Request for Proposals_Multicultural Family Center Phase IITHE CITY OF
Dui
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
Dubuque
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AI -America City
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2007 • 2012 • 2013
SUBJECT: Multicultural Family Center - Phase II Renovation (CIP 360-1976)
Design and Construction Administration Request for Proposal
DATE: June 9, 2014
Leisure Services Manager Marie Ware recommends City Council approval to release a
Request for Proposal for architectural design and construction administration services
for the Multicultural Family Center Phase II Renovation Project and authorize the City
Manager to negotiate an agreement with the recommended consultant for presentation
to the City Council.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
7-
Mic ael C. Van Milligen
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MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Marie L.Ware, Leisure Services Manager
THE CITY OF
DIbUE
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Manager
Dubuque
AH-AmericaCity
11111,
2007
SUBJECT: Multicultural Family Center — PhaseII Renovation (CIP 360-1976)
Design and Construction Administration Request for Proposal
DATE: June 10, 2014
INTRODUCTION
The purpose of this memorandum is to request permission to distribute a Request for
Proposal (RFP) for the partial renovation of the Multicultural Family Center (MFC).
DISCUSSION
As part of the City's Capital Improvement Program budget, funding has been approved
to make additional improvements to the MFC. Planned work includes full renovation of
the second floor to create approximately six offices and 2-4 cubicles, a conference
room, reception desk and waiting area, a unisex restroom and small kitchenette. The
office would be used by the Human Rights Department, the MFC Director and Assistant
Director. Additional work would include reconfiguration of the main entrance to the
building, installation of an elevator to serve all levels, and expansion of the large
conference room in the back of the building. Brick tuck pointing and other exterior
maintenance work will be performed to ensure the building envelope remains weather
ti
9
ht.
The scope of services described in the RFP requires the selected consultant to provide
architectural design and construction administration duties during the project. A key
aspect of the design will be the staging the construction phases to minimize disruption
to ongoing MFC activities and programs. The MFC will remain open at all times during
construction and the project is anticipated to be split up into four parts that will take
approximately 12 months to complete.
The schedule for the RFP distribution and consultant selection is as follows:
RFP Release to Public
Response Due Date
Recommendation to City Manager
Recommendation to City Council
June 3, 2014
June 18, 2014
July 10, 2014
July 21, 2014
The review committee for the submitted proposals is as follows:
Rich Russell, Building Services Manager
Kelly Larson, Human Rights Director
Steve Sampson Brown, Project Manager
Marie Ware, Leisure Services Manager
Sarah Petersen, Acting Multicultural Family Center Director
Erica Haugen, Assistant Housing Specialist
Mary Brooks, Senior Budget Analyst
John Stewart, MFC Board President
RECOMMENDATION
It is recommended that the City distribute the attached RFP and solicit proposals from
qualified consultants to provide architectural design and construction administration
services for the project.
BUDGET IMPACT
The estimated cost for consulting services is anticipated to be in the range of $80,000 to
$120,000 once a final scope of work has been negotiated. The work will be funded from
the Multicultural Family Center CIP #360-1976. The total CIP is $1.4 million.
ACTION STEP
I respectfully request authorization to release the Request for Proposal for architectural
design and construction administration services for the Multicultural Family Center
Phase II Renovation Project and the City Manager be authorized to negotiate an
agreement with the recommended consultant for presentation to the City Council.
cc: John Stewart, MFC Board President
Gus Psihoyos, City Engineer
Steve Sampson Brown, Project Manager
Kelly Larson, Human Rights Director
Rich Russell, Building Services Manager
Sarah Petersen, Acting Multicultural Family Center Director
Erica Haugen, Assistant Housing Specialist
Mary Brooks, Senior Budget Analyst
REQUEST FOR PROPOSAL (RFP)
THE CITY OF
ISSUE DATE: June 17, 2014
CONTACT: Steve Sampsonon Brown
PHONE NO: 563-589-4270
EMAIL: sbrown@cityofdubuque.org
DUB
E
Masterpiece on the Mississippi
SUBMIT PROPOSAL/OFFER PRIOR TO:
CLOSING DATE: July 2, 2014
CLOSING TIME: 2:00 P.M. (local time)
SUBMIT TO:
SEE Section 8.0
FAX/EMAIL NOT ACCEPTED
DESCRIPTION:
Architectural Design and Construction Administration
Services for the Multicultural Family Center Improvement Project
Phase II
RECEIPT OF PROPOSAL
0 If you are considering a response
the left, fill in the information below
that you received this RFP.
