RFQ Project Management_Brownfields Assessment Cooperative AgreementMasterpiece on the Mississippi
Dubuque
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AI- America City
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2007 • 2012 • 2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: RFQ and Consultant Selection Committee for Brownfields Assessment
Cooperative Agreement Project
DATE: August 12, 2013
The Environmental Protection Agency (EPA) has indicated its interest in funding the
assessment, clean up, and redevelopment of brownfields in three distinct areas in
Dubuque's Downtown Urban Renewal District: the South Port, the Historic Millwork
District, and the low- income Washington Neighborhood.
Acting Economic Development Director Phil Wagner recommends City Council approval
of the issuance of a Request for Qualifications for project management and planning
services for a Brownfields Assessment Cooperative Agreement Project.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Phil Wagner, Acting Economic Development Director
THE CITY OF
DIItbU
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Phil Wagner, Acting Economic Development Director
SUBJECT: RFQ and Consultant Selection Committee for Brownfields Assessment
Cooperative Agreement Project
DATE: August 9, 2013
Dubuque
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All- America City
11111 r
INTRODUCTION
This memorandum seeks your approval for the issuance of a request for qualifications (RFQ) for
project management and planning services for a Brownfields Assessment Cooperative
Agreement Project. I also seek your approval of the consultant selection committee for the
project. The RFQ is attached.
DISCUSSION
The Environmental Protection Agency (EPA) has indicated its interest in funding the assessment,
clean up, and redevelopment of brownfields in three distinct areas in Dubuque's Downtown Urban
Renewal District: the South Port, the Historic Millwork District, and the low- income Washington
Neighborhood.
The emphasis of the Brownfields Assessment Cooperative Agreement Project is on three distinct
areas located in Dubuque's Downtown Urban Renewal District.
• The South Port, consisting of 33 acres of vacant and industrial waterfront property adjacent
to downtown;
• The Historic Millwork District, which is an underutilized portion of downtown with over 1
million square feet of vacant, historic warehouse space; and
• The low- income Washington Neighborhood, where the City seeks to reclaim brownfields for
housing and small business development.
The consultant, along with city staff, will monitor and guide the project in all three different areas
around the City. The consultant will document and report activity including the completion of
Quarterly Reports and reporting software data entry for the EPA, and communicate with EPA
and the DNR as needed and required to assure compliance with administrative, financial and
reporting requirements. The consultant will attend project meetings, give presentations, and
develop and provide information to property owners, and the Community Engagement Team.
This will include the oversight of site specific technical sampling plans and the contractor
performing the assessments. The consultant will develop site reuse plans, with significant input
from the Community Engagement Team.
The consultant selection committee will consist of the following: Teri Goodmann, Assistant City
Manager, Steve Brown, Engineering Project Manager, Ken Tekippe, Finance Director Kyle Kritz,
Associate Planner and Phil Wagner, Acting Economic Development Director.
RECOMMENDATION
I recommend that you approve and authorize posting the enclosed RFQ for project
management and planning services.
Enclosures
cc: Teri Goodmann, Assistant City Manager
Steve Brown, Engineering Project Manager
Ken TeKippe, Finance Director
Kyle Kritz, Associate Planner
2
REQUEST FOR QUALIFICATIONS (RFQ)
Masterpiece on the Mississippi
SUBMIT PROPOSAL /OFFER PRIOR TO
CLOSING DATE: September 4, 2013
CLOSING TIME: 4:00 P.M. (local time)
DESCRIPTION:
ISSUE DATE: August 19, 2013
CONTACT: Phil Wagner
PHONE NO: 563 - 589 -4213
FAX NO: 563 - 589 -1733
EMAIL: Pwagner @cityofdubuque.org
SUBMIT TO:
SEE Section 8.0
FAX/EMAIL NOT ACCEPTED
Project Management and Planning Services for the Brownfields Assessment
Cooperative Agreement Project that includes development in the South Port of
Dubuque, the Historic Millwork District, and the Low - Income Washington
Neighborhood
RECEIPT OF PROPOSAL ACKNOWLEDGEMENT
If you are considering a response to this RFQ, please mark the box to
the left, fill in the information below and return this sheet as a confirmation
that you received this RFQ.
NO RESPONSE REPLY
If you do not want to respond to this RFQ at this time, please mark the
box to the left, fill in the information below and return this sheet only.
