SRF GReen Alley Project Year 2 Bid Sets Consultant Services RecommendationMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: SRF Green Alleys - Year 2 - Bid Sets
DATE: January 28, 2014
Dubuque
band
AI- America City
1
2007 • 2012 • 2013
City Engineer Gus Psihoyos is recommending approval of the selection of the following
engineering consultant for the SRF Green Alleys - Year 2 — Bid Sets:
WHKS — Bid Set 1 (6 alleys), in the amount of $119,961
MSA Professional Services — Bid Set 2 (8 alleys), in the amount of $147,400
Fehr - Graham — Bid Set 3 (8 alleys), in the amount of $170,000
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Gus Psihoyos, City Engineer
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer 61:
DATE: January 28, 2014
RE: SRF Green Alleys — Year 2 - Bid Sets
INTRODUCTION
Dubuque
kezzl
All-Amain Ciry
11111
2007 •2012 •2013
This memo seeks approval of the recommended consultants for the survey, design and
construction services required for the three bid sets of the SRF Green Alleys — Year 2.
The project request for quote (RFQ) and the consultant's responses are enclosed.
DISCUSSION
The City of Dubuque Engineering Department have been working on the survey and
design of first year alleys for the SRF Green Alley project; this project includes the
construction of 73 alleys utilizing permeable pavers. Based on a conference call with
Patti Cal- Finnegan, SRF Coordinator, the DNR wants the City to proceed with the
Green Alley SRF Project on the original timeline and drawdown schedule.
Due to the very tight time frame to design and construct the alleys required due to SRF
funding, the Engineering Department requests using engineering consultants to assist
with the workload. The Engineering Department would perform survey, design and
construction services on the year 1 and year 3 alleys. The year 2 alleys would be split
among three firms to accelerate the survey and design of the alleys. The year 1 and
year 2 alleys would be constructed this upcoming construction season.
The consultant selection committee consists of the following: City Engineer - Gus
Psihoyos, Environmental Engineer - Denise Ihrig and Civil Engineer II - Jon Dienst.
Nine proposals were received. After review of the proposals, the consultant selection
committee recommends retaining the following consultants for the year 2 alleys:
WHKS — East Dubuque, IL, Bid Set 1 (6 Alleys)
MSA Professional Services — Dubuque, IA, Bid Set 2 (8 Alleys)
Fehr - Graham — Manchester, IA, Bid Set 3 (8 Alleys)
We anticipate that needed consulting services will include: topographic survey, design,
plans and specs, bidding, construction management, construction survey, inspection,
as -built survey and grant administration.
WHKS's lump sum fee of $119,961.00 is within the estimated budget for these services
related to Bid Set 1. WHKS meets all the RFQ evaluation criteria.
MSA's lump sum fee of $147,400.00 is within the estimated budget for these services
related to Bid Set 2. MSA meets all the RFQ evaluation criteria.
Fehr - Graham's lump sum fee of $170,000.00 is within the estimated budget for these
services related to Bid Set 3. Fehr - Graham meets all the RFQ evaluation criteria.
ACTION TO BE TAKEN
I recommend your approval of WHKS, Inc. for Bid Set 1 and direct staff to negotiate a
contract for consulting services not to exceed $119,961.00 for your review and
signature.
I recommend your approval of MSA Professional Services for Bid Set 2 and direct staff
to negotiate a contract for consulting services not to exceed $147,400.00 for your
review and signature.
recommend your approval of Fehr - Graham for Bid Set 3 and direct staff to negotiate a
contract for consulting services not to exceed $170,000.00 for your review and
signature.
This will expedite the design work for the development of the year two SRF Green
Alleys.
Prepared By: Jon Dienst, P.E.
