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RFP's - Digital Orthophotography & Data Coll. i5"G~~E ~ck~ MEMORANDUM November 22, 2006 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Request for Proposal for Digital Orthophotography and Data Collection The City's last digital orthophotography project was completed in 1996. Numerous City departments currently use digital orthophotograpghy in their daily GIS functions, not only as a map back-drop, but also to quickly identify real-world features and for other spatial data analyses. GIS Coordinator/Analyst Nikki Breitsprecker recommends City Council approval of a Request for Proposal for Digital Orthophotography and Data Collection for the corporate limits of the City of Dubuque, as well as potential annexation areas. This aerial photography project will also include the capture/creation of several GIS files, including impervious areas, water features, railroad centerlines and spurs, bridge structures, pavement edge, a digital elevation model and 2-foot contours of the project area. I concur with the recommendation and respectfully request Mayor and City Council approval. /~zJ ~jl2 Michael . Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Nikki Breitsprecker, GIS Coordinator/Analyst DU~~E ~<J<e-~ MEMORANDUM November 21, 2006 TO: Michael C. Van Milligen, City Manager FROM: Nikki Breitsprecker, GIS Coordinator/Analyst SUBJECT: Request for Proposal for Digital Orthophotography and Data Collection BACKGROUND Please find attached a draft of the proposal for digital orthophotography for the corporate limits of the City of Dubuque, as well as potential annexation areas. This aerial photography project will also include the capture/creation of several GIS files, including impervious areas, water features, railroad centerlines and spurs, bridge structures, pavement edge, a digital elevation model (DEM), and 2-foot contours of the project area. The City's last digital orthophotography project was completed in 1996. Numerous City departments currently use digital orthophotography in their daily GIS functions not only as a map back-drop, but also to quickly identify real-world features and for other spatial data analyses. This project is being funded by the Geographic Information System Capital Improvement Project with $205,000 ($175,000 for reflight and an additional $30,000 for conversion) in FY 2006. An additional $20,000 has been budgeted for FY 2009 and FY 2011 for supplemental flights. In preparation for this RFP, members of the GIS Advisory Committee began by identifying desired project results and deliverables, including 6-inch pixel, true color aerial photography and building outlines. Research was also completed by the GIS Coordinator/Analyst and Information Services Manager regarding similar-sized projects which aimed to achieve similar results to those identified by the GIS Advisory Committee. From there, the GIS Coordinator/Analyst put together an RFP with the help of Chris Kohlmann, Information Services Manager, Randy Gehl, Public Information Officer, Steve Sampson-Brown, Project Manager, and Ron Turner, Surveyor. DISCUSSION The RFP has been written such that Vendors are to offer a proposal that will meet all the requirements set forth in the RFP, as well as identify cost-saving techniques and alternative approaches allowing for a more efficient project that will produce the expected results. ACTION STEP I am submitting this RFP for your review and for City Council approval. Please let me know if you have any questions. ~P)P~ (j:ffi(€/JI1~ Nik . Breitsprecker, GIS oordinator/Analyst cc: Randy Gehl, Public Information Officer Chris Kohlmann, Information Services Manager Dawn Lang, Budget Director Jenny Larson, Budget Director City of Dubuque Aerial RFP Introduction The City of Dubuque, IA is requesting proposals for digital orthophotography for the corporate limits of the City of Dubuque, as well as the surrounding area designated in this request for proposals, to be acquired and developed over the next flying season. The specifics are described in this document. As a part of this project, the City of Dubuque is also looking for the collection of impervious areas in the project area, water features, railroad centerlines and spurs, bridge structures, pavement edge as derived from impervious areas, a digital elevation model (DEM) and 2' contour generation. Community Profile 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, and contains nearly 24,000 parcels. The City's annual budget is over $108 million and the City provides a full range of services. The community has a stable and diversified manufacturing base and a growing service sector. Dubuque is the major retail, medical, educational and employment center for the Tri-State area. Tourism continues to be a major economic force in the community. City government continues to work in collaboration with the private sector to promote economic development. The City of Dubuque and Dubuque County have seen over a half billion dollars in new ccnstruction in the past three and a half years due to these efforts. The City of Dubuque last contracted a digital orthophotography project in 1996 upon the implementation of GIS within the City. At that time, digital orthophotography was created in tile format. The digital orthophotography gave the City 6-inch pixel quality, and 2-foot contours and building outlines were also generated as a part of that flight. A complete flight of the City was last completed in 2000 by Dubuque County. That flight generated 1-foot pixel quality orthophotography for the City