COMPANY NAME:
DATE:
MAILING ADDRESS:
CITY /STATE:
ZIP CODE:
AUTHORIZED SIGNATURE:
PRINTED NAME:
TITLE OF AUTHORIZED REPRESENTATIVE:
EMAIL:
PHONE:
Page 1 of 24
CITY of DUBUQUE
ECONOMIC DEVELOPMENT
REQUEST FOR QUALIFICATIONS
Brownfields Assessment
Cooperative Agreement
Project
August 19, 2013
Page 2 of 24
RFQ ORGANIZATION
Brownflelds Assessment Cooperative Agreement Project
City of Dubuque, Iowa
August 19, 2013
Table of Contents
1.0 INTRODUCTION 4
2.0 PROJECT OBJECTIVES 4
3.0 COMMUNITY BACKGROUND 5
4.0 PROJECT SCOPE OF SERVICES 5
5.0 USE OF CITY RESOURCES 8
6.0 INFORMATION TO BE INCLUDED IN PROPOSAL 8
7.0 PROPOSAL QUESTIONS AND ANSWERS 10.144
8.0 SUBMISSION REQUIREMENTS 11
Appendix A 1313
Appendix B 1644
Appendix C 18
Appendix D 21
Page 3 of 24
Brownfields Assessment Cooperative Agreement Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Qualifications
August 19, 2013
1.0 INTRODUCTION
The City of Dubuque is requesting written qualifications and proposals from qualified and
interested consultants for project management and planning services for its Brownfields
Assessment Cooperative Agreement project.
The Environmental Protection Agency (EPA) has approved funding to assess, clean up, and
redevelop brownfields in three distinct areas in Dubuque's Downtown Urban Renewal District:
the South Port, the Historic Millwork District, and the low- income Washington Neighborhood.
2.0 PROJECT OBJECTIVES
The emphasis of the Brownfields Assessment Cooperative Agreement Project is on three
distinct areas located in Dubuque's Downtown Urban Renewal District.
• The South Port, consisting of 33 acres of vacant and industrial waterfront property
adjacent to downtown;
• The Historic Millwork District, which is an underutilized portion of downtown with over 1
million square feet of vacant, historic warehouse space; and
• The low- income Washington Neighborhood, where the City seeks to reclaim brownfields
for housing and small business development.
The consultant, along with city staff, will monitor and guide the project in all three different
areas around the City. The consultant will document and report activity including the
completion of Quarterly Reports and ACRES data entry, and communicate with EPA and the
DNR as needed and required to assure compliance with administrative, financial and
reporting requirements. The consultant will attend project meetings, give presentations, and
develop and provide information to property owners, and the Community Engagement Team.
This will include the oversight of site specific technical sampling plans and the contractor
performing the assessments. The consultant will develop site reuse plans, with significant
input from the Community Engagement Team
Page 4 of 24
3.0 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.citvofdubuque.orq.
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.
4.0 PROJECT SCOPE OF SERVICES
The following outline represents the minimum components that must be provided for this
project. The consultant services will include general project management, including but not
limited to, preparation and submission of EPA reports and requests for funds, tracking of
funding, procurement of site - specific assessments for hazardous and petroleum pollutants to
be conducted by an EPA- and Iowa DNR- qualified firm, development of site reuse plans and
other general services. The consultant will work with City, EPA, and Iowa DNR staff in the
coordination of the project and activities.
The consultant will organize and conduct Community Engagement focus groups, oversee site
assessments and reuse planning. The consultant will work with City staff to establish a
Community Engagement Team, conduct community engagement focus groups along with
preparing community engagement materials pertinent to the projects. The consultant will
develop site reuse plans and provide assessments for eligible sites along with associated
activities necessary to complete the assessments and gain necessary information for clean-
up planning and development of strategies to move toward the redevelopment of sites.
The consultant will work with City staff in the procurement of a qualified firm to conduct
assessments of the various sites for hazardous and petroleum pollutants. The consultant will
work with firm to develop Phase I assessments, (Data Quality Assurance Idocuments for each
Phase II assessment, working with property owners to secure property access agreements
and coordination, observing and documenting field work, reviewing reports and laboratory
data, and coordination on project specific tasks. The consultant will coordinate with the
Contractor, EPA, and the DNR, on assessments and cleanup planning, to determine the most
appropriate cleanup response in the event it is necessary following a Phase II assessment.