Cc: Bob Schiesl, Assistant City Engineer
Denise Ihrig, Environmental Engineer
Deron Muehring, Civil Engineer II
Mike Kruser, Engineering Technician
2
REQUEST
FOR QUOTE
THE CITY OF
ISSUE DATE: December 23, 2013
CONTACT: Jon Dienst
FAX NO: 5.63589 420570
EMAIL: jdienst @cityofdubuque.org
DT TR
v L
Masterpiece on the Mississippi
SUBMIT PROPOSAL /OFFER PRIOR TO:
CLOSING DATE: January 17, 2014
CLOSING TIME: 2:00 P.M. (local time)
SUBMIT TO:
SEE Section 8.0
FAX/EMAIL NOT ACCEPTED
DESCRIPTION:
Provide Topographic Survey, Design
for the SRF Green
and Construction Services
Alley Project - Year 2
RECEIPT OF PROPOSAL
If you are considering a response
❑ the left, fill in the information below
you received this Request for Quote.
ACKNOWLEDGEMENT
to this Request, please mark the box to
and return this sheet as a confirmation that
Request for Quote at this time, please
below and return this sheet only.
NO RESPONSE
❑ If you do not
REPLY
want to respond to this
to the left, fill in the information
mark the box
COMPANY NAME:
DATE:
MAILING ADDRESS:
CITY /STATE:
ZIP CODE:
AUTHORIZED SIGNATURE:
PRINTED NAME:
TITLE OF AUTHORIZED REPRESENTATIVE:
EMAIL:
PHONE:
Page 1 of 29
THE CITY OF
DUB
Masterpiece on the Mississippi
CITY OF DUBUQUE
ENGINEERING DEPARTMENT
REQUEST FOR QUOTE
SRF Green Alley Project - Year 2
City of Dubuque, Iowa
January 2014
Page 2 of 29
ORGANIZATION
SRF Green Alley Project - Year 2
Table of Contents:
SECTION PAGE
1.0 Introduction ................................... ............................... 4
2.0 Project Objectives. 6
3.0 Community Background... 7
4.0 Project Scope of Services... 7
5.0 City Resources 11
6.0 Information to be Included in the Proposal ........................... 11
7.0 Proposal Questions and Answers 13
8.0 Submission Requirements ................ ............................... 14
Appendix A Consultant Evaluation Selection Process. 16
Appendix B Rules and Protest Procedure 20
Appendix C Insurance Requirements .................. ............................... 22
Appendix D City of Dubuque Contract Terms and Conditions .................. 26
Appendix E Project Related Data ....................... ............................... 29
Page 3 of 29
THE CITY OF
SRF Green Alley Project - Year 2 DUB
Masterpiece on the Mississippi
Consultant Professional Services
Request for Quote
January 2014
1.0 INTRODUCTION
The City of Dubuque, Iowa is soliciting competitive proposals /quotes from qualified
consultants to provide engineering design and construction services for the City's SRF
Green Alley Project -Year 2. A separate proposal fee will need to be submitted for each
group of alleys in year 2. None of the alleys below except those noted contain City
utilities. Below is a listing of the alleys in each group that the City is requesting
proposals for:
Alley Bid Set 1
Parallel Bounding
Streets
Beginning Point of
Alley Reconstruction
End Point of Alley
Reconstruction
Approximate Pervious
Pavement Square
Footage
Francis St and Valeria
St
Kaufmann Ave
W 23rd St
7920
Kaufmann Ave and W
23rd St
Francis St
Valeria St
2640
Ventura Dr and
Broadway St
Pleasant View Dr
Putnam St
10800
Fulton St and Kane St
King St
Monroe St
8000
Ashton PI and Avoca
St
Decorah St
Delaware St
4320
* Jackson St and
Washington St
E 25th St
E 26th St
13920
TOTAL SQ
FOOTAGE
47,600
*This alley contains watermain and sanitary sewer main that needs to be designed and
replaced
Page 4 of 29
Alley Bid Set 2
Parallel Bounding
Streets
Beginning Point of
Alley Reconstruction
End Point of Alley
Reconstruction
Approximate
Pervious Pavement
Square Footage
Lowell St and Clarke
Dr.
