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Washington Neighborhood Visioning Process RFPTHE CITY OF DUB E ~-~-~ MEMORANDUM February 9, 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Visioning Process for Washington Neighborhood -Request for Proposals Housing and Community Development Department Director David Harris recommends City Council approval to publish an unbudgeted Request for Proposals for professional consulting services related to the Washington: Revitalize initiative. This is a process to define a vision for the area for the next five to ten years. A group of stakeholders would be convened for a series of planning charrettes to help develop this plan. Funds are available from the almost $50,000 in savings from the Heron Pond Tree Removal Project. I concur with the recommendation and respectfully request Mayor and City Council approval. j~~ /~' z ~ __ ~ ~ ~- Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager David Harris, Housing and Community Development Department Director THE CITY OF DuB E MEMORANDUM ~.~-~ 13 February 07 To: Micha n Milligan, City Manager ~~ From: David arris, Housing and Community Development Department Re: Visioning Process for Washington Neighborhood -Request for Proposals Introduction The purpose of this memorandum is to request the City Council's approval to publish the attached request for proposals (RFP), for professional consulting services related to our Washington: Revitalize! initiative. Discussion Implementation of the Washington Neighborhood revitalization strategy has continued for the past 18 months, with measurable progress in a number of .areas. What is now proposed is a two-step process for future planning for this neighborhood. The first is a process to define a vision for the area, for the next 5-10 years. We propose to convene a group of stakeholders and `visionaries' to consider taking the neighborhood to another level. This would be accomplished through a series of half- dayworkshops, or planning "charrettes," facilitated by a skilled planner. Some of the issues to be considered include planned major developments on the east and south of the neighborhood, the Bee Branch Creek Realignment project, traffic flow, gentrification and application of 'green' technology to neighborhood improvements. Once a vision statement has been established, the next step is to undertake a comprehensive planning process for the neighborhood. Funds for this process have been requested in the Fiscal Year 2008 Improvement Level Budget. Costs are estimated at $5000. Funds are available from approximately $50 000 in savings from the Huron Pond tree removal project. Action Step The requested action of the City Council is to approve the attached request for proposals. i F-if C ITl t>F ~-'~~ Du ~ ~ _ ~J CITY OF DUBUQUE, IOWA REQUEST FOR PROPOSALS CONSULTANT SERVICES FOR FACILITATING A VISIONING PROCESS FOR THE WASHINGTON NEIGHBORHOOD INTRODUCTION The City of Dubuque is seeking proposals from qualified firms to provide professional consulting services associated with the Washington: Revitalize! initiative. The purpose of the Washington initiative is to restore this historic downtown neighborhood. The strategy includes promoting an increase in homeownership, encouraging a mix of household incomes, reducing concentrated poverty and the high percentage of rental units, and building non-profit capacity. It also involves targeting City resources, infrastructure improvements and concentrated code enforcement. PROJECT SUMMARY/SCOPE OF WORK The proposed project consists of two elements. The first is to facilitate a series of design and planning `charrettes,' working with a group of community leaders. The objective is to define a future for the Washington Neighborhood. Issues to be considered include the $32 million Bee Branch Creek Realignment project, now in design stage, which will bifurcate the Washington Neighborhood from Dubuque's North End. It will also close several heavily-trafficked streets, changing transportation patterns in the area. Major development projects also now in planning include a retail center at the former packing house site on the east boundary of the neighborhood; and adaptive re-use of more than 1 million square feet in vacant Warehouse District buildings on the south. Issues of gentrification, enhancement of "green" technology applications, historic preservation, a rapidly changing resident demographic profile, `neighborhood governance' and implementation of the City's Downtown Comprehensive Plan would also factor into visioning scenarios. It is envisioned that the consultant would propose the number of planning sessions and also the format for their facilitation. The second element is preparation of a report summarizing the content and recommendations of the planning sessions. This will include compilation of presentation materials utilized by staff and participants. This report will assist in informing the next phase in addressing this neighborhood's revitalization; spending budget request will fund a comprehensive planning effort for the Washington Neighborhood, beginning in Fiscal Year 2008. QUALIFICATIONS A professional consultant experienced in the areas of group facilitation and group process, neighbofiood or downtown planning or related background will be retained by the City, to prepare the work products described above. The selected consultant must have the requisite experience and training and have performed similar work for other clients. INFORMATION TO BE INCLUDED IN PROPOSAL To simplify the review process and to obtain the maximum degree of comparability, the proposal shall include the following information and shall be organized in the manner specified below. Letter of Transmittal Provide a letter of transmittal briefly outlining the firm's understanding of the work and the name, address, telephone number and fax number of the firm's primary contact person. Profile of Firm Provide general information about the firm and firm's area of expertise, including the qualifications of the personnel who will