this quotation.
FIRM
STREET
CITY/STATE
SIGNATURE
PRINTED NAME
TITLE
PHONE
RELEASE DATE:
,2006
QUOTATION DUE:
Department, 1805 Central Avenue.
, Housing and Community Development
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SCHEDULE C
INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES
1. All policies of insurance required hereunder shall be with an insurer authorized to do
business in Iowa. All insurers shall have a rating of A of better in the current A.M. Best
Rating Guide.
2. All policies of insurance shall be endorsed to provide a thirty (30) day advance notice of
cancellation to the City of Dubuque if cancellation is prior to the expiration date. This
endorsement supersedes the standard cancellation statement on the Certificate of
Insurance.
3. shall fumish a Certificate of Insurance to the City of Dubuque, Iowa
for the coverage required in Paragraph 6 below. Such Certificates shall include copies
of the following endorsements:
a) Thirty day notice of cancellation to the City of Dubuque.
b) Commercial General Liability policy is primary and non-contributing.
c) Commercial General Liability additional insured endorsement.
d) Govemmentallmmunities Endorsement.
e) Waiver of Recovery under workers compensation.
shall also be required to provide Certificates of
Insurance of all subcontractors and all sub-sub contractors who perform work or services
pursuant to the provisions of this contract. Said certificates shall meet the same
insurance requirements as required of
4. Each certificate shall be submitted to the contracting department of the City of Dubuque.
5. Failure to provide minimum coverage shall not be deemed a waiver of these
requirements by the City of Dubuque. Failure to obtain or maintain the required
insurance shall be considered a material breach of this agreement.
6. Contractor shall be required to carry the following minimum coveragellimits or greater if
required by law or other legal agreement:
a) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit
Products-Completed Operations Aggregate Limit
Personal and Advertising Injury Limit
Each Occurrence Limit
Fire Damage Limit (anyone occurrence)
Medical Payments
$2,000,000
$1,000,000
$1,000,000
$1,000,000
$ 50,000
$ 5,000
This coverage shall be written on an occurrence, not claims made, form per
project. All deviations or exclusions from the standard ISO commercial general
liability form CG 0001 or Business owners BP 0002 shall be clearly identified.
Govemmentallmmunity endorsement identical or equivalent to form attached.
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An additional insured endorsement identical or equivalent to ISO Form CG 2026
and include as additional insured: "The City of Dubuque, including all its elected
and appointed officials, all its employees and volunteers, all its boards,
commissions and/or authorities and their board members, employees, and
volunteers."
b) WORKERS COMPENSATION & EMPLOYERS LIABILITY
Statutory for Coverage A
Employers Liability:
$100,000 each accident
$100,000 each employee-disease
$500,000 policy limit-disease
Policy shall include an endorsement waiving right of recovery
against City of Dubuque.
c) PROFESSIONAL LIABILITY:
d) UMBRELLA/EXCESS LIABILITY
$1,000,000
Coverage to be determined on a case-by-case basis by Finance Director.
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POLICY NUMBER
COMMERCIAL GENERAL LIABILITY
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - DESIGNATED PERSON OR
ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART.
SCHEDULE
Name of Person Or Organization:
The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all
its boards, commissions and/or authorities and their board members, employees, and volunteers.
(If no entry appears above, information required to complete this endorsement will be shown in the
Declarations as applicable to this endorsement.)
WHO IS AN INSURED (Section II) is amended to include as an insured the person or organization shown
in the Schedule as an insured but only with respect to liability arising out of your operations or premises
owned by or rented to you.
CODvriaht. Insurance Services Office. Inc. 1994
CG20261185
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CITY OF DUBUQUE, IOWA
GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Governmentallmmunitv. The insurance carrier expressly agrees and
states that the purchase of this policy and the including of the City of Dubuque, Iowa
as an Additional Insured does not waive any of the defenses of governmental
immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4
as it is now exists and as it may be amended from time to time.
2. Claims Coveraae. The insurance carrier further agrees that this policy of insurance
shall cover only those claims not subject to the defense of governmental immunity
under the Code of Iowa Section 670.4 as it now exists and as it may be amended
from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be
covered by the terms and conditions of this insurance policy.
3. Assertion of Government Immunitv. The City of Dubuque, Iowa shall be responsible
for asserting any defense of governmental immunity, and may do so at any time and
shall do so upon the timely written request of the insurance carrier.
4. Non-Denial of Coveraae. The insurance carrier shall not deny coverage under this
policy and the insurance carrier shall not deny any of the rights and benefits
accruing to the City of Dubuque, Iowa under this policy for reasons of governmental
immunity unless and until a court of competent jurisdiction has ruled in favor of the
defense(s) of governmental immunity asserted by the City of Dubuque, Iowa.
No Other Chanae in Policv. The above preservation of governmental immunities shall
not otherwise change or alter the coverage available under the policy.
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