Paul St.
Foye St.
8080
Lowell St and Clarke
Dr.
Foye St.
Schroeder St.
4160
Schroeder St and
Harold St
Clarke Dr.
Lowell St.
6480
W 17th St and
Angella St.
Cox St.
Catherine St.
11680
W 11th St and
Chestnut St.
Prairie St.
Walnut St.
3600
Mt. Pleasant St and
Wood St.
Loras Blvd
Park St
15200
University Ave and
Delhi
University Ave.
N. Grandview Ave.
6400
Green St. and N
Grandview Ave.
Avoca St
N Algona St
4960
TOTAL SQ
FOOTAGE
60,560
Alley Bid Set 3
Parallel Bounding
Streets
Beginning Point of
Alley Reconstruction
End Point of Alley
Reconstruction
Approximate Pervious
Pavement Square
Footage
Adair St and N
Grandview Ave
Loras Blvd
Fillmore St
4400
Adair St and N
Grandview Ave
Fillmore St
Decorah St
4320
Adair St and N
Grandview Ave
Decorah St
Delaware St
6320
**N Grandview Ave
and Atlantic St.
Custer St
Loras Blvd
6960
N Grandview Ave and
Atlantic St.
Loras Blvd
Fillmore St
4400
N Grandview Ave and
Atlantic St.
Fillmore St
Decorah St
4320
N Grandview Ave and
Atlantic St.
Decorah St
Delaware St
4320
Asbury Rd and Finley
St
Poplar Street
Bunker Hill Road
7120
TOTAL SQ
FOOTAGE
42,160
** This alley contains a sanitary sewer main that needs to be designed and replaced
Page 5 of 29
Green Alley Program Background
Since 2009, the City of Dubuque has had an aggressive Green Alley Project. The City
has constructed eight green alleys to date. Green alleys are alleys that have permeable
pavement surfaces. Most of the existing alleys use interlocking concrete pavers as the
paving surface. The City has recently received notice that it can use $9.4 million in SRF
funds to reconstruct approximately 73 alleys over a three year period.
This Request is for the survey, design, construction services and construction
documents for the second year alleys identified in exhibit 1 in Appendix E. The
respondent will need to submit a fee proposal for each group of alleys. The alleys will be
reconstructed using interlocking concrete or brick pavers that are similar to what have
already been used on previous Green Alleys projects. A sample plan is attached as
exhibit 2 in Appendix E that depicts what the finished plans and specifications are
expected to generally look like.
The anticipated timeframe to design the improvements is approximately three months,
following the signing of a professional services agreement /contract. The selected
consultant will be expected to complete the contracted scope of work within the
specified timeframe, under the general direction and coordination of the City's
Engineering Department, as authorized by the City Council. The City's goal is to initiate
the public bidding process for the alley reconstruction projects in early June 2014.
2.0 PROJECT OBJECTIVES
The objectives of the project are to:
1. Have bid packages ready for the year 2 alleys as soon as possible.
2. Perform Topographic survey of the alleys as shown in exhibit 1 of Appendix
E.
3. Design the improvements based on the information provided in the Request
for Quote.
4. Coordinate with other utility providers. There are water, sewer, electric,
phone, gas and cable providers in the vicinity of these alleys.
5. Obtain all required permits and approvals from the DNR and the City of
Dubuque.
6. Prepare storm water SWPPP plans and obtain permits if necessary.
7. Prepare bid documents (plans and specifications) for the construction of the
improvements outlined herein. The construction documents should be
assembled accordingly. All plans and specifications will be prepared based on
SUDAS specifications and design standards and include the City's special
provisions and general notes. These will be supplied to the consultant.
Page 6 of 29
8. Submit plans to the IDNR SRF office for review and make corrections as
necessary.
9. Provide the construction staking and construction inspection.
10. Provide construction administration services, including processing pay
requests, shop drawings, change orders, answering contractor questions, and
resolving disputes.