be assigned to this project. (a) The proposal shall include the name of the anticipated project manager, his or her qualifications and experience; including experience in performing similar work. (b) The proposal shall include at least three references of past clients. These projects must have been completed within the past five years with the same project manager, consultants and other key personnel proposed for this project. (c) The proposal shall discuss the firm's ability to integrate this contract into the present workload. Proposed Project Schedule Provide a project schedule outlining the time period and estimated completion date for each element of the proposed scope of services. Fees and Compensation Provide a proposed cost budget for completion of the proposed scope of services with cost breakdowns. Quotation of fees shall remain firm for a period of at least 90 days from the proposed submission deadline. Please separate the proposed budget from the other portion of the RFP submittal. 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 five copies, plus an electronic copy, of the proposal must be received in the Housing Department, 1805 Central Avenue, Dubuque, Iowa 52001 by Each bidding firm assumes full responsibility for delivery and deposit of the completed proposal package on or before the deadline. The City of Dubuque is not responsible for any loss or delay with respect to delivery of the proposals. 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. The City of Dubuque is not 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 Hams, Director, Housing and Community Development Department, Dubuque, Iowa, 52i~1, by telephone at 563-589-4239, by fax at 563-589-4244, or by email at dharris a~cityofdubuque.orq. 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. • Quaycations and experience of principal staff or project team on similar projects. • Grasp of project requirements, understanding of project scope and level of interest by firm. • Design approach/methodology in completing the scope of services. • Approach to communication throughout the project. • Ability to deliver the products in a timely manner and within budget. • Proposed schedule to complete the project. • Proposed cost to complete the project. SCHEDULE C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES 1. All policies of insurance required hereunder shall be with an insurer authorized to do business in Iowa. All insurers shall have a rating of A of better in the cun'ent A.M. Best Rating Guide. 2. All policies of insurance shall be endorsed to provide a thirty (30) day advance notice of cancellation to the City of Dubuque if cancellation is prior to the expiration date. This endorsement supersedes the standard cancellation statement on the Certificate of Insurance. 3. shall furnish a Certificate of Insurance to the City of Dubuque, Iowa for the coverage required in Paragraph 6 below. Such Certificates shall include copies of the following endorsements: a) Thirty day notice of cancellation to the City of Dubuque. b) Commercial General Liability policy is primary and non-contributing. c) Commercial General Liability additional insured endorsement. d) Governmental Immunities Endorsement. e) Waiver of Recovery under workers compensation. shall also be required to provide Certificates of Insurance of all subcontractors and all sub-sub contractors who perform work or services pursuant to the provisions of this contract. Said certificates shall meet the same insurance requirements as required of 4. Each certificate shall be submitted to the contracting department of the City of Dubuque. 5. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement. 6. Contractor shall be required to cant' the following minimum coverage/limits or greater if required by law or other legal agreement: 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 Limit $1,000,000 Fire Damage Limit (any one occurrence} $ 50,000 Medical Payments $ 5,000 This coverage shall be written on an occurrence, not claims made, form per project. All deviations or exclusions from the standard ISO commercial general liability form CG 0001 or Businessowners BP 0002 shall be clearly identified. Governmental Immunity endorsement identical or equivalent to form attached. An additional insured endorsement identical or equivalent to ISO Form CG 2026 and include as additional insureds: "The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees, and volunteers." b) WORKERS COMPENSATION ~ EMPLOYERS LIABILITY Statutory for Coverage A Employers Liability: $100,000 each accident $100,000 each employee-disease $500,000 policy limit-disease Policy shall include an endorsement waiving right of recovery against City of Dubuque. c) PROFESSIONAL LIABILITY: $1,000,000 d) UMBRELLA/EXCESS LIABILITY Coverage to be determined on a case-by-case basis by Finance Director. POLICY NUMBER COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED -DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART. SCHEDULE Name of Person Or Organization: The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees, and volunteers. (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) WHO IS AN INSURED (Section II) is amended to include as an insured the person or organization shown in the Schedule as an insured but only with respect to liability arising out of your operations or premises owned by or rented to you. Copvriaht. Insurance Services Office. Inc. 1994 CG 20 26 11 85 CITY OF DUBUQUE, IOWA GOVERNMENTAL IMMUNITIES ENDORSEMENT Nonwaiver of Govemmental 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 govemmental 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 govemmental 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 govemmental 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 govemmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of govemmental immunity asserted by the City of Dubuque, Iowa. No Other Change in Policy, The above preservation of govemmental immunities shall not otherwise change or alter the coverage available under the policy.