Page 5 of 24
Comment [WU1]: These are the site specific data
quality assurance checklists which are submitted for
EPA review after a generic Brownfields Assessment
QAPP has been approved and the checklist has been
approved. Different contractors and states call these
documents different things. Use what is appropriate
for your project or leave it generic.
The project budget is as follows:
Budget
Categories
[Hazardous Substances Project Tasks
Task 1
Community
Engagement
Task 2
Site
Assessments
Task 3
Reuse
Planning
Task 4
Project
Management
[Total
Personnel
$0
$0
$0
$2,000
$2,000
Fringe Benefits
$800
$800
$800
$400
$2,800
Travel
$0
$0
$0
$2,000
$2,000
Equipment
$0
$0
$0
$0
$0
Supplies
$250
$250
$250
$250
$1,000
Contractual
$9,000
$156,000
$24,000
$1 ,200
$190,200
Meetinses
Expe
$1,000
$0
$1,000
$0
$2,000
Total Federal
Funds
$11,050
$157,050
$26,050
$5,850
$200,000
Budget
Categories
Petroleum Project Tasks
Task 1
Community
Engagement
Task 2
Site
Assessments
Task 3
Reuse
Planning
Task 4
Project
Management
Totals
Personnel
$0
$0
$0
$2,000
$2,000
Fringe Benefits
$800
$800
$800
$400
$2,800
Travel
$0
$0
$0
$2,000
$2,000
Equipment
$0
$0
$0
$0
$0
Supplies
$250
$250
$250
$250
$1,000
Contractual
$9,000
$156,000
$24,000
$1 ,200
$190,200
Meetinses
Expe
$1,000
$0
$1,000
$0
$2,000
Total Federal
Funds
$11,050
$157,050
$26,050
$5,850
$200,000
Note: Task 2 will be utilized for services performed by the contracted firm conducting the site
assessment for hazardous and petroleum pollutants. Task 4 funding will be utilized for City staff
expenses.
Qualifications are to be submitted by 4:00 p.m., Wednesday, September 4, 2013 to: City of
Dubuque; Attn.: Phil Wagner, Acting Economic Development Director; 50 West 13th Street;
Dubuque, IA 52001. Please submit three copies of your response, including price for the
administration services.
The City will use competitive negotiation procedures for the procurement of the technical
services whereby City staff will evaluate the competitors' qualifications, and the most qualified
competitor is selected, subject to fair and reasonable compensation and make a
recommendation to the Mayor and City Council for the contracted services.
Page 6 of 24
Comment [WU2]: NOTE: Please show separate
budgets for each Type of Funding!
Comment [WU3]: The example budget and work
plan shows only 3 tasks. Please add columns for
additional tasks if you have more than three. Often
recipients will split out assessment and cleanup
planning into separate tasks. It is entirely up to you
Look at your proposal for cues.
All competitors will be evaluated according to the following criteria:
* - availability and capability of staff
* - references
* - Dubuque's familiarity with the firm
* - ability to complete project on time and within budget
* - past experience with similar projects
* - price
#- integrity and compliance with public policy
#- familiarity with EPA and State and Federal regulations
The evaluation of the competitors' written qualifications will be made by the City staff using the
above evaluation factors. The first 6 criteria ( *) will merit up to 10 points each and the final two
criteria ( #) will merit up to five points each. Selection for contract award will be made by the City
Council based upon staff recommendation following their review of written qualifications,
evaluations and oral interviews (if requested by the staff).
Award will be made to the responsible consultant whose qualifications are most advantageous
to the City. The City reserves the right to reject any or all proposals and to waive any
informality or irregularity or to accept any proposal which best serves the interest of the City.
The City will review the responses and anticipates awarding a contract at their September 16,
2013 City Council meeting.
Base Expectations
• The selected firm shall identify one person to serve as the Project Manager for this
project.
• The Project Manager shall be the leader of this effort and is expected to ensure that
the project scope, schedule and Total Project Cost (TPC) budget are being monitored
and adhered to at all times during the design and construction phases. One of the
Project Manager's prime responsibilities is to track and facilitate solutions for any
issues that may arise during the design and construction phases. Additionally, the
Project Manager shall serve as the primary point of contact for all exchange of
information between the City and the selected firm.
• The Project Manager shall submit a schedule update and a project progress update
report during the first week of each month. The summary shall be submitted by
electronic mail.