of Dubuque, and also generated railroad centerlines and stream centerlines. The City's GIS is used by many different departments, including Planning Services, Engineering, Water Distribution, Economic Development, Public Works, Police and Fire. It has been the policy of the City of Dubuque to continue to develop aerial photography on a 10-year schedule, being opposite of a 10-year schedule maintained by Dubuque County, with the City flying aerials on the "5's" (1995, 2005) and the County flying aerials on the "10's" (2000,2010). With the intention of flying the entire City in spring 2007, the City intends to ccntinue to fly ccmplete aerials every ten years, with supplemental flights as needed every two to three years. The City has adopted ArcGIS as the GIS standard, and will be beginning the process of transferring all GIS data into an enterprise GIS system using ArcSDE. The City is also entertaining the possibility of moving to an ArcGIS Server implementation. All City GIS data will be made available to the firm that is awarded the job to assist in this project. All deliverables shall be compatible and operational within the City's current system, and shall be deemed unacceptable until compatibility is assured. Project Goal The goal of this project is to obtain new true color digital aerial photography for use in the City's numerous GIS applications, as well as for use by Engineering and Police and Fire. The City also hopes to obtain impervious areas, water features, railroad centerlines and spurs, bridge structures, edge of pavement lines, a digital elevation model (OEM), and 2-foot contours for the entire project area. Project Area Appendix A identifies the final project area for which data shall be collected and orthophotography shall be created. The portion shown in green delineates an area that includes a 2-mile buffer of not only the current City of Dubuque corporate limits, but also areas designated for potential annexation by the City of Dubuque. This area covers approximately 154 square miles. The 1996 project was flown by Western Kentucky Air Maps. Proposal Requirements & Procedures Overview As a part of the proposal, the vendor will supply a detailed narrative describing how the Vendor will complete each phase of the project, including . source document and data gathering . monument recovery and targeting . production methods . OAlOC procedures . anticipated delivery and editing schedules, and . the perceived role and responsibilities of City personnel during the course of the project. The proposal shall address items identified herein and show how the proposal meets or exceeds the requirements. Should the Vendor find omissions from this RFP, or know of ways to achieve the stated goal in a more efficient and effective manor, please describe the missing or alternative methodology in detail and include this as an alternative in the proposal. Addenda Addenda are any graphic or written instruments issued by the City of Dubuque prior to the date for receipt of proposals which modify or interpret this document by additions, deletions, clarifications, or corrections. Addenda will be mailed or faxed to all who are known to have received documents. No addenda will be issued later than 72 hours prior to the time and date for receipt of proposals except an addendum postponing or withdrawing the request for proposal. Joint Ventures or Subcontractors Joint ventures are permissible. However, one organization must be clearly defined as the party having primary responsibility and the remaining organization(s) as having secondary responsibilities. The Primary party will submit his/her proposal as outlined in the specifications with the secondary party being a subcontractor to the proposal. No part of this Contract shall be subcontracted without the prior knowledge and written approval of the City. If subcontractors are requested and approved, the Vendor shall retain full responsibility to the City for all work completed or uncompleted by the Subcontractor. Anticipated Project Schedule The anticipated timeline for this project is as follows, but is subject to change: . RFP Available to Vendors: December 5, 2006 . Vendor Conference Call December 19, 2006 at 10 am CST . Proposals Due: January 5, 2006 . Vendor Selection: January 12, 2007 . Notice to Proceed: mid January 2007 . Execution of Final Contract: end of January 2007 . Imagery Acquisition March 2007 . Imagery Delivery July 1, 2007 . Project Completion August 31, 2007 Submission Requirements This RFP is in .pdf format and can be downloaded at www.citvofdubuque.orq under the area of Bids and RFP's. Announcement of the availability of the RFP appear on the website's homepage. Questions about the RFP will be answered beginning December 6, 2006. All inquiries concerning this RFP shall be submitted to the following address: Nicole Breitsprecker, GIS Coordinator/Analyst City Hall 50 W. 13th Street Dubuque, IA 52001-4864 (563) 589-4174 n breitsp@citvofdubuQue.orQ Proposals (original and 3 copies) must be received by 3:00 PM January 5,2007 at the above address. Vendors shall ensure that their proposals arrive at the above office on or before the stated deadline. Late proposals or modifications will not be considered. Proposals shall be submitted in sealed packages marked "Digital Orthophotography Proposal." It is anticipated that a contract for services will be awarded during the month of January 2007. All proposal information should be contained in the written material submitted. Oral presentations will not be permitted. Vendors should be aware that the successful