NO RESPONSE REPLY
If you do not want to respond to
ACKNOWLEDGEMENT
to this RFP, please mark the box to
and return this sheet as a confirmation
this RFP at this time, please mark the
below and return this sheet only.
box to the left, fill in the information
COMPANY NAME:
DATE:
MAILING ADDRESS:
CITY/STATE:
ZIP CODE:
AUTHORIZED SIGNATURE:
PRINTED NAME:
TITLE OF AUTHORIZED REPRESENTATIVE:
EMAIL:
PHONE:
CITY OF DUBUQUE
ENGINEERING DEPARTMENT
REQUEST FOR PROPOSAL
A MULTICULTURAL
FAMILY CENTER
1157 �• -'d t AVE
Multicultural Family Center
Improvement Project Phase II
City of Dubuque, Iowa
June 17, 2014
Page 2 of 30
RFP ORGANIZATION
Multicultural Family Center
Improvement Project Phase II
City of Dubuque, Iowa
June 17, 2014
Table of Contents:
SECTION PAGE
1.0 Introduction.................................................................. 4
2.0 Project Objectives......................................................... 4
3.0 Community Background .................................................. 5
4.0 Project Scope of Services ............................................... 5
5.0 Use of City Resources .................................................... 9
6.0 Information to be Included in the Proposal .......................... 9
7.0 Proposal Question and Answers ....................................... 11
8.0 Submission Requirements ............................................... 12
Appendix A Consultant Evaluation Selection Process ........................... 14
Appendix B RFP Rules and Protest Procedure .................................. 18
Appendix C City of Dubuque Contract Terms and Conditions. 20
Appendix D Insurance Requirements ................................................. 23
Appendix E Project Related Data ..................................................... 33
Page 3 of 30
Multicultural Family Center
Improvement Project Phase 11
City of Dubuque, Iowa
THE CITY OF
Dusk WJE
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
June 17, 2014
1.0 INTRODUCTION
The City of Dubuque, Iowa is soliciting competitive sealed proposals from qualified
professional consulting firms to complete a phase II renovation of the City's Multicultural
Family Center's second floor.
After a professional services agreement is negotiated, the City anticipates the design and
construction phases for the project will take approximately six to nine months. 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.
2.0 PROJECT OBJECTIVES
In 2009 the City completed the first phase of renovating the former Kephart Building in order
to accommodate the relocation of the Multicultural Family Center (MFC). The overwhelming
success of the MFC has resulted in the need to add additional program and office support
space at the building. The City envisions making new improvements to the building in four
specific areas: fully renovate the existing 2nd floor to provide commercial grade governmental
office space, reconfigure and expand the 1st floor activity room, reconfigure the greeting area
and install an elevator that will travel from the basement to the second floor, and make
improvements to the building envelope. The competed project will produce a fully ADA
accessible space that is welcoming, child friendly and has a child safe interior and exterior.
A key aspect of the design will be the staging the construction phases to minimize disruption
to ongoing MFC activities and programs. The MFC will remain open at all times during
construction. The City desires to have the elevator/greeting area work phase completed first
with construction work starting just after Thanksgiving 2014. As part of the first renovation
project an elevator shaft location was identified and framed out, however due to low ceiling
heights significant foundation/structural modifications will be required as part of the elevator
sump construction. The greeting area desk will be relocated to improve functionality. The
Page 4 of 30
greeting area entry space must also incorporate a dramatic entrance that provides an
impression on those visiting the building that they are valued and vital part of society.
The second phase of the work will be the complete renovation of the second floor. The
space will need to be programmed by the selected consultant, but it is envisioned that it will
consist of approximately six fixed wall offices, a receptionist area with some seating, a unisex
restroom, kitchenette and a reconfigurable space that will serve as a conference room and/or
office cubicles. The space design should maximize natural light and opportunities for
creativity and collaboration. Also a feasibility study will be conducted to determine if it is
possible to expand the second floor toward the west, for the full length of the building. If it is
determined to be technically feasible, a preliminary cost estimate will be completed as part of
the effort.