• Multiple meetings with project stakeholders will be required during the process to
gather input, communicate project progress, and coordinate with various agencies.
• Meetings with the City Council should be included with the project. The City Council
will be kept informed of projects progress and findings throughout the project.
• Critical members of the firm's project team are expected to be present at all meetings.
Use of teleconference and videoconferencing is an acceptable alternative meeting
format as long as the objectives of the meeting agenda can be met.
Page 7 of 24
• The Consultant shall have a formal written Quality Assurance /Quality Control (QA /QC)
program in place for the full duration of the project. Upon request from the City and at
anytime throughout the project, the Consultant shall provide documentation to the City
that verifies the QA/QC program is being actively utilized and followed.
5.0 USE OF CITY RESOURCES
5.1 - Use of City Resources for the RFQ Preparation
• All information requests shall be directed to the City's Project Manager as detailed in
Section 7.0 of this request for qualifications. All Consultants should note that directly
contacting other City of Dubuque staff or any of the Selection Committee members
shall be considered inappropriate and grounds for disqualification.
5.2 - Material Available for the RFQ
• Most current aerial photograph of the project area. A current aerial photograph of the
City of Dubuque is available in SID file format.
5.3 - City Resources Available to the Selected Consultant
• The City will make its ArcView GIS mapping and data analysis capabilities available
for this project as well as staff contact /resources persons in the Planning Services
Department and the Engineering Department. Digital aerial photos of the City of
Dubuque were taken in the spring of 2009.
• CADD line work drawings of City Roads, CADD plans of adjacent city streetscape
available on DVD.
6.0 INFORMATION TO BE INCLUDED IN PROPOSAL
The submitted proposal should address all of the points outlined in this RFQ excluding any
cost information which shall be included in a separate sealed envelope labeled "Project Cost
Estimate ". The Proposal should be prepared simply and economically, providing a
straightforward, concise description of the Consultant's capabilities to satisfy the
requirements of the RFQ.
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 primary criteria against which the proposal will be evaluated.
Letter of Transmittal
Provide a letter of transmittal briefly outlining the Consultants understanding of the work and
list the Project Manager's the name, address, telephone number, and e-mail address. The
name that is provided for the Project Manager will be used as the primary contact person
during the RFQ 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
Page 8 of 24
Provide general information about the Firm, along with its area of expertise and experience
as it relates to this RFQ. Describe the experience and success of the Firm in working on
similar projects. State the size of the Firm, the size of the Firm's professional staff, and the
location of the office from where the work on this project will be performed.
Discuss the Consultant's ability to integrate this project into their present workload. Include a
statement to specify if the Consultant currently has the capacity to undertake the project or
whether it intends to hire additional staff or partner with sub - consultants.
Scope of Services
Describe the means or strategy by which the Consultant would satisfy the scope of services
as listed in Section 4.
The Consultant may also choose to submit a second alternative or hybrid strategy with a
modified scope of services and revised budget that would improve the results of this project.
Include a basic work plan for each strategy that delineates the Consultant's approach to the
completion of the project.
The work plan, at a minimum, should include those components outlined in Section 4 of this
RFQ. The Consultant should indicate in the work plan the aspects of the project they expect
to be completed by City staff.
Highlight any parts of the work plan that will reflect the Consultant's unique philosophy or
insight regarding its approach to this project and how this approach positively impacts the
successful completion of the project.
Project Team Qualifications
Provide the names of all members of the project team associated with this project.
Specifically identify the supervisory and management staff including principals, the project
manager, and technical experts who will be assigned to this project. For each project team
member, provide a summary of their qualifications and experience. Include any training and
relevant education.
Provide a flow chart that shows the communication path between the City and Consultant.
Include all project team members on the flow chart and show the supervisory relationship
between all members of the team. Be sure to include all sub - consultants staff on the project
team flow chart.
Provide the name and location of other sub - consulting firms that would be used by the
Consultant during the project and the approximate percentage of the work that would be
performed by each firm. Summarize the qualifications and experience of all sub - consultant
staff working on the project.
In submitting the Proposal, the prospective Consultant is representing that each person listed
or referenced in the Proposal shall be available to perform the services as described. The
project manager, principals, management, and other project team staff may be changed in
accordance with the requirements described in Appendix C - Substitution of Project Team
Members ".
Page 9 of 24
Describe the experience and success of the project team members proposed for the
Dubuque project who have previously worked on similar projects together.