vendor will be required to agree to all representations, commitments, and warranties presented in their proposal. A vendor conference call is scheduled for Tuesday, December 19, at 10 am. The conference call can be reached by calling < > Proposal Format The following items must be addressed in the Proposal: Vendor's Business Experience Submit sufficient information to substantiate Vendor's experience in performing aerial imagery acquisition and conversion to digital orthoimagery form similar, in scope, to the City project as presented in this document. Company brochures may suffice if they contain critical information such as number of years in business, staff qualifications, and type of equipment used for aerial image acquisition and digital orthoimagery creation. Vendors are encouraged to provide additional information, in letterform, for consideration in establishing respondent's business experience and management philosophy/approach related to this project Technical Approach Describe the firm's technical approach for this project as well as methodologies used in similar projects. Completely describe your technical approach including type of equipment and methodology used for this project. Provide .tif samples of aerial photography previously prepared by your firm at the scales & resolutions proposed for this project or that is deemed comparable to this project. Qualifications and Staffinq Include the firm's qualifications & experience, or other information that shows how the firm is qualified for this project. Previous experience on similar projects must also be included. Brief resumes of the project team shall be included, in addition to a statement specifying the number of years of experience in their specialty or discipline, number of years of employment with the firm, and the number of comparable completed projects with which the employees have worked. Substitutions of other less qualified personnel may not be made at a later date without written prior approval of the City. Reference Information Should contain at least the following information: . Agency/Organization Name & Address . Contact Person/Phone Number and E-mail Address . Project Title/Project Location . Project Duration (Start Date - Finish Date) . Population & size (in square miles) of the Project area . Brief Description of work performed to include area covered, mapping scale, standards used, and digital orthoimagery products Schedule of Events Describe in detail the activities to be undertaken to complete each project task within specified time frames. This schedule will become part of the contract. During the course of the project, regularly scheduled (bi-weekly) progress reports are required. Cost Worksheet Provide a complete cost quotation describing the cost for different phases of the project and the total overall cost of the project. Insurance See Appendix C for Insurance Requirements. Incurring Costs The City of Dubuque is not liable for any costs incurred with replying to this RFP. Proposal Withdrawals All requests to withdraw or resubmit a proposal must be made in writing to the City of Dubuque any time prior to the time of the proposal opening. No vendor may withdraw a proposal within 60 days after the actual date of the opening thereof. Proposal Clarification Questions After reviewing all proposals received in response to this RFP, the City of Dubuque may develop a list of clarification questions to be addressed by the Vendor. The City of Dubuque will send these questions to the Vendor for clarification. Evaluation/Selection Criteria and Process This RFP is not meant to favor any vendor or manufacturer. Instead, it is designed to meet the needs of the City of Dubuque. The City of Dubuque will weigh the proposals based on the Vendor's references, qualifications and support as well as technical merit and cost. Award will not be made on price alone. A proposal once submitted shall be deemed final and binding on the Vendor, and shall constitute an option with the City of Dubuque to enter into a contract upon the terms set forth in the proposal. All proposal prices must be valid for 90 days from proposal due date. In awarding the Contract, the City may take into consideration the Vendor's skill, facilities, capacity, experience, responsibility, previous work record, financial standing, the necessity of prompt and efficient completion of work described in the proposal documents, or other factors the City of Dubuque considers relevant. Inability of Vendor to meet these conditions may be cause for rejection of the proposal. The specific that will be evaluated include: . Response from References . Experience of firm in comparable projects . Technical and Management approach . Experience of personnel assigned to the project, and . Completeness of proposal responsiveness to specifications The proposals will be reviewed and awarded by the City of Dubuque. Selection will not be made on cost alone. An award resulting from this request shall be made to the most responsive and responsible vendor whose proposal is determined to be the most advantageous to the City of Dubuque, taking into consideration the evaluation factors set forth herein; however, the right is reserved to reject all proposals received in all cases. The City of Dubuque shall be the sole judge as to whether a vendor's submission has or has not satisfactorily met the requirements of this Request for Proposal. The City of Dubuque reserves the right to reject any and/or all proposals. Notice of the award shall be made in writing. Such notice will be forwarded to all respondents