11. All pay requests shall use the City of Dubuque SUDAS payment forms. The
electronic form will be supplied to the consultant for use.
12. Provide construction as- builts after work is complete.
13. Plan on weekly coordination with City staff on the project.
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 over $100 million and funds a full range of services. The City's web site is
www.cityofdubuque.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.
4.0 PROJECT SCOPE OF SERVICES
Although the scope of services or the project plans may be divided, truncated, phased,
or expanded at the sole discretion of the City of Dubuque, the proposal shall outline
the means and methods by which the consultant will provide the scope of
services identified herein. The consultant will prepare a separate proposal fee
for each of the bid sets identified in Section 1.0. The City may award one or
more alley sets to a responding consultant.
4.1 Project Management
The consultant shall identify one person to serve as the Project Manager for this
project. The Project Manager shall be the primary point of contact for the
Page 7 of 29
exchange of all information between the city and consultant team. The Project
Manager will be required to perform the following:
4.1.1 Review all existing City Documents, Existing and Proposed Plans for the
green alleys proposed in year 2. Identify additional needed information to
complete the design.
4.1.2 Prepare and submit to the Owner a bulleted progress report for the project
design on a monthly basis. The summary shall contain a list of major
events and accomplishments that occurred over the previous four weeks;
4.1.3 Provide topographic survey of the proposed year 2 alleys.
4.1.4 Oversee the design of the alley improvements.
4.1.5 Work closely with all permitting authorities and the City to obtain all
necessary permit coverage prior to issuing project documents for bidding.
4.1.6 Secure contact of and communication with property owners, public
agencies, and other parties of interest in person and through written
correspondence necessary to complete the requirements of this project.
Utility companies must be contacted early in the project. All existing
utilities shall be located and included in all surveys and /or resultant plans.
Copies of topographic survey base sheets shall then be provided to all
utility companies serving the project area for their review. Electronic files
or disk copies of the base sheets shall also be made available. Utility
facilities and infrastructure shall then be incorporated into all project plans.
4.1.7 Coordinate with the SRF Coordinator of the Iowa DNR to make sure bid
documents have all of the necessary SRF front ends as shown in the
example plans in Appendix E.
4.2 Engineering Analysis
4.2.1 Site Characterization — Data Collection
The consultant will provide all topographic survey work to complete the
design of the improvements. The ground control and elevations are to be
referenced to the City's existing geographical information system; All
surveys shall be tied to NAD 1983 State Plain Iowa North FIPS 1401
(feet). It will be the consultant's responsibility to field - locate structures,
utilities, and easement limits etc., to establish and protect limits of
disturbance zones during construction. The survey should include all
adjacent features in the alley and extend 20 feet from the edge of the
existing alley pavement.
Page 8 of 29
4.2.1.1 Environmental inspections
The consultant shall obtain and review all environmental reports that have
been completed in the area of the proposed alleys and provide or obtain
environmental services to perform additional investigations as needed to
make determinations as to the existing soil conditions and how the
conditions impact the design and construction of the proposed
improvements.
4.2.1.2 Additional Relevant Data
The consultant will be responsible for collecting any additional data that is
necessary for the design, construction, and maintenance of the proposed
improvements.
4.3 Design
The design of the improvements shall at a minimum address /include the
following: This is required for each set of alley plans.
❑ Existing conditions Plan for the corridor;
❑ SWPPP and Erosion & Sediment Control Plan;
❑ Plan and Profile Drawings;
❑ Traffic Control / Detour Route;
❑ Construction Details;
❑ Specifications;
❑ Agency Coordination;
❑ Permit Applications;
❑ Construction Cost Estimates
An example of what the plan set should look like is provided in Exhibit 2,
Appendix E. All plan development shall follow the City's SUDAS format
(Statewide Urban Design and Specification).