Include at least three (3 client references (including individual contact names and telephone
numbers) for similar projects that have been completed by the firm in the last five (5) years.
List the names of individuals on the project team proposed for the Dubuque project who have
worked on the referenced projects.
Understanding of Final Contract Terms
The Proposer should provide a statement that indicates they have read and understand
Appendix C — "City of Dubuque Contract Terms and Conditions ". Any exceptions to the
Contract Terms and Conditions by the Consultant must be clearly stated in their submitted
Proposal.
Certificate of Insurance
The Consultant should provide a statement indicating that they are able to meet the City's
insurance requirements for professional services. (See attached Insurance Schedule C —
Appendix D.)
Proposed Project Schedule
Provide a project schedule for each proposed strategy. Outline the time durations and
estimated completion dates for each major component of the proposed scope of work. The
schedule should list all deliverables that are required throughout the project.
Fees and Compensation
Provide a proposed fixed cost, plus reimbursable expenses budget for each strategy
proposed to complete the requested scope of services. Breakdown costs by major scope
element and include a list of hourly rates for personnel assigned to the project. Provide a sub
total for each of the Tasks outlined in Section 4 so that work can be authorized as funding
becomes available.
7.0 PROPOSAL QUESTIONS AND ANSWERS
If you have any questions concerning this request for qualifications, please submit your
requests to the City's designated Project Manager in writing. The City has used considerable
efforts to ensure an accurate representation of information in this RFQ. Each Proposer is
urged to conduct its own investigations into the material facts provided.
No answers given in response to questions submitted shall be binding upon this RFQ unless
released in writing (letter or email) as an officially numbered and titled addendum to the RFQ
by the City of Dubuque.
Any questions concerning this proposal must be received on or before 10:00 a.m. CDT on
September 3, 2013. Any inquiries received after this date will not be answered. When
submitting a question to the Project Manager, please include the appropriate firm contact
information.
Page 10 of 24
From the date of issuance of the RFQ until final City action, the Proposer shall not discuss
the RFQ with or contact any other City of Dubuque staff or any of the Selection Committee
members except as expressly authorized by the City's Project Manager identified in this
section (Section 7.0). Violation of this restriction will be considered a violation of the rules
and be grounds for disqualification of the Consultant's proposal.
Project Manager contact information is as follows:
Phil Wagner
Acting Economic Development Director
50 W. 13th Street
Dubuque, Iowa 52001
Phone: 563.589.4393
Fax: 563.589.1733
Email: Pwagner @cityofdubuque.org
8.0 SUBMISSION REQUIREMENTS
Before submitting a proposal, each Consultant shall make all investigations and examinations
necessary to ascertain site conditions and requirements affecting the full performance of the
contract and to verify any representations made by the City upon which the Proposer will rely.
PROPOSAL SUBMITTAL INFORMATION
• Submittal Deadline: September 4, 2013 on or before 4:00 p.m. local time
• Submittal Location:
• Submittal Contact &
Mailing Address:
City of Dubuque
Economic Development Office
Attn: Phil Wagner
50 West 13th Street
Dubuque, Iowa 52001 -4864
City of Dubuque
Economic Development Office
Attn: Phil Wagner
50 West 13th Street
Dubuque, Iowa 52001 -4864
• Submittal Copies: Three (3) sets of the proposal shall be provided.
Submit one (1) original signed proposal, two (2) copies and also an electronic .pdf version, all
labeled Brownfields Assessment Cooperative Agreement Project.
Submitted proposals must be in delivered in printed format with the exclusion of the one
required .pdf version. The .pdf version shall be submitted on a compact disk along with
proposal hardcopies. No faxed or e -mail proposals will be accepted.
Page 11 of 24
The proposal must be a document of not more than fifteen (15) numbered 8-1/2 x 11 -inch
pages, with the exception of the project schedule which may be presented in 11 x 17 -inch
format, and not including the letter of transmittal, index, dividers and the front and back
covers and the separately sealed cost proposal. Proposals should not include any pre-
printed or promotional materials. Any proposals exceeding 15 numbered pages will not
be considered.
Each addendum must be acknowledged in the Letter of Transmittal by providing the
addendum number and title. Failure to acknowledge each addendum will be considered
grounds for possible disqualification. It is solely the Consultant's responsibility to ensure that
you have received all addendums to this RFQ before submitting the proposal.