at the address furnished in the proposal. The City reserves the right to conduct such investigations as they deem necessary to assist in the evaluation of any proposal and to establish the responsibility, qualifications, and financial ability of the respondents to do the work in accordance with the contract documents to the City's satisfaction within the prescribed time. Respondents may take "exception" to the Specifications. These exceptions must be obviously indicated in the proposal. The respondent agrees that all terms and provisions contained within shall become part of the awarded contract. Should addendums become necessary, they will be incorporated with the contract for the project. Proposal Award Unless otherwise indicated in the specification for a proposal, the City of Dubuque reserves the right to award the proposal in whole or in part. by item. by group of items where such action serves the best interests of the City of Dubuque. The City of Dubuque will have the right to negotiate contracts with the successful Vendor as necessary for future supplementary flights of the City. ConuactNegotiations The City of Dubuque reserves the right to negotiate a contract after the successful Vendor is selected. Selection will be based only on the proposal and subsequent interviews. if any; therefore. proposals must be complete. Contract Duration and Price Changes This contract will extend for a period of 12 months during which time the successful Vendor must pass on all price decreases enacted by the manufacturer. At no point will pricing be allowed to rise above those stated in the contract. Exceptions Exceptions to any part of the requirements stated in this request must be clearly identified as exceptions. Confidentiality of Information Any submitted information considered trade secret or confidential to the Vendor or rendered via a non-disclosure agreement with the City must be so labeled and enclosed separately. The Vendor, the City of Dubuque and their agents will hold the submitted proposal and any related materials in confidence if so requested by the Vendor. Throughout the evaluation process any information therein will not be made available to any other party unless precluded by Iowa Code. No debriefings or scoring sheets will be released before final recommendation. However, after the award. all contents of the selected proposal will be considered public information. All proposal material supplied, including supporting material and information disclosed during the bid process, will become the property of the City of Dubuque and will be retained for internal use. The City of Dubuque reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the Vendor of the conditions contained in this request for proposals, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of Dubuque and the Vendor selected. Contract Documents The Vendor's response to this RFP. response to questions and written addenda will become part of the contractual documents upon signing of contract documents. The order of precedence shall be signed contract, response to follow-up questions. response to addenda and response to the RFP. The most recently dated response to an item will supersede other items referencing the same topic. Ownership of Materials All material prepared or completed during the performance of services specified in this RFP. including, but not limited to, maps. documents. aerial negatives. or digital data. shall become the property of City of Dubuque and shall not be copyrighted by the Contactor. Also, the same material shall not be released or made available to any third party or used for other purposes at any time without the written approval of City of Dubuque. Payment Terms and Retainage The Vendor should clearly state the terms and timing of payments for the project. Vendors are expected to quote a total Not-to-Exceed amount. No payments shall be made prior to production, delivery, inspection and approval by the City, or its representative, of all sample data files. Thereafter payments, as approved by the City shall be made monthly to the Contractor based on the proportion of work completed, less ten percent (10%) retainage. This retainage shall be released to the Contractor within sixty (60) days after the City of Dubuque has accepted and approved the contract as completed. Project Requirements & Procedures Overview The following is a detailed list of project requirements and procedures as deemed necessary by the City of Dubuque to ensure a successful project. Diqital Orthophotoqraphv The City is requesting digital orthophotography for the entire project area delineated in Appendix A. Imagery shall be true color as opposed to black and white, and shall be collected at the appropriate flying height to produce digital imagery at a scale of 1" = 100'. The aerial photography shall be collected in State Plane Coordinate (SPC) System, Iowa North Zone 1401 (US) Feet, NAD83, with vertical units in NAVD88. Photography is to be completed in late winter/early spring 2007 prior to the onset of spring vegetation. General requirements of aerial photography shall be acquired based on the intended use of the photographs as stated in the specification. In general, photography shall not be acquired when the ground is obscured by haze, snow, dust, floodwaters, or environmental factors that may obscure ground detail. All efforts should be taken to minimize the exposure of smoke plumes from fires. If any major fires are occurring during the mission, the aerial mission shall be discontinued. Clouds and/or shadows of clouds shall not appear in the photograph. The solar altitude shall be less than thirty (30) degrees when aerial imagery is captured. It should, therefore, be flown generally between the hours of 10:00 AM and 2:00 PM Central Standard Time at the mission altitude. For the project area, the Vendor shall designate the size of area captured in each image. The original flight used Y.