4.3.1 Conceptual Design with Cost Estimate
The purpose of the conceptual (50 %) design is to ensure that the City concurs
with the proposed functional details and the proposed improvements. Multiple
meetings with the City Engineer and other city officials may be necessary prior to
the City's approval of the conceptual plan.
4.3.2 Preliminary Design with Cost Estimate
The purpose of the preliminary (75 %) design is to ensure that the City concurs
with the proposed functional details; the proposed improvements; and the
preliminary technical specifications.
Page 9 of 29
4.3.3 Final Design and Construction Documents with Cost Estimate
The final design tasks /deliverables shall at a minimum consist of:
❑ Final Construction Documents
❑ Final Plans, Specifications and Cost Estimate
❑ Permits
❑ Presentation to City Staff
The Consultant shall be required to complete all of the
specifications required to complete the bid documents. The
detailed specifications shall include, but not be limited to, cover in
sufficient detail the type and quality of materials, required tests and
guarantees, methods of construction unrelated to OSHA
requirements, sequence of construction, and all other information
required for the construction of the project.
Consultant shall provide a set of reproducible paper and electronic
(ACAD) and (.PDF) construction plans and specifications signed by
a Professional Engineer licensed in the State of Iowa.
The plans shall include a minimum of three indivisible control points
to establish horizontal and vertical control for the project. The points
must be tied into the City's GIS and must have at least three ties to
identify their location in the field.
❑ The Consultant shall incorporate all addenda and related design
and specification changes and updates into a final construction set
for distribution.
4.4 Bidding & Contract Award
During the Bidding and Award process the Consultant will be responsible
for:
❑ Answering contractor questions
❑ Issuing Addenda
❑ Recommendation of award
❑ Construction plans & Specifications that include all addenda
4.5 Construction Services
The City requests construction services including inspection, testing, as-
built surveys and construction staking. The testing will include nuclear
density, slump, air and gradations. All testing shall be done by Iowa DOT
certified inspectors. The consultant will be responsible for preparing all
Page 10 of 29
partial payment requests, change orders, answer contractor questions and
resolve disputes.
5.0 CITY RESOURCES
5.1 Use of City Resources for the Quote Preparation
All information requests shall be directed to the City's representative as detailed
in Section 7.0 of this request for quote.
5.2 Material Available for the Request
See Appendix E.
5.3 City Resources Available to the Selected Vendor
The City will make DAGIS (Dubuque Area Geographical Information System)
data (contours, property lines, property ownership, storm & sanitary sewer
systems and aerial photography) available for this project as well as staff
contact /resources persons in the Information Services Department and
Engineering Department.
6.0 INFORMATION TO BE INCLUDED IN PROPOSAL
The submitted proposal should address all aspects of the required work discussed in
this Request, including any cost information which should be included in the submittal
and clearly titled "Project Cost Estimate ". The proposal should be prepared simply and
economically, providing a straight - forward, concise description of the consultant's
capabilities to satisfy the requirements of the Request for Quote.
To simplify the review process and to obtain the maximum degree of comparability, the
proposal shall include the following information and shall be organized in the manner
specified below. While additional data may be presented, the following subjects must
be included. They represent the criteria against which the proposal will be evaluated.
6.1 Letter of Transmittal
Provide a letter of transmittal briefly outlining the Proposer's understanding of the
work and list the project manager's name, address, telephone number, fax
number and e-mail address. The name that is provided for the project manager
will be used as the primary contact during this Request process.
6.2 Index
Page 11 of 29
Each proposal shall contain a table of contents that delineates each section
contained in the proposal and the corresponding page number.
6.3 Profile of Firm
Provide general background information about the firm and its areas of expertise
as they relate to this Request. Include information about the key project team
members who will be assigned to the project and their areas of expertise that will
be utilized on the project. Include a flow chart that shows the communication
path between the city and key project team members. Include all project team
members on the flow chart and show the supervisory relationship between all
members of the team.