The original proposal document shall be signed in blue ink by an officer of the Firm who is
authorized to legally bind the Proposer 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 Consultant 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 shall be returned unopened to the Proposer. 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 Consultant prior to the
execution of an agreement or contract. Nor shall the City of Dubuque be liable for any costs
incurred by Firms that are not specified in any contract. All results from this project will
remain the property of the City of Dubuque.
Upon receiving this RFQ, we request that you complete the "Receipt of Proposal
Acknowledgement — "No Response Reply" information contained on the first page of this
document and return it to the City's Project Manager by mail or email so the City can ensure
that each Consultant received this Request for qualifications.
The City of Dubuque appreciates your time and consideration of this RFQ.
Sincerely,
Phil Wagner
Acting Economic Development Director
Page 12 of 24
Brownfields Assessment Cooperative Agreement Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Qualifications
August 19, 2013
Appendix A
Consultant Evaluation and Selection Process
Page 13 of 24
INITIAL EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the
proposal format. A selection committee will review qualifying proposals and select Firms for
placement on the consultant short-list for the project. The following criteria are among those
that will be used to initially evaluate submitted proposals.
1. A high level of professional competence and a proven track record with similar
projects:
a. Qualifications and experience of the Consultant and any sub - consultants.
b. Availability and capability of staff.
c. Demonstration of the project teams and technical abilities.
d. If a joint venture with sub - consultants, the track record of the Consultants
experience working together.
e. Experience of the Consultant working on municipal projects.
f. Experience of the Consultant working on municipal projects in Iowa.
g. Overall success of past projects completed for the City of Dubuque.
2. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall objectives for the Brownfields
Assessment Cooperative Agreement Project.
3. Design approach /methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem solving ability.
c. Ability of the Consultant team to demonstrate initiative, motivation, and
knowledge as an indication of their desire to work with the City of Dubuque.
d. Ability to demonstrate knowledge of the City of Dubuque.
e. Integrity and compliance with public policy.
f. Familiarity with EPA and State and Federal regulations.
4. Proposed schedule required to complete project.
CONSULTANT SHORT -LIST EVALUATION CRITERIA
A selection committee may choose to interview none, one or all of the short- listed Firms.
Both the original submitted proposal and the results of any Consultant interviews will be used
to select the final Consultant for the project. The following criteria are among those that will
be used to evaluate the Consultants on the short -list.
1. A high level of professional competence:
a. Qualifications and experience of the Consultant and any sub - consultants.
b. Demonstration of the project teams and technical abilities.
c. If a joint venture with sub - consultants, the track records of the Consultants
experience working together.
d. Experience of the Consultant working on municipal projects.
e. Experience of the Consultant working on municipal projects in Iowa.
f. Overall success of past projects completed for the City of Dubuque
g. References.
Page 14 of 24
2. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall objectives for the Dubuque Brownfields
Assessment Cooperative Agreement Project.
3. Design approach /methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem solving ability.
c. Ability of the Consultant team to demonstrate initiative, motivation and
knowledge as an indication of their desire to work with the City of Dubuque.
d. Ability to demonstrate knowledge of the City of Dubuque.
e. Integrity and compliance with public policy.
f. Familiarity with EPA and State and Federal regulations.
4. Responsiveness and compatibility between the Consultant and City:
a. General attitude and ability to communicate.
b. Ability of the Consultant to maintain a high level of direct interaction and
communication with City staff.
c. Ability to listen, be flexible, and follow and /or implement direction and ideas or
concepts.
d. How the Consultant team interacts with the general public, City staff, and public
officials.
5. Proposed schedule required to complete project.
a. Ability to complete project on time and within budget.
SELECTED CONSULTANT - FEE NEGOTIATION PROCESS
Upon the successful completion of the Consultant review process, the RFQ Selection
Committee will recommend to the City Manager or City Council awarding a contract to the
highest ranked Consultant. The Selection Committee will also request authority to negotiate
with the recommended Consultant a final scope of work and fee structure for the project.
If a contract satisfactory and advantageous to the City can be negotiated at a price
considered fair and reasonable, the award shall be made to that proposer. Otherwise,
negotiations with the proposer ranked first shall be formally terminated and negotiations
commenced with the Consultant ranked second, and so on until a contract can be negotiated
that is acceptable to the City.
