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4 mounds Archeological InvestigationTHE CITY OF DuB E MEMORANDUM ~-~-~ ~-~ . ~, January 9, 2007 ~ ' _'. TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Request for Proposals for the Four Mounds Archeological Investigation The State Historical Society of Iowa has awarded the City of Dubuque a Certified Local Government (CLG) grant on behalf of the Four Mounds Foundation, to conduct a Phase I Four Mounds Archeological Investigation at the Four Mounds Estate, 4900 Peru Road. Planning Services Manager Laura Carstens recommends City Council approval of a Request for Proposals (RFP) for the Four Mounds Archeological Investigation. I concur with the recommendation and respectfully request Mayor and City Council approval. ~2~ ~ /~L` Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Laura Carstens, Planning Services Manager T.HE C1TY OF DuB E ~-~.~ MEMORANDUM January 9, 2007 TO: Michael C. Van Milligen, City Manager FROM: Laura Carstens, Planning Services Manager SUBJECT: Request for Proposals for the Four Mounds Archeological Investigation Introduction This memorandum transmits a Request for Proposals (RFP) for the Four Mounds Archeological Investigation for City Council review and approval. Discussion The State Historical Society of Iowa (SHSI) has awarded the City of Dubuque a Certified Local Government (CLG) grant on behalf of the Four Mounds Foundation, to conduct a Phase I Four Mounds Archeological Investigation at the Four Mounds Estate, 4900 Peru Road. The Four Mounds Estate is owned by the City of Dubuque and managed by the Four Mounds Foundation as part of the City's park and recreation system. The archeological investigation will occur on approximately 16 acres within the Four Mounds Estate. The results of the field investigation will be summarized in draft and final reports. The Consultant Selection Committee for this project includes: Christine Olson, Executive Director, Four Mounds Foundation Kristin Anderson-Bricker, Associate Professor, History Program, Loras College Cynthia L. Smith, Associate Professor of Classical Studies, Loras College Gil Spence, Leisure Services Manager David Johnson, Assistant Planner Laura Carstens, Planning Services Manager Ken TeKippe, Finance Director Students in the Archeology and Cultural Heritage Program at Loras College will be assisting the selected consultant with the archeological investigation. City Legal staff, SHSI staff, and the Consultant Selection Committee were asked to review the RFP. Recommendation I recommend that the City Council review and approve the enclosed RFP for the Four Mounds Archeological Investigation. Enclosure THE CIlY Pf C;. " CITY OF DUBUQUE, IOWA REQUEST FOR PROPOSALS Four Mounds Archeological Investigation December 20, 2006 INTRODUCTION The City of Dubuque, Iowa is soliciting proposals from qualified consulting firms to provide professional services for the Four Mounds Archeological Investigation, in accordance with the Secretary of the Interior's Standards forArcheologicai Documentation . COMMUNITY BACKGROUND The City of Dubuque is located on th a 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 persons. 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.citvofdubuaue.oro. The Four Mounds Foundation mission is to demonstrate and teach the stewardship of natural, architectural, historical, and agricultural resources in a way that is environmentally, economically, and culturally sustainable and to have these resources utilized for hands-on experiential education. The Four Mounds Archeological Investigation is to allow Four Mounds to plan for multiple projects over the next five to ten years. By identifying significant resources throughout the project area, Four Mounds can properly avoid archeologically significant areas and complete project planning and execution. PROJECT SUMMARY The project goal is to complete an intensive survey and evaluation of the cultured and immediate surrounding grounds of the Four Mounds Estate which consists of approximately 59.76 acres. The archeological investigation is to occur on approximately 16.15 acres contained within the Four Mounds Estate. This project includes the grounds around all the buildings and other structures (root cellar, rock garden, rock walls) at Four Mounds. Figure I: Project Area The project area is covered with grass, prairie, buildings, roads, formal landscaping and trees. Figure 2: Hog Shed Figure 3: Grey House Page 2 r 4~~ y' i ''Rr ~~ ;, ~. ~ ~ x. ~ - : ~ d %, ~;: ~- Y' '~r'Y G =~ ~ti 4 = ~ e .I. ~ ~ 4 ~ _ i ~_.ais .y -- - y ~: aY ~. 1 ~__~ ~ a ~ ~ _ Figure 5: Root Cellar Figure 7: Lane and Farm Campus PROJECT SITE Four Mounds is located on the north side of Dubuque along the banks of the Mississippi. A location map is enclosed. The Four Mounds Estate is listed on the National Register of Historic Places as locally significant. Four woodland Indian burial mounds are located on the site and are listed on the National Register of Historic Places as locally significant. These mounds are not included in the Page 3 Figure 4: Lane to Four Mounds Estate Figure 6: White House project area because of previous knowledge of their archeological significance; however the project area meets the mounds along their southwest side. The archeological survey will need to be coordinated with the activities of the Four Mounds Foundation. Within the project area, the Four Mounds Foundation operates an Inn, conference center, ropes course, hiking trails and numerous onsite educational programs. SCOPE OF WORK The City has been awarded a FY2007 State of Iowa Certified Local Government grant by the State Historical Society of Iowa (SHSI) for the Four Mounds Archeological Investigation. The approved scope of professional archeological services for the Four Mounds P roject, in accordance with the Secretary of the Interior's Standards forArcheologica! Documentation, includes: 1. Prepare methodology or research plan to be used for implementing any archeological investigations orground-breaking activities; 2. Conduct an archeological investigation within the project area; 3. Prepare an Archeological Documentation Report that: A. Incorporates and discusses the background research about the Four Mounds E state and any other identified archaeological information from the area. B. Presents the methodology and process of investigation C. Presents the findings of the archeological investigations. Archaeological Site Forms will be completed for any identified sites. D. Describes the potential impacts to the historic property and any identified significant archeological sites. E. Provides management recommendations for the historic property and any identified significant archeological components. 