-mile tiles, and this grid mayor may not be used by the Vendor. Appendix D is a map of the original grid. The grid used by the Vendor shall be supplied to the City of Dubuque in a shapefile or geodatabase feature class format for use by the City, with each tile containing specific data corresponding with its respective image. Pixel size shall not be larger than a half-foot (6 inches). The Vendor must provide the City with a description of the quality control methods and procedures used in all aspects of the project, including the acquisition and development of aerial imagery and the processing of the digital orthoimagery. Describe what field verification measures are carried out to ensure that the products meet the National Map Accuracy Standard (NMAS). Verification should also be performed for image completeness to ensure that no gaps exist in the digital orthoimage coverage. All photos shall be in natural color and delivered in digital format with appropriate world files for use in the City's GIS. The flight height shall be sufficient to develop appropriate scale maps. In-Flight departures from flight heights required to produce the desired image scale shall not exceed minus two percent (-2%) or plus five percent (+5%) unless changed by Air Route Traffic Control Centers. All aircraft shall be maintained and operated in accordance with regulations of the Federal Aviation Administration (FAA) and the Civil Aeronautics Board. The recommended FAA preflight inspection of the aircraft and instruments must be performed prior to each photographic mission. High-accuracy position and attitude sensors shall be operated simultaneously with the camera. The camera shall be installed in a mount that attenuates the effects of aircraft vibration. The mount should be regularly serviced and maintained. The camera shall be mounted vertically in the aircraft in a mount designed to isolate the camera from vibration of the aircraft. Angular vibration of the camera shall be reduced to such a level so as to have no significant detrimental effect on resolution. The camera should be checked to be sure it is properly secured onto the mount and that all cable connections are tight. The camera lens, filters, and camera port must be inspected to assure that the surfaces are not scratched, etched, or discolored and that they are free of foreign particles and condensation. Inspection of the original images to check for tilt, overlap, crab, cloud cover, snow cover, and proper sun angle must be carried out before the images are compiled for the creation of digital orthoimagery. Immediately after aerial mission, the Vendor shall review the images to determine if the camera functioned properly during the mission. If the review indicates a malfunction, the aerial mission must be re-f1own at no additional cost to the City. Re-flights shall be performed immediately (weather permitting) ordered for the purpose of securing replacement images for all which fail to meet minimum standards set forth in this proposal, provided ground conditions have not yet terminated the photographic "season." Inspections of aerial imagery should be performed immediately after the aerial imagery mission. Unacceptable aerial imagery (as determined by the City) shall be re-flown by the Vendor at no additional cost to the City, with the re- flight coverage overlapping the acceptable digital images. Individual crew members shall have two years or more apprenticeship in flying photographic missions for aerial surveys. In addition, it is desirable that crew members have had meaningful prior experience with the same type of camera and aircraft to which they are designated. Ground Control Ground control shall be based on the Dubuque Area Geographic Information System (DAGIS) existing control monumentation. All coordination of ground control targeting will be the responsibility of the Vendor. The Vendor shall provide a brief description of the equipment and methods to be used for airborne GPS or new ground surveys, and attach this report to a copy of the contract map prepared to show the locations of all control points intended for use in the mapping project. A digital point theme in either shapefile or geodatabase feature class format of all horizontal ground control targeted and non-targeted used, shall be submitted. To minimize requirements for ground control and to minimize project time, the Vendor is required to use airborne GPS technology to collect the x, y and z position of the aircraft and an Inertial Measurement Unit (IMU) to collect aircraft attitude position. Ground control targeting costs shall be listed in the proposal. A general map of existing control points has been attached to this RFP (Appendix B); however, it is up to the Vendor to secure coordinates for control purposes. The Vendor shall also be in charge of repairing/replacing or adding new control points as necessary to ensure a successful collection of ground control points for this project throughout the project area. Impervious Areas The City of Dubuque is requesting the generation of photo-apparent impervious areas throughout the project area. These features include but are not limited to streets, parking lots, driveways, and buildings. Buildings