The third phase of work will be the expansion of the first floor large activity room by moving
the wall north into the existing office spaces to create a larger room. Structural columns in
the existing interior dividing wall along with the roof framing system above this area will
create significant challenges to accomplishing this work. Significant enhancements to the
room's audio-visual system will be also completed. Additional miscellaneous work that will be
completed and coordinated by the consultant includes FF&E selection and purchase
assistance, and expansion of the fire and security system.
The fourth phase of work will encompass improvements to the building's exterior. The work
includes assistance with construction coordination for removal of existing UST located just
north of the building, new exterior sidewalks, and tuck pointing of the building.
The City envisions the project being broken up into at least two bid packages. The bid
package for the activity room will include federal funding and require Davis -Bacon rules be
followed. Sustainable design practices should be applied to all aspects of the project. Value
Engineering will be used throughout the design process to determine the extent of
sustainable design practice implementation. Value Engineering will also be utilized on all
other parts of the project as necessary to keep the project within budget.
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 33 square miles in area, with a population
of approximately 60,000 people. The City's annual operating and capital budget is nearly
$201 million and funds a full range of services. The City's web site is www.cityofdubuque.org.
The community has a stable and diversified manufacturing base and a growing service
sector. Dubuque is the major retail, medical, education and employment center for the tri-
state area. Tourism continues to be a major economic force in the community. City
government works in collaboration with the private sector to promote economic development.
The job creation and unemployment numbers show that Dubuque is growing steadily in the
current economic climate. Dubuque's construction numbers reveal an even more
encouraging picture. The City has formed strong relationships with the local business
community to promote continued economic growth and success.
Page 5 of 30
4.0 PROJECT SCOPE OF SERVICES
The following outline represents the minimum components for providing architectural and
construction management services for the Multicultural Family Center Improvement Project
Phase II. The Consultant should describe the means or strategy by which they will satisfy the
Scope of Services, or at the Consultant's preference provide an alternative or second
additional hybrid strategy that would improve the results of the project. If a hybrid strategy is
being recommended by the Consultant, the Consultant should detail what processes and
methods would be used to make the project better. The construction budget for this project
has been established with a funding amount of approximately $700,000 to $1,000,000. The
City also requires that the Consultant have an interior decorator as part of the project team.
In support of the City's Vision for Sustainability, the Consultant will be expected to identify
various sustainable design components that make sense for the project during this phase,
including consideration of renewable energy options.
4.1 — Project Management & Accounting
4.1.1 The Consultant shall identify one person to serve as the Project Manager for this
project. The Project Manager shall be the leader of this effort and is expected to
ensure that the project scope, schedule and Total Project Cost (TPC) budget are being
monitored and adhered to at all times during the design and construction of the
project. One of the Project Manager's prime responsibilities is to track and facilitate
solutions for any issues that may arise during the design and construction phases.
Additionally, the Project Manager shall serve as the primary point of contact for all
exchange of information between the City and the Consultant.
4.1.2 Task List: The Project Manager shall maintain an updated, Work Breakdown Structure
(WBS)/task outline for the duration of the design and construction phases. The WBS
shall contain line items for all major deliverable components of the project and any
significant subcomponents along with the budgeted amount of the Consultant's fee
associated with each task listed. Project Management shall be listed as a separate
task on the WBS. The Project Manager shall track on the WBS the amount of work
accomplished for each task that is listed.
4.1.3 Schedule: The Project Manager shall maintain an updated critical path project
schedule for the duration of the design phase based on the tasks listed in the WBS.
The Project Manager shall be responsible for reviewing and monitoring the
Contractors project schedule during construction.
4.1.4 Budget: The Project Manager shall coordinate with the City's Project Manager to
maintain an updated Total Project Cost (TPC) budget for the duration of the project.
The TPC budget shall be completed using the best available information at the time of
each submittal in order to provide an estimated total cost for all components of the
project. The budget shall include estimated construction costs, equipment/furniture
costs and all direct costs and reimbursable expenses for the Consultant,
Subconsultants and the City.
Page 6 of 30
4.1.5 Progress Report: During the design and construction phases of the project, the
Project Manager shall submit to the City a bulleted progress report for the project. The
summary shall only contain a list of what was accomplished in the past period; what is
expected to be accomplished in the next period; scope changes; budget status;
schedule status; other issues and concerns; and input needed.
4.2 - Project Manager Deliverables
The following is a list of requirements that shall be provided throughout the project.