6.4 Proposed Project Team Qualifications
Describe the experience and success of the Firm and key personnel proposed
for the Dubuque project, in performing similar projects. Specifically include any
experience and success the firm or key personnel have in working on pervious
pavement design. Include any innovative designs or applications.
Include at least 3 client references (including individual contact name and
telephone numbers) from similar projects that have been completed in the last
five (5) years AND the list the names of project team members proposed for the
Dubuque project who have worked on the referenced projects.
Describe the name and location of other sub - contracting firms that would be used
by the Consultant during the project. List the approximate percentage of the
work that would be performed by each of these firms. Briefly describe any
relevant experience and qualifications of the sub - contracting firm.
6.5 Scope of Services
Describe the means or strategy by which the Consultant would satisfy the Scope
of Services. Include a copy of the sub consultants completed Work Breakdown
Structure (WBS) for the project (See Appendix E), and clearly mark the services
which your firm will provide as main consultant. Only mark services that are
included in your proposed fee. At a minimum, the submitted WBS should include
the services required by the Request. The Consultant should indicate in the
WBS any work items that are expected to be completed by City staff.
6.6 Proposed Project Schedule
Provide a design /construction project schedule outlining the time period and
estimated completion date of the proposed scope of work. This should include a
schedule and description of all deliverable reports /documents throughout the
Page 12 of 29
project. The construction documents for the first phase of the project should be
ready to initiate public bidding in June of 2014.
6.7 Certificate of Insurance
The selected firm will be required to meet the City's insurance requirements for
professional services. (See attached Insurance Schedule C /Appendix C.)
6.8 Sustainable Dubuque Initiatives
In 2006, the Mayor and City Council identified Sustainability and Green City
designation as a top priority. Since then, the city has been working on numerous
projects to help implement this priority as listed on the website
http : / /www.sustainabledubuque.orq. The selected firm shall follow the Vision
Statement and twelve sustainable principles on this City of Dubuque project.
Hard copy can be provided upon request.
6.9 Federal Consent Decree
All potential contractors and consultants to the City of Dubuque (City) that
perform work that may apply to or impact the cities sanitary sewer collection
system shall sign the "Certification by contractor or consultant" The Consent
Decree is available online ( http:// www. cityofdubuque .orq /consentdecree) or a
hardcopy can be provided upon request. You are required to review the Consent
Decree and comply fully with its terms and conditions
6.10 Fees and Compensation
Provide a fixed fee budget for completion of the proposed scope of services with
cost breakdowns by major scope element; Topographic Survey, Design,
Permitting, bidding & award, construction services. Also include a rate structure.
The Consultant will be progressively paid for the earned value of progress made
for each major scope element completed, plus reimbursable expenses, subject to
the agreed upon Not -to- Exceed amount as written in the signed contract.
Invoices shall be paid on a monthly basis.
Quotation of fees and compensation shall remain firm for a period of at least 60
days from the Request for Quote submission deadline.
7.0 PROPOSAL QUESTIONS AND ANSWERS
If you have any questions concerning this proposal, or other technical questions, please
submit your requests to the City's designated representative. The City has used
considerable efforts to ensure an accurate representation of information in this Request
Page 13 of 29
for Quote. 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
Request for Quote unless released in writing (letter, fax or email) as an officially
numbered and titled addendum to the Request for Quote by the City of Dubuque.
Any questions concerning this proposal must be received on or before 12:00 p.m. (local
time) on January 15, 2014. Any inquiries received after this date will not be answered.
When submitting a question to the City's representative, please include the appropriate
Consultant contact information.
From the date of issuance of the Request for Quote until final City action, the Proposer
shall not discuss the Request for Quote with or contact any other City of Dubuque staff
or any of the Selection Committee members except as expressly authorized by the City
representative identified in this section (Section 7.0) for this proposal. Violation of this
restriction will be considered a violation of the rules and be grounds for disqualification
of the Proposer's proposal.