4. Coordinate with Loras College of Dubuque for students in the college's Archeology and Cultural Heritage Interpretation Program to participate in the archeological investigation. As part of student participation, some field work will be expected. QUALIFICATIONS OF CONSULTANTS An archeologist meeting the Secretary of the Interior's professional standards as a historic archaeologist will be retained by the City to conduct the Phase I Four Mounds Archeological Investigation, in accordance with the Secretary of the Interior's Standards forArcheologica! Documentation and the Guidelines for Archaeological Investigations in Iowa (9999). The selected archeologist will be expected to consult with the City, and SHSI so that the professional standards and best practices for the archeological investigation will be followed. The selected project archeologist will also be expected to work with Four Mounds staff, who will be serving as on-site project managers. The selected archeologist will submit a methodology or research plan to be used for implementing any archeological investigations or gro und-breaking activities to the City and SHPO for review and Page 4 approval for compliance with the Secretary of the Interior's Standards for Archeological Documentation and the Guidelines for Archaeological Investigations in Iowa (1999) prior to beginning such work on the property. The selected archeologist will submit an Archeological Documentation Report that addresses the items discussed above in the Scope of Work to the City and SHSI for review and approval. All consultants, contractors, and subcontractors will be selected competitively in accordance with Federal, State and City requirements. The City of Dubuque, and all consultants and co ntractors retained by the City, will comply with Section 106 of the National Historic Preservation Act and its im plementing regulations under 36 CFR Part 800 prior to the commencement of the archeological work. INFORMATION TO BE INCLUDED IN PROPOSAL To simplify the review process and to obtain the maximum degree of comparability, the proposal shall include the following information and shall be organized in the manner specified below. Letter of Transmittal Provide a letter of transmittal briefly outlining the consultant's understanding of the work and the name, address, telephone number and fax number of the consultant's primary contact person. Email is the preferred form of communication. Profile of Firm Provide general information about the consultant firm and firm's area of expertise as regards to this RFP, including the qualifications of the project manager and other key personnel who would be assigned to this project. (a) The proposal shall include the name of the anticipated project manager, his or her qualifications and experience and the names, qualifications and experience of other key personnel who would be associated with the project. (b) Name and location of other consulting firms that would be used by your firm in the project; the type and approximate percentage of the work that would be performed by each of these firms; and the names, qualifications and experience of their personnel who would be associated with this project. (c) Experience of the anticipated project manager and other key personnel in performing similar archeological services for historically significant properties in accordance with the Secretary of the Interior's Standards for Archeological Documentation and the Guidelines for Archaeological Investigations in Iowa (1999). (d) The proposal shall include at least three r eferences of past clients for archeological services on historically significant properties done in accordance with the Secretary of the Interior's Standards for Archeological Documentation and the Guidelines for Archaeological Investigations in Iowa (1999). These projects must have been completed within the past five years with the same project manager, sub-consultants and other key personnel proposed for this project. (e) The proposal shall discuss the firm's ability to integrate this contract into the present workload. Page 5 Scope of Services Describe the firm's approach to accomplishing the scope of services described above. Proposed Project Schedule Provide a project schedule outlining the time period and estimated completion date of the proposed scope of services. Fees and Compensation Provide a proposed cost plus expenses budget for completion of the scope of services with cost breakdowns. Quotation of fees and compensation shall remain firm for a period of at least 90 days from the proposed submission deadline. Please separate the proposed budget from the other portion of the RFP submittal. Initial screening will be done by the selection committee without benefit of knowing the consultant's proposed fee for services. SUBMISSION REQUIREMENTS An original plus four (5) copies of the proposal must be received in the Planning Services Department, 50 W. 13"' Street, Dubuque, Iowa 52001 by 12:00 p.m. CST on Friday, March 2, 2007. Each consultant assumes full responsibility for delivery and deposit of the completed proposal package on or before the deadline. The City of Dubuque is not responsible for any loss or delay with respect to deliver of the proposals. The City of Dubuque reserves the right to reject any and all proposals and negotiate changes with any consultant. The City of Dubuque is not liable for the 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 consultant that are not specified in any contract. The City of Dubuque is an Equal Opportunity Employer. All questions and correspondence regarding this RFP should be directed to David Johnson, Assistant Planner, Planning Services Department, Dubuque, Iowa, 52001, by telephone at 563-589-4210, by fax at 563-589-4221, or by email at djohnson@cityofdubuque.org. EVALUATION CRITERIA Proposals will be screened to ensure that they meet the minimum requirements of the proposal format. A review of qualifying proposals will be evaluated by a selection committee. Consultants may be invited to an interview with the selection committee. Evaluation criteria will include the following: • Experience and achievements of the firm. • Qualifications and experience of principal consulting staff or project team on similar projects involving historically significant structures with work done in accordance with the Secretary of the Interior's Standards forArcheological Documentation. • Qualifications and experience of any sub-consultants on similar projects. • Grasp of project requirements, understanding of project scope and level of interest by firm/consultant. • Design approach/methodology in completing the scope of services. • Approach to communication throughout the project. • Ability to deliver the products in a timely manner and within budget. • Proposed schedule to complete the project. • Proposed cost to complete the project. • Willingness to incorporate Loras students into the project by helping them gain knowledge through their work and interaction with the consultant and allowing them to providing them field work experience with the project. 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