4.2.1 Task List: The Project Manager shall submit by electronic mail a copy of the WBS to
the City on an alternating week basis. On the day of submittal, the Project Manager
shall be available for approximately 15 minutes by phone to discuss the progress
made on individual tasks.
4.2.2 Schedule: The Project Manager shall submit an updated electronic copy of the project
schedule once a month. This submittal is required during the design and construction
phases.
4.2.3 Progress Report: The Project Manager shall submit the progress report on an
alternating week basis. The summary shall be submitted by electronic mail and be
less than a single page in length. On the day of submittal, the Project Manager shall
be available for approximately 15 minutes by phone to discuss the progress made on
individual tasks.
4.3 — Predesign Phase
4.3.1 Visit with City and prospective 2nd floor building tenant to gain understanding of the
space utilization needs. Update the conceptual floor plan that is attached in Appendix
E of this RFP.
4.3.2 Submit a brief technical memorandum that lists all Federal, State and City reviews,
permits and approvals that are required as part of the design and construction of the
project. The memorandum should detail how any specific review, permit or approval
may complicate or delay the completion of the project.
4.3.3 Key members of the Consultant project team will lead a project kick-off/scope review
meeting. The meeting will be held prior to the commencement of the schematic
design phase and will involve the City Manager, city staff and key project stakeholders.
At the meeting, the project team will confirm their understanding of project scope and
identify all critical success factors for the project.
4.4 — Design Phase
4.4.1 Schematic Design Services - The Consultant shall provide design services as
necessary to develop a schematic design that incorporates all aspects of the project
scope. Schematic design plans shall be submitted to the City for review and
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comment. The Consultant will host an on -board review meeting of the plans with city
staff.
4.4.2 Design Development Services - The Consultant shall provide design services as
necessary to create design development plans and contract documents that
incorporate all aspects of the project scope including any value engineering changes.
Design development documents shall be submitted to the City for review and
comment. The Consultant will host an on -board review meeting of the plans with city
staff.
An additional submittal required shall be an ADA, Building Code and Fire Code Report
which shall list all applicable codes and year of the codes that apply to the project,
categories of items included in this project that are covered by each code, summarized
code requirements for each code section, and comments relating to any code
interpretations, variances or waivers from the codes that are being made by the
Consultant.
4.4.3 Construction Document Services - The Consultant shall provide design services as
necessary to create final construction document plans and specifications that
incorporate all aspects of the project scope including any previous value engineering
changes. 90% Construction Documents Package shall be submitted to the City for
review and comment. The Consultant will host an on -board review meeting of the
plans and specifications with city staff.
Additional Requirements:
• For all design phases, provide periodically updated 3D models of the interior and the
exterior using Sketch -Up or similar rendering software.
• Based on the schedule needs of the project, the Consultant shall include in their
proposed fee any additional costs that are related to the need for having multiple bid
packages.
Energy Efficiency:
• The City desires a highly energy efficient building. To establish a measurable
performance benchmark for the building, the Consultant shall lead a meeting with city
staff using ENERGY STAR's Target Finder tool in order to pick an energy goal for the
project. The Consultant shall design a facility that will be eligible for "Designed to Earn
the ENERGY STAR" certification. Additionally the Consultant shall develop three
scenarios for HVAC, lighting and building envelope performance that provides good,
better and best options for the City to select from. Each option should list the installed
costs, available utility rebates and incentives and related annual operational expenses.
• Energy modeling — The City requires that an energy model be created for the whole
building during the design of this project. The Consultant should be sure to select
energy modeling software that is compliant with achieving the ENERGY STAR label
and performance rebates offered by the utility companies. As part of the scope of
work for this project, all existing MEP systems should be evaluated to determine if they
are reaching the end of their service life. If so, recommendations should be made to
replace/upgrade components of the various MEP systems for the entire building and
not just recommend supplemental systems that exclusively service the second floor.
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• The consultant shall enroll the project in the new construction energy rebate programs
offered by the local gas and electric utilities. HVAC, lighting and building envelope
systems shall be designed and specified to take advantage of rebates offered on
specific pieces of equipment and technologies. Project specifications shall be
developed by the consultant to require contractor submittal of necessary product
information required in order for the City to receive utility rebates. The City will
designate the selected Consultant as the Owner's representative so that the
Consultant will be responsible for the processing of both prescriptive and performance
rebates.