Contact information is as follows:
Join Dienst, P.E.
City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, IA 52001
8.0 SUBMISSION REQUIREMENTS
Phone 563.589.4270
Fax: 563.589.4205
E -mail: jdienst @cityofdubuque.org
Before submitting a proposal, each Proposer 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:
• Submittal
Mailing Address:
January 17, 2014 on or before 2:00 p.m. (Local Time)
City of Dubuque
Engineering Department
c/o Jon Dienst, P.E.
50 West 13th Street
Dubuque, Iowa 52001 -4864
• Submittal Copies: Proposal: Seven (7) hardcopies and one electronic
(.pdf) copy shall be provided.
Page 14 of 29
Fees: One (1) hardcopy and one electronic
(.pdf) copy shall be provided (under separate cover). On the
fee sheet you will list the fee for each alley set (3).
Submit one (1) original signed proposal and six (6) copies all labeled SRF Green Alley
Project - Year 2. Submitted proposals must be delivered in printed format. In addition,
supply one (1) electronic version of the proposal in Adobe Acrobat format. No faxed or
e -mail proposals will be accepted. The proposal must be a document of not more than
twenty (20) numbered 8 -1/2 x 11 -inch pages, not including the letter of transmittal,
index, project schedule, dividers and the front and back covers. Proposals should not
include any pre - printed or promotional materials. Any proposals exceeding 20
numbered pages may not be considered.
The original proposal document shall be signed in blue ink by an officer of the company
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 sixty (60) calendar days from the proposal closing date is required.
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 will be returned unopened to the Proposer. The
City of Dubuque will not be responsible for any loss or delay with respect to delivery of
the proposals.
The City of Dubuque is not liable for any cost 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 the firms in responding to this Request for Quote and those not
specified in any contract. All results from this project will remain the property of the City
of Dubuque.
Thank you for your consideration and interest in the project.
Sincerely,
Jon Dienst, P.E.
Civil Engineer II
City of Dubuque
Page 15 of 29
SRF Green Alley Project - Year 2
Consultant Professional Services
Request for Quote
January 2014
Appendix A
Consultant Evaluation and Selection Process
Page 16 of 29
INITIAL EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the
proposal format. A selection committee of City of Dubuque personnel 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. The proposed project team's level of professional competence and a proven
track record in:
❑ Designing alley and street projects in a municipal environment;
❑ Applying sustainability principles to design;
❑ Applying for and obtaining the permits that will be required for this project;
❑ Staying within the proposal budget;
❑ Working on municipal capital improvement projects in Iowa
❑ Innovative pervious pavement design
2. The proposed project team's experience working together on similar projects.
3. The quality of the proposal based on the:
❑ Demonstrated understanding of the City's overall objectives;
❑ Design approach /methodology in completing scope of service;
❑ Level of interest;
❑ Knowledge of the project site;
❑ Proposed schedule;
❑ Creativity and problem solving ability;
❑ Ability to demonstrate initiative and motivation; and
❑ Local economic impact.
❑ Proposed fee in relationship to the services offered.
Page 17 of 29
CONSULTANT SHORT -LIST EVALUATION CRITERIA
A selection committee may or may not interview short- listed firms. If interviews are
held, both the original submitted proposal and the results of Consultant interview may
be used to evaluate consultants. In addition to the evaluation criteria listed above,
interviews will be judged on the consultant's:
❑ Responsiveness and compatibility with the City;
❑ General attitude and ability to communicate;
❑ Ability of the Consultant to communicate ideas through prepared documents and
presentations;
❑ Ability to listen, be flexible, and follow and /or implement direction and /or ideas or
concepts;
❑ How the Consultant team would interact with the general public, City staff, and
public officials; and
The City may also review direct and indirect references of previous work product. The
City may utilize site visits or may request additional material, information, presentations
from the Proposer(s) submitting the proposals.