and other impervious areas with dimensions equal to or greater than 4'x4' shall be digitized. An impervious area file is requested to aid engineering staff in our storm water utility application. This data shall be supplied in either a shapefile or geodatabase feature class, which each type of impervious area created as a polygon with identifying data supplied in the database delineating the different types of surfaces. Bridqes The City of Dubuque is also requesting the creation of a GIS shapefile for geodatabase feature class. Any bridges that are photo-apparent shall be digitized from aerial photography. Bridges shall be supplied in either a shapefile or geodatabase feature class. Water Features and Railroads Water features and railroads shall be digitized as a part of this project. Railroads will consist of a centerline running down the middle of photo-apparent railways and spurs. Water features will be digitized as both line and polygon features; all streams and rivers within the project area will consist of a centerline running down the center of the photo-apparent channel, and those streams and rivers whose water boundaries are equal to or greater than 20-feet shall be digitized as polygons, as well. Water features and railroads shall be separate shapefiles or feature classes in a geodatabase. Diqital Elevation Model (OEM) and 2-foot Contours A OEM shall be created based on the elevations extracted from the aerial project, and 2-foot contours shall be created for the entire project area. The OEM shall be made available as a AutoCAD drawing (.dwg). Contours shall be created as a shapefile or geodatabase feature class, with each contour being coded with its respective elevation, and whether or not it is a contour, an index contour, a depression, an index depression, or an obscured representation of the aforementioned line types. Deliverables All GIS Data requested shall be in shapefile(s) or geodatabase feature c1ass(es) with FGDC-compliant metadata for all files. The following is a list of suggested deliverables, but is not inclusive. The Vendor is expected to augment the list. . Two (2) complete sets of digital orthophotography and other data on CDs or DVDs (this includes the individual uncompressed photos - .tif and .tfw files and the MrSID (.sid and .sdw) compressed file for the entire project area); . Formal completion date of aerial photography mission listed in metadata for aerial photography; . Final flight line with photo centers (as a point) in shapefile or geodatabase feature class format; . USGS camera calibration report for camera used; . Reports regarding aircraft and camera operation assurances; . Ground Control information in shapefile or geodatabase feature class format, including recovered/established data points, updated tie sheets and their x, y, and z values in the DAGIS coordinate system; . Scanned negatives (if that method is used) converted to a positive in a .tif format with world file information (rather than 9x9" contact prints); . Impervious areas, including streets, parking lots, and buildings that are 4x4' in area or greater, including the feature area and a field identifying each impervious area type in the attribute table; . Bridge structures that include their width in the attribute table; . Edge of pavement lines; . 2-ft. contours, with each contour being identified by its value and type (contour, index contour, depression, index depression, obscured); . Water features in both line and polygon format, segmented appropriately by junction with other water features, and drawn so lines flow in the correct direction based on topography of the area; . Railroad and railroad spur centerlines, segmented appropriately by junctions; . Digital Elevation Model Format of Response In order to simplify the review process and to obtain the maximum degree of comparability, the proposal shall include the following items and be organized in the manner specified below: A. Letter of Transmittal A letter of transmittal briefly outlining the Vendor's understanding of the work shall be submitted. B. Profile ofthe Firm 1. Company Name 2. Legal Name (if different) 3. Years in Business 4. Number of years implementing projects similar to this proposal 5. Number of municipalities that have had similar projects completed 6. Contact Person 7. Full Mailing Address 8. Telephone Number 9. Fax Number 10. E-mail and web site address 11. Number of full-time employees C. Vendor's Business Experience As outlined in the "Proposal Format" of this document. D. Technical Approach As outlined in the "Proposed Format" of this document. E. Qualifications and Staffing As outlined in the "Proposed Format" of this document. F. Reference Information As outlined in the "Proposed Format" of this document. G. Schedule of Events As outlined in the "Proposed Format" of this document. H. Cost Worksheet A cost breakdown of all deliverables and work shall be a separate section of the proposal. I. Signature Please include a sheet that details the following information as an acceptance of the requirements and information requested as a part of this request for proposals: The undersigned certifies he/she is authorized to obligate the represented firm and further agrees with all terms, conditions, and requirements of the City of Dubuque's Request for Proposals. Firm Name: Address: Phone: Signature: Title: Date: Contract Addenda Received (if any) J. Exceptions and Alternatives Any exceptions or alternative approaches to those defined by the City of Dubuque, including cost estimates, that may enhance the project or provide the same or better solution in a more effective and efficient manner. City of Dubuque, Iowa - Defined Project Area Appendix A \ _/ //~ / / ~ // ~'-- -', ~-------~~" ~ ) / --'\ I I \ - \ / --~ ~~ ^ ~__ _~~ THECITYOF~ W --- DUB E N ~ck~ City of Dubuque Project Area - 2-m ile radius of City and Projected Annexation Areas GI Dubuque City limits LJ Defined Project Area h:\City Manager's Office\Grant App\ProjectArea.mxd plotfiles: AppendixA.pdf created by NMB 10-24-06 Base data provided by Dubuque County GIS City of Dubuque, Iowa - Defined Project Area Appendix B ...