4.5 — Construction Phase
4.5.1 Bidding Services - The City of Dubuque Engineering Department will manage the
public bidding phase of the project and the Consultant will provide assistance by:
• Establishing specifications for use of a web based construction document
management system that will be required for exchanging, reviewing, and archiving
construction submittals, RFIs, and other design change orders and construction
communications.
• Developing a bid distribution list of potential contractors and suppliers.
• Compile the contract documents/bid package using the EJCDC standard document
format and general conditions, and incorporate City of Dubuque standard public
bidding contract documents and other applicable City terms and conditions.
• Direct the coordination of electronic and paper construction documents distribution.
• Send project team representative to all three City Council meetings required to bid
and award each phase of the project.
• Answer questions from Contractors.
• Organize and lead pre-bid informational meeting.
• Prepare pre-bid addenda as required.
• Attend bid openings, prepare evaluation of bids including alternates, and prepare
recommendation for award of contract.
4.5.2 Construction Administration Services - The Consultant shall be responsible for the
following services:
• Attend pre -construction meeting.
• During periods of active work by the contractor, assign one resident project
representative to monitor all construction activities and assist City with coordination
issues of all construction activities. The resident project representative shall be on
site 1-2 hours per day and be on-call as needed while work is occurring.
• Attend periodic construction coordination meetings.
• Furnishings, Fixtures and Equipment purchase coordination by the interior decorator.
• Observe and evaluate the Contractor's quality of work per the requirements of the
construction contract documents.
• Answer questions during construction on the interpretation and intent of the plans
and specifications.
• Review and approve material sources and shop drawings.
• Review and processing of payment applications by contractors.
• The Consultant shall review requests for changes, process and log Requests For
Information, issue, log and assist in negotiating Contractor Proposal Requests, issue
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and log Construction Change Directives and based on all of the previous, submit
recommendations to the City, and, if accepted process Construction Change Orders.
• On-site coordination of materials testing and technical inspections services as
necessary, including development of RFP Scope of Work for these services.
• Project schedule monitoring.
• Construction budget monitoring.
• Substantial Completion inspection with City and Contractor and punch list creation.
• Issue Certificate of Substantial Completion.
• Actively monitor and report on punch list progress.
• Review and coordinate proper contractor submittal of Project Record Drawings.
• Issue Certificate of Substantial Completion.
• Observe the contractor's final testing, start-up of utility systems and equipment,
schedule and observe training for operational systems and equipment.
• MEP Engineer shall review & comment on testing and balance report and conduct
final commissioning of the building.
• Secure, review and transmit to the City warranties, maintenance manuals and similar
submittals as required in the project specifications.
• Project closeout.
4.6 — Quality Assurance/Quality Control
. The Consultant shall have a formal written QA/QC program in place for the full
duration of the project. The written program will be submitted to the City at the
project kick-off meeting City for review. Upon request from the City and at anytime
throughout the project, the Consultant shall provide documentation to the City that
verifies the QA/QC program is being actively utilized and followed.
5.0 USE OF CITY RESOURCES
5.1 - Requesting Use of City Resources for Preparation of the RFP Response
• All information requests shall be directed to the City's Project Manager as detailed in
Section 7.0 of this request for proposal. All Consultants should note that directly
contacting other City of Dubuque staff or any of the Selection Committee members
shall be considered inappropriate and grounds for disqualification.
5.2 - Material Available for the RFP Response
• The City will make access to the building available for interested Consultants. Site
visits must be scheduled in advance by making an appointment. Record drawings and
relevant reports from the initial renovation project are available for review.
5.3 - City Resources Available to the Consultant for use During the Project
• The City will make staff contact/resources persons available in the Building Services,
Housing, Engineering, Leisure Services and Information Services Departments.
Phase I renovation project plans and specifications in pdf format will be made
available upon request.
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6.0 INFORMATION TO BE INCLUDED IN THE PROPOSAL
The Proposal should address all of the points outlined in this RFP excluding any cost
information which shall be included in a separate sealed envelope labeled "Project Cost
Estimate". The Proposal should be prepared simply and economically, providing a straight-
forward, concise description of the Consultant's capabilities to satisfy the requirements of this
RFP.