SELECTED VENDOR FEE NEGOTIATION PROCESS
Upon the successful completion of Consultant interviews, the committee shall
recommend the selection of a Consultant to the City Manager. The City Manager may
in turn make a recommendation to the City Council. A finalized scope of work and fee
structure shall be directly negotiated with the Firm that is selected by the Dubuque City
Council.
After the City Council grants authority to negotiate a final scope of work and execute a
contract for the project, the Consultant shall prepare and submit to the City a separate
Work Breakdown Structure (WBS) to reflect the Firm's approach to the project. The
City's WBS — Vertical form shall be used by the Consultant. The WBS, at a minimum,
should include work tasks for each of the components outlined in the Request for
Quote, a separate line item for each deliverable, and the WBS should include project
management as a separate task. Each major task /scope element of the WBS shall
have a defined cost and schedule. The consultant shall indicate in the WBS the work
tasks that will be completed by City staff.
Page 18 of 29
Once the selected consultant has prepared the WBS, the final scope of work for the
project will be negotiated with the City by joint revision to the WBS in order to best meet
the goals of the project while considering available funding. During the negotiation
process, tasks to be completed by City staff, work reassignment to different project
team members, and addition or elimination of tasks may be modified on the WBS in
order to achieve the best overall results for project. The selected consultant shall be
responsible for preparing and revising the final WBS. When the final scope has been
determined and a design fee has been negotiated and the WBS has been finalized, the
consultant shall incorporate the WBS into the contract documents being prepared for
signature. The Consultant shall also include in the final contract documents, the
language contained in Appendix D - City of Dubuque Contract Terms and Conditions.
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 offerer. Otherwise,
negotiations with the offerer 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.
Page 19 of 29
SRF Green Alley Project - Year 2
Masterpiece on the Mississippi
Consultant Professional Services
Request for Quote
January 2014
Appendix B
Request for Quote Rules and Protest Procedure
Page 20 of 29
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 Proposer an advantage or benefit not
enjoyed by other Proposers.
EXCEPTIONS
Proposer exceptions to any part of the requirements stated in this request must be
clearly identified as exceptions and noted in the transmittal letter and in the submitted
budget.
RANKING OF THE PROPOSALS
No debriefings or scoring information shall be released before the City Manager has
recommended that a contract be negotiated with the recommended firm. However,
after said authorization has been given, all contents of the selected proposal shall
become public information.
DEFINITIONS
The City has established for the purposes of this Request that the words "shall ", "must ",
or "will" are equivalent in this Request 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 in not in substantial
accord with this Request's mandatory conditions requirements.
The words "should" or "may" are equivalent in this Request 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 Request document, any addendum to this Request 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. The written dispute shall be sent via certified mail or delivered in person
to the point of contract 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 21 of 29
SRF Green Alley Project - Year 2
THE CITY OF
DUB
Masterpiece on the Mississippi
Consultant Professional Services
Request for Quote
January 2014
Appendix C
Insurance Requirements
(Schedule C, October, 2013)
Page 22 of 29
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 23 of 29
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 $
Page 24 of 29
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.
SPECIMEN
Page 25 of 29
SRF Green Alley Project - Year 1
Consultant Professional Services
Request for Quote
June 2012
Appendix D
City of Dubuque Contract Terms and Conditions
Page 26 of 29
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 and the WBS being updated.
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 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. 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
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
Page 27 of 29
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.
7. 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.
8. 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 28 of 29
SRF Green Alley Project - Year 2
Masterpiece on the Mississippi
Consultant Professional Services
Request for Quote
January 2014
Appendix E
Project Data:
Green Alley Year Two Listing (.pdf)
Green Alley Year 2 Map (.pdf)
Green Alley Project Sample Plan (.pdf)
Green Alley Project Sample Specification (.pdf)
Work Breakdown Schedule (.pdf)
For FTP Site Access Contact:
Engineering Department
563 - 589 -4270
Page 29 of 29