-.-- - //----- "~ ~ / _/ ---- . . . . . . . . . - . . City of Dubuque Project Area - 2-mile radius of City and Projected Annexation Areas CI Dubuque City Limits LJ Defined Project Area . Control Points ~'----- IHhCITYOI-' (~.~~ DDl30 QD-E ~~~ Base data provided by Dubuque County GIS i\ N h:\City Manager's Office\Grant App\projectArea.mxd plotfiles: AppendixB.pdf created by NMB 11-07-06 Appendix C Insurance Requirements INSURANCE SCHEDULE C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE 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 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, except for 10 day notice for non- payment, if cancellation is prior to the expiration date. This endorsement supersedes the standard cancellation statement on the Certificate of Insurance. 3. shall furnish a signed 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) Commercial General Liability policy is primary and non-contributing. b) Commercial General Liability additional insured endorsement. c) Governmental Immunities Endorsement. 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 coverage/limits 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 10f2 June 2005 INSURANCE SCHEDULE C (Continued) INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE This coverage shall be written on an occurrence form, not claims made form. All deviations or exclusions from the standard ISO commercial general liability form CG 0001 or Business owners BP 0002 shall be clearly identified. Form CG 25 04 03 97 'Designated Location (s) General Aggregate Limit' shall be included. Governmental Immunity endorsement identical or equivalent to form attached. Additional Insured Requirement: 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 shall be named as an additional insured on General Liability including "ongoing operations" coverage equivalent to ISO CG 20100704. b) Automobile $1,000,000 combined sin!:lIe limit. c) WORKERS COMPENSATION & EMPLOYERS LIABILITY Statutory for Coverage A Employers Liability: Each Accident Each Employee Disease Policy Limit Disease $ 100,000 $ 100,000 $ 500,000 $1,000,000 d) PROFESSIONAL LIABILITY e) UMBRELLA/EXCESS LIABILITY * *Coverage and/or limit of liability to be determined on a case-by-case basis by Finance Director. Completion Checklist D Certificate of Liability Insurance (2 pages) D Designated Location(s) General Aggregate Limit CG 25 04 03 97 D Additional Insured CG 20 10 07 04 D Governmental Immunities Endorsement 20f2 June 2005 PRODuca< (563)S56-0272 INSURANCE AGENCY STREET ADORESS CITY, STATE, ZIP CODE DAre IMMlDCJYYVYj 02/28/2005 THIS CERTIFICATE IS ISSUED AS A MA TIER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CER11ACATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW, THE POLICll;S OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDIN' ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PER'IAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POliCIES, AGGREGATE UMlTS SHOWN MAY HAVE BEEN REDlICED BY PAID CLAIMS II'fSft TYPE OF INSURANCE -" POliCY NUMBER fii(:jijCy EFFECnvE poucy EXP1RA TJON GENeRAl UABfUTY ACQR/J.. CERTIFICATE OF LIABILITY INSURANCE FAX (563)556-4425 INSURERS AFFORDING COVERAGE '_0 C~ny Street Address City, State, Zip Code INSURER A InsurancE!_<:()mpan~ INSURER B INSURER C INSURER D INSURER c EACH OCCURRENCE OAMAGE"iij"RENTEO LIMITS $ . X COMMERCW. GENERAL UABILllY CLAIMS MAOf. [KJ OCCUR MEO EXP (Anyone pefSlln) A X PFRSONAL&AOVINJURY $ G!:NEf'-Al AGGREGATE $ PRODUCTS COMPfOP A('~ $ t,V.fvMIV<../J ('<:;./iIdU .? f LIf' f Il... {) r; $.1 Z; 01'1 COM81NEO SINGLE UMfT (EailCCidtmtj A X ANY AUTO ALL OWNED AUTOS SC~IEDULED AUTOS HIRED AtJTOS NON-OWN'ED AUTOS X BODilY INJURY (Ptlfperson) <... BOOUY INJURY /Pot ocdd~l PROPERlY DAMAGE (P61iXridmll) GARAGE L1ABtLITY ANY AU1Q AUTO ONLY. CA ACCIDENT OTHER THAN EAACC $ AUTO ONLY P.f:Jl:; $ EACH OCCURRENCE $ --"--'---.-,-..- AGGREGAfE $ I $ I S ~ . orn, EXCESSIUMBREUA UA8lUTY X OCCUR 0 CLAIMS MADE DEDUCT1I:lL€ _rX RETE NOON . WORKERS COMPEM$ATlON ~O EMPlOYERS' UAEHUTY ^ Am PROPR1ETQRlPARnu:.RJ(.:XCCUT1Vt: OFFlCERlMEMBER EXCLUDED"? I!' '1M. describe ui"ldel' SPECIAl PROVl8tONS beloW (iRlf:'ESSIONAL LIABILITY [ L. CACH ACCIDENT $ E L DISEASE - EA EMPl DYE $ Ft DISEASE POllCYUMlT $ $1,000,000 NAIC II $ $ . . $ OESCRtPTtON OF OPeRATIONS' LOCATJONS I VEHICLES f EXCLUSIONS AOOED BY ENDORSEMENT 1 SPECIAL PROVISlON$ E CITY OF DUBUQUE IS AN ADDITIONAL INSURED ON GENERAL LIABILITY POLICIES INCL. ONGOING " COMPLETED ERATIONS COVERAGE EQUIVILANT TO ISO CG 2010 0704 " CG 2037 0704. GENERAL LIABILITY POLICY IS PRIMARY NON-CONTRIBUTING. FORM CG 2504 0397 "DESIGNATED LOCATIONS" GENERAL LIABILITY AGGREGATE LIMIT SHALL BE NCLUDED. GOVERNMENTAL IMMUNITIES ENDORSEMENT IS INCLUDED. ALL POLICIES OF INSURANCE SHALL BE ENDORSEO o PRO\IIDE THIRTY (30) DAY AD\IANCE NOTICE OF CANCUlATION TO THE CITY OF DUBUQUE. C T SHOULD Awt OF THE ABOVE DESCRIBED POUCtES BE CANCELLED BEFORE THE 'EXPlRAT1ON DATE TH:EReOF, THE ISSUING INSUReR W1ll"~ M.6.tL ~ DAYS WRITf'EN troTfCE TO THE CERnF1CATE HO~ NAMED TO THE LEFT, ~~~l1lilXol(1liWIIIOOllllelilillJC>ll~X ~1lil.