To simplify the review process and to obtain the maximum degree of comparability, the
proposal shall include the following information and shall be organized in the order and
manner specified below. While additional data may be presented, the following subjects
must be included. They represent the minimum criteria against which the proposal will be
evaluated.
Letter of Transmittal
Provide a letter of transmittal briefly outlining the Consultant's understanding of the work and
list the Project Manager's name, address, office telephone number, mobile telephone number
and e-mail address. The name that is provided for the Project Manager will be used as the
primary contact person during the RFP evaluation process.
Profile of Firm
Provide general information about the Firm, along with its areas of expertise and experience
as it relates to this RFP. Describe the experience and success of the Firm in working on
similar projects. State the size of the Firm, the size of the Firm's professional staff, and the
location of the office(s) from where the work on this project will be performed.
Discuss the Consultant's ability to integrate this project into their present workload. Include a
statement to specify if the Consultant currently has the capacity to undertake the project or
whether it intends to hire additional staff or partner with subconsultants.
Scope of Services
Describe the means or strategy by which the Consultant would satisfy the scope of services
for the currently approved budget as listed in Section 4.0.
The Consultant may also choose to submit a second alternative or hybrid strategy with a
modified scope of services and revised budget that would improve the results of this project.
Include a basic work plan for each strategy that delineates the Consultant's approach to the
completion of the project.
The work plan, at a minimum, should include those components outlined in Section 4 of this
RFP. The Consultant should indicate in the work plan the aspects of the project they expect
to be completed by City staff.
Highlight any parts of the work plan that will reflect the Consultant's unique philosophy or
insight regarding its approach to this project and how this approach positively impacts the
successful completion of the project.
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Include a copy of the Vertical Construction Checklist for the project (See Appendix E), and
clearly mark the services which will be provided as Designer and Construction Administrator.
Only mark services that are included in the proposed fee. At a minimum, the submitted
Vertical Construction Checklist should include the services required by this RFP. The
Consultant should indicate on the Vertical Construction Checklist any work items that are
expected to be completed by City staff.
Project Team Qualifications
Provide the names of all members of the project team associated with this project.
Specifically identify the supervisory and management staff including principals, the project
manager, and technical experts who would be assigned to this project. For each project
team member, provide their qualifications and experience. Include any relevant training and
continuing or professional education.
Include a flow chart that shows the communication path between the City and Consultant.
Include all project team members on the flow chart and show the supervisory relationship
between all members of the team. Be sure to include all subconsultant staff on the project
team flow chart.
Provide the name and location of other subconsulting firms that would be used by the
Consultant during the project and the approximate percentage of the work that would be
performed by each of these firms. Provide the qualifications and experience of all
subconsultant staff working on the project.
In submitting the Proposal, the prospective Consultant is representing that each person listed
or referenced in the proposal shall be available to perform the services as described. The
Project Manager, principals, management, and other project team staff may be changed in
accordance with the requirements described in Appendix C, Section 3 - Substitution of
Project Team Members.
Describe the experience and success of the project team members proposed for the
Dubuque project who have previously worked on similar projects together. Specifically list
any successful experiences designing parking facilities with a terminal building for
municipalities similar to Dubuque.
Provide at least 3 client references (include individual contact names and telephone
numbers) for similar projects that have been completed by the Consultant in the last five (5)
years. List the names of individuals on the project team proposed for the Dubuque project
who have worked on the client reference projects.
Proposed Project Schedule
Provide a project schedule outlining the time durations and estimated completion dates for
each major component of the proposed scope of work. The schedule should list all
deliverables that are required throughout the project.
Quality Assurance/Quality Control
As a part of the proposal, specifically describe the quality control process that will be used
throughout the project. List the amount of hours for each phase that will be dedicated to
QA/QC and describe how those hours will be spent. The City expects that the majority of the
Page 12 of 30
QA/QC process will be performed by someone who is not an active member of the design
team.
Understanding of Final Contract Terms
The Proposer should provide a statement that indicates they have read and understand
Appendix C — "City of Dubuque Contract Terms and Conditions", and agree to include the
clauses that are listed in Appendix C in the final signed contract. Any exceptions to the
Contract Terms and Conditions by the Consultant must be clearly stated in the submitted
Proposal.
Certificate of Insurance
The Consultant should provide a statement indicating that they are able to meet the City's
insurance requirements for professional services (See attached Appendix D - Insurance
Schedule C). Submittal of insurance documents as part of this RFP is not required.