Upon the successful completion of contract negotiations, the selection committee shall
recommend that the City Manager execute a contract with the successful Consultant. The
City Manager will in turn make a decision to execute the contract or request the Dubuque City
Council make a final determination to award and execute the contract with a Consultant.
Payment for Work: The Consultant awarded the contract shall be paid once monthly.
Page 15 of 24
Dubuque Brownfields Assessment Cooperative Agreement
Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Qualifications
August 19, 2013
Appendix B
RFQ Rules and Protest Procedure
Page 16 of 24
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
Proposer 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 scoring 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.
DEFINITIONS
The City has established for the purposes of this RFQ that the words "shall ", "must ", or
"will" are equivalent in this RFQ 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
RFQ's mandatory conditions requirements.
The words "should" or "may" are equivalent in this RFQ 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 Proposer who disputes the reasonableness or appropriateness of any
item within this RFQ document, any addendum to this RFQ 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 set forth in Section 7.0, who shall review the written
dispute and work with the City Manager to render a decision which shall be considered
final.
Page 17 of 24
Dubuque Brownfields Assessment Cooperative Agreement
Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Qualifications
August 19, 2013
Appendix C
City of Dubuque Contract Terms and Conditions
Page 18 of 24
TERMS AND CONDITIONS
The following clauses shall be included in the final signed contract:
1. CONSULTANT'S ENDORSEMENT ON PLANS.
The Consultant shall endorse the completed computations prepared under this
Agreement, and shall affix thereto the seal of a licensed professional engineer, or
licensed professional architect, licensed to practice in the State of Iowa, in accordance
with the current Code of Iowa.
2. CHANGE IN SCOPE OF SERVICES.
No change in scope shall be permitted during this project without the prior written
agreement of both parties.
3. SUBSTITUTION OF PROJECT TEAM MEMBERS.
The Project Manager, partners, management, other supervisory staff and technical
specialists proposed for the project may be changed if those personnel leave the
Consultant. These personnel may also be changed for other reasons however, in
either case, the City retains the right to approve or reject the replacements and no
replacements shall begin working on the project without the express, prior written
permission of the City of Dubuque.
4. INSURANCE.
Consultant shall at all times during the performance of this Agreement provide
insurance as required by the attached Insurance Schedule.
5. INDEMNIFICATION.
To the fullest extent permitted by law, Consultant shall indemnify and hold harmless the
City, its officers, agents, and employees from and against all claims, damages, losses
and expenses, including but not limited to attorneys' fees, arising out of or resulting from
performance of the Contract, provided that such claim, damages, loss or expense is
attributable to bodily injury, sickness, disease or death, or injury to or destruction of
property (other than the Project itself) including loss of use resulting therefrom, but only
to the extent caused in whole or in part by negligent acts or omissions of the
Consultant, Consultant's subcontractor, or anyone directly or indirectly employed by
Consultant or Consultant subcontractor or anyone for whose acts Consultant or
Consultant's subcontractor may be liable, regardless of whether or not such claim,
damage, loss or expense is caused in part by a party indemnified hereunder.
6. TERMINATION.
City may terminate this agreement, with or without cause, upon providing 14 days
written notice to the Consultant.
7. ERRORS & OMISSIONS.
In the event that the work product prepared by the Consultant is found to be in error
and revision or reworking the work product is necessary, the Consultant agrees that it
Page 19 of 24
shall do such revisions without expense to the City, even though final payment may
have been received. The Consultant must give immediate attention to these changes
so there will be a minimum of delay during construction. The above and foregoing is not
to be constructed as a limitation of the City's right to seek recovery of damages for
negligence on the part of the Consultant herein.
8. OWNERSHIP OF ENGINEERING DOCUMENTS.
All sketches, tracings, plans, specifications, reports on special studies and other data
prepared under this Agreement shall become the property of the City and shall be
delivered to the Project Manager upon completion of the plans or termination of the
services of the Consultant. There shall be no restriction or limitations on their future
use by the City, except any use on extensions of the project or on any other project
without written verification or adaptation by the Consultant for the specific purpose
intended will be the City's sole risk and without liability or legal exposure to the
Consultant.
The City acknowledges the Consultant's plans and specifications, including all
documents on electronic media, as instruments of professional service. Nevertheless,
the plans and specifications prepared under this Agreement shall become the property
of the City upon completion of the services and payment in full of all moneys due to the
Consultant.