~_nKI'r"'''''''iVJC>lIliI(XXXXXXXXX AUTHORIZED RIPRESENTATnle CITY OF DUBUQUE CITY HAll 50 W. 13TH STREET DUBUQUE. IA 52001 ACORD 25 120011081 ~ACORD CORPORATION 1!1llll IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in Ueu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditi()l1s of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in ~eu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing Insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the poticies listed thereon. SPECIMEN '081 . ROLlC:Y NUMBER: COMME~CIAL GENERAL L1A8IUTY CG 25 04.03 97 THIS ENDORSEMENT CHANGES THE POLICY, PLEASE READ IT CAREFULLY. DESIGNATED LOCA TION(S) GENERAL AGGREGATE LIMIT This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE ANY AND ALL COVERED LOCATIONS Designated Location(s): (If no entry appears above, information required to complete t IS endorsement will be shown in the Declarations as applicable to this endorsement.) A. For all sums which the insured becomes legally obligated to pay as damages caused by "occurrences" under COVERAGE A (SECTION 1), and for aU medical expenses caused bya<:d- dents under COVERAGE C (SECTION I), which can be attributed only to operations at a single designated "location" shown in the Schedule above; 1. A separate Designated location General Aggregate Umit applies to each designated "location", and that limit Is equal to the amount of the General Aggregate Umlt shown in the Declarations. %. The Designated Location General Aggregate Umit is the most we will pay for the sum of all damages under COVERAGE A. except dam- ages because of "bodlly injurY' or "property damage" induded in the "producls:completed operations hazard", and for medical expenses under COVERAGE C regardless of the. num- berot. a. 'Insureds; b. Claims made or "suits" brought; or c. Persons or organizations making daims or bringing "suits". 3. Any payments made under COVERAGE A for damages or under COVERAGE C .for medical expenses shall reduce the Desig- nated Location General Aggregate Umlt for that designated "location". Such payments shall not reduce the General Aggregate Umlt shown in the Dedarations nor shall they re- duce any other Designated Location General Aggregate Umlt for any other designated "location" shown in the Schedule above. 4. The limits shown in the Declarations for Each Occurrence, Fire Damage and Medical ex- pense continue to apply. However, instead of being subject to the General Aggregate Umlt shown in the Dedarations. sUJ;l:l.lImits will beXsubject to the applicable D~nated Location General Aggregate Limit. SPECIMEN CC::;; 25 04 03 97 Copyright, Insurance Services Office. Inc., 1996 Page 1 of2 o '. . . . POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 20 10 07 04 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE The City of Dubuque, including all its elected and appointed officials, all it$ employees and volunteers, all its boards, commissions and/or authorities and their board members, employees and volunteers. Location s Of Covered 0 rations Information re uired to com Iete this Schedule if not shown above will be shown in the Declarations. A. Section II - Who Is An Insured is amended to include as an additional insured Ihe person(s) or organization(s} shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or In part, by: 1. Your acts or omissions; or 2. The acts or omissions of those acting on your behalf; in the performance of your ongoing operations for the additional insured(s) at the locatlon(s) desig- nated above. SPECIMEN 8. With respect to the Insurance afforded to these additional Insureds, the following additional exclu- sions apply: This insurance does not apply to "bodily injury" or "property damage" occurring after: 1. All work, Including materials, parts or equip- ment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the location of the covered operations has been completed; or 2. That portion of ''your work" out of which the injury or damage arilles has been put to its in- tended use by any person or organization other than another contractor or subcontractor en- gaged in performing operations for a principal as a part of the same project. CG 20 10 0704 @ ISO Properties. Inc.. 2004 [] Page 1 of 1 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 Coveraqe. 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 Coveraqe. 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 Chanqe in Policv. The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy. SPECIMEN 1 of 1 June 2005 City of Dubuque, Iowa - Defined Project Area Appendix D /' ( ~ """ / r;r "- ~ L ~2 '" "- ow5 ow4 ow 2, nwl, 00 I, 00 3, ,",4 005" / ~ "- \ ow5 / ow4 ow3 ow2 ow I, 00 " ~ ~ ~~ 005, "It \ /' ,.. < ow 5, ow4 "" ow 2, --. 002, 003 ~4 \ 005 -L, i\..~ ~ U~~1 ow 5, I.. I) :r:. . ~'l)J ow 4, nw3, nw 2 ow 2 00 1, 00 2, 003 005 r., it.' ..iTI ow 5, ..1 L ow 3 ,.I ow2 ow 1 00 " 002 003 ~ 71., 005, I L:LJ ~ ~7J ~5 sw4, sw31 ,w2 ,w1 sa1, 5e2, ..3 ..4 ..5 ( - , D .. l.ooa. ~ \ "-! 'W3~ 'w~, ~ 'w 2 'w2 sa 1, 5e2, 5e3, ~\"4,~ ,&..52 . .~"I ... ~\.--S ~ ... 17 j , 1 " ,~:~ ,wS , ,w2 ,w1 sa 1, '. 5e2, ..3 se4, U L - ~~ ~ - ~5, ,w4 ,w3 ,w2 sw1, sa1, .. "'" ..3 ..4 ..5 \ ..... ,w5 sw4, 'w3 sw2, $w1, sa 1, 5e2, 5e35 se4, ..5 City of Dubuque Project Area - 2-mile radius of City and Projected Annexation Areas GI Dubuque City limits [] Defined Project Area /'.../ Flight Grid 6 N h:\City Manager's Office\Grant App\ProjectArea.mxd plotfiles: AppendixD.pdf created by NMB 11-09-06 Base data provided by Dubuque County GIS