Fees and Compensation
Provide a proposed fixed cost, plus reimbursable expenses budget for each strategy
proposed to complete the requested scope of services. Breakdown costs by major scope
element and include a list of hourly rates for personnel assigned to the project. Fees and
compensation shall be included in a separate envelope.
Quotation of fees and compensation shall remain firm for a period of at least 90 days from the
RFP submission deadline.
Remember to separate the proposed budget from the other portion of the RFP submittal.
Initial screening will be done without knowing the Consultant's proposed fee for services.
7.0 PROPOSAL QUESTIONS AND ANSWERS
If you have any questions concerning this RFP, please submit your requests to the City's
designated Project Manager. The City has made considerable efforts to ensure an accurate
representation of information in this RFP. 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 RFP unless
released in writing (letter or email) as an officially numbered and titled addendum to the RFP
by the City of Dubuque.
Any questions concerning this proposal must be received on or before 2:00 p.m. CDT on
June 26, 2014. Any inquiries received after this date will not be answered. When submitting
a question to the Project Manager, please include the appropriate Consultant contact
information.
From the date of issuance of the RFP until final City action, the Proposer shall not discuss the
RFP with or contact any other City of Dubuque staff or any of the Selection Committee
members except as expressly authorized by the City's Project Manager identified in this
section (Section 7.0). Violation of this restriction will be considered a violation of the rules
and be grounds for disqualification of the Consultant's proposal.
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Project Manager contact information is as follows:
Steve Sampson Brown
Project Manager
City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, IA 52001
8.0 SUBMISSION REQUIREMENTS
Phone: 563.589.4270
E-mail: sbrown@cityofdubuque.org
Before submitting a proposal, each Consultant shall make all investigations and examinations
necessary to ascertain site conditions and requirements affecting the full performance of the
contract and to verify any representations made by the City upon which the Proposer will rely.
PROPOSAL SUBMITTAL INFORMATION
• Submittal Deadline: July 2, 2014 on or before 2:00 p.m. CST
• Submittal Location:
• Submittal Contact &
Mailing Address:
City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, Iowa 52001-4864
Steve Sampson Brown
Project Manager
City of Dubuque Engineering
50 West 13th Street
Dubuque, Iowa 52001-4864
• Submittal Copies: Eight (8) sets of the proposal shall be provided.
Submit one (1) original signed proposal, seven (7) copies and also an electronic .pdf version,
all labeled Multicultural Family Center Improvement Project Phase II.
Submitted proposals must be in delivered in printed format with the exclusion of the one
required .pdf version. The .pdf version shall be submitted on a flash drive or via email along
with the proposal hardcopies. The official version of the submitted proposal that will be
reviewed by the City is the submitted hardcopy. The electronic pdf version of the proposal is
for informational purposes only.
The proposal must be a document of not more than twelve (12) numbered 8-1/2 x 11 -inch
pages, with the exception of the project schedule which may be presented in 11 x 17 -inch
format, and not including the letter of transmittal, index, dividers and the front and back
covers, Vertical Construction Checklist and the separately sealed cost proposal. Proposals
should not include any pre-printed or promotional materials. Any proposals exceeding 12
numbered pages will not be considered. Fees and compensation must be submitted in
Page 14 of 30
a separate envelope. No binders or bindings are permitted as a part of the submittals
and the entire submittal must be recyclable.
Each addendum shall be acknowledged in the Letter of Transmittal by providing the
addendum number and title. Failure to acknowledge each addendum will be considered
grounds for possible disqualification. It is solely the Consultant's responsibility to ensure that
all addendums to this RFP have been received before submitting the proposal.
The original proposal document shall be signed in blue ink by an officer of the Firm who is
authorized to legally bind the Proposer to its provisions. Proposals are to contain a statement
indicating the period during which the proposal will remain valid. A period of not less than
ninety (90) calendar days from the proposal closing date is required. Failure to comply with
the above requirements shall be considered grounds for possible disqualification.
Each Consultant assumes full responsibility for delivery and deposit of the completed
proposal package 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
is not responsible for any loss or delay with respect to delivery of the proposals.
The City of Dubuque is not liable for any costs incurred by any Consultant prior to the
execution of an agreement or contract, nor shall the City of Dubuque be liable for any costs
incurred by Firms that are not specified in any contract. All results from this project will
remain the property of the City of Dubuque.