The City and the Consultant agree that any electronic files prepared by either party
shall conform to the specifications listed in Attachment _ of the contract. Any change
to these specifications by either the City or the Consultant is subject to review and
acceptance by the other party. Additional efforts by the Consultant made necessary by
a change to the CADD software specifications shall be compensated for as Additional
Services.
The City is aware that significant differences may exist between the electronic files
delivered and the respective construction documents due to addenda, change orders or
other revisions. In the event of a conflict between the signed construction documents
prepared by the Consultant and electronic files, the signed construction documents
shall govern.
The City may reuse or make modifications to the plans and specifications, or electronic
files while agreeing to take responsibility for any claims arising from any modification or
unauthorized reuse of the plans and specifications.
9. SUBLETTING, ASSIGNMENT OR TRANSFER.
Subletting, assignment, or transfer of all or part of the interest of the Consultant in this
Agreement is prohibited unless written consent is obtained from the Engineer and
approved by the City.
Page 20 of 24
Dubuque Brownfields Assessment Cooperative Agreement
Project
City of Dubuque, Iowa
Consultant Professional Services
Request for Qualifications
August 19, 2013
Appendix D
Insurance Requirements
Page 21 of 24
Insurance Schedule C
shall furnish a signed Certificate of Insurance to the City of
Dubuque, Iowa for the coverage required in Exhibit I prior to commencing work
and at the end of the project if the term of work is longer than 60 days. Providers
presenting annual certificates shall present a Certificate at the end of each project
with the final billing. Each Certificate shall be prepared on the most current
ACORD form approved by the Iowa Department of Insurance or an equivalent.
Each certificate shall include a statement under Description of Operations as to
why issued. Eg: Project # or Lease of premises at or
construction of
2. All policies of insurance required hereunder shall be with a carrier authorized to
do business in Iowa and all carriers shall have a rating of A or better in the current
A.M. Best's Rating Guide.
3. Each Certificate shall be furnished to the contracting department of the City of
Dubuque.
4. 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.
5. Subcontractors and sub subcontractor performing work or service shall provide a
Certificate of Insurance in accord with Exhibit I.
6. All required endorsements to various policies shall be attached to Certificate of
insurance.
7. Whenever a specific ISO form is listed, an equivalent form may be substituted
subject to the provider identifying and listing in writing all deviations and
exclusions that differ from the ISO form.
8. Provider shall be required to carry the minimum coverage /limits, or greater if
required by law or other legal agreement, in Exhibit I.
9. Whenever an ISO form is referenced the current edition of the form must be used.
Page 22 of 24
Insurance Schedule C (continued)
Exhibit 1
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products - Completed Operations Aggregate Limit$1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit (any one occurrence) $ 50,000
Medical Payments $ 5,000
a) Coverage shall be written on an occurrence, not claims made, form. All deviations
from the standard ISO commercial general liability form CG 0001, or Business
owners form BP 0002, shall be clearly identified.
b) Include ISO endorsement form CG 25 04 "Designated Location(s) General Aggregate
Limit" or CG 25 03 "Designated Construction Project (s) General Aggregate Limit" as
appropriate.
c) Include endorsement indicating that coverage is primary and non - contributory.
d) Include endorsement to preserve Governmental Immunity. (Sample attached).
e) Include an endorsement that deletes any fellow employee exclusion.
f) Include additional insured endorsement for:
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. Use ISO form CG 2026.
B) AUTOMOBILE LIABILITY $1,000,000 (Combined Single Limit)
C) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Statutory benefits covering all employees injured on the job by accident or disease as
prescribed by Iowa Code Chapter 85 as amended.
Coverage A Statutory —State of Iowa
Coverage B Employers Liability
Each Accident $100,000
Each Employee- Disease $100,000
Policy Limit - Disease $500,000
Policy shall include an endorsement providing a waiver of subrogation to the City of
Dubuque.
Coverage B limits shall be greater if required by Umbrella Carrier.
D) UMBRELLA LIABILITY $1,000,000
Umbrella liability coverage must be at least following form with the underlying policies included
herein.
E) PROFESSIONAL LIABILITY $1,000,000
Page 23 of 24
Preservation of Governmental Immunities Endorsement
1. Nonwaiver of Governmental Immunity. 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 Coverage. 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 Immunity. 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 Coverage. 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 Change in Policy. The above preservation of governmental immunities shall
not otherwise change or alter the coverage available under the policy.
Page 24 of 24