Upon receiving this RFP, we request that you complete the "Receipt of Proposal
Acknowledgement" — "No Response Reply" information contained on the first page of this
document and return it to the City's Project Manager by mail, fax or email so the City can
ensure that each Consultant has received this Request for Proposal.
The City of Dubuque appreciates your time and consideration of this RFP.
Sincerely,
Steve Sampson Brown
Project Manager
Engineering Department
City of Dubuque
Page 15 of 30
Multicultural Family Center
Renovation Project
City of Dubuque, Iowa
THE CITY OF
Dust' ATE
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
June 17, 2014
Appendix A
Consultant Evaluation and Selection Process
Page 16 of 30
INITIAL EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the
proposal format. A selection committee will review qualifying proposals and select Firms for
placement on the consultant short-list for the project. The following criteria are among those
that will be used to initially evaluate submitted proposals.
1. A high level of professional competence and a proven track record in the preparation
of commercial building renovation projects or similar:
a. Qualifications and experience of the Consultant and any subconsultants.
b. Demonstration of the project team's professional expertise and technical
abilities.
c. If a joint venture with subconsultants, the track records of the Firms experience
working together.
d. Experience of the Consultant working on municipal projects.
e. Experience of the Consultant working on municipal projects in Iowa.
2. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall objectives for the renovation of the
Multicultural Family Center.
3. Design approach/methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem solving ability.
c. Ability of Consultant team to demonstrate initiative, motivation and knowledge
as an indication of their desire to work with the City of Dubuque.
4. Proposed schedule required to complete the project.
CONSULTANT SHORT-LIST EVALUATION CRITERIA
A selection committee may choose to interview one or all of the short-listed Firms. Both the
original submitted proposal and the results of any Consultant interviews will be used to select
the final Consultant for the project. The following criteria are among those that will be used to
evaluate the Consultants on the short-list.
1. A high level of professional competence and a proven track record in the preparation
of building renovation projects or similar:
a. Qualifications and experience of the Consultant and any sub -consultants.
b. Demonstration of the project team's professional expertise and technical
abilities.
c. If a joint venture with subconsultants, the track records of the Firms experience
working together.
d. Experience of the Consultant working on municipal projects.
e. Experience of the Consultant working on municipal projects in Iowa.
f. Experience of the project team working with the public and other project
stakeholders in designing and constructing commercial building renovation
projects.
g. Overall success of past projects completed for the City of Dubuque.
Page 17 of 30
2. Quality and completeness of the written proposal. The proposal should clearly
demonstrate understanding of the City's overall objectives for the renovation of the
Multicultural Family Center.
3. Design approach/methodology in completing scope of services such as:
a. Grasp of project requirements and level of interest in the project.
b. Creativity and problem solving ability.
c. Ability of Consultant team to demonstrate initiative, motivation and knowledge
as an indication of their desire to work with the City of Dubuque.
4. Responsiveness and compatibility between the Consultant and the City:
a. General attitude and ability to communicate.
b. Ability of the Consultant to maintain a high level of direct interaction and
communication with City staff.
c. Ability to listen, be flexible, and follow and/or implement direction and/or ideas
or concepts.
d. How the Consultant team interacts with the general public, City staff, and public
officials.
5. Proposed schedule required to complete the project.
6. Cost of the Multicultural Family Center Improvement Project in relationship to the
services offered.
SELECTED CONSULTANT - FEE NEGOTIATION PROCESS
Upon the successful completion of the Consultant evaluation process, the RFP Selection
Committee will recommend to the City Manager or City Council, the awarding of a contract to
the highest ranked Consultant. The Selection Committee will also request authority to
negotiate with the recommended Consultant a final scope of work and fee structure for the
project.
After authority is granted to negotiate an agreement and execute a contract with a
Consultant, the Consultant shall prepare an industry standard Work Breakdown Structure
(WBS) to reflect the Firm's approach to the completion of the project. The WBS, at a
minimum, should include work tasks for each of the components outlined in the RFP, a
separate line item for each deliverable, and list project management as a separate task. No
individual task on the WBS shall have a total value exceeding $8,000. The Consultant shall
indicate in the WBS the work tasks that will be completed by City staff.
The format of the WBS shall summarize the fixed fee for each task listed, plus individually list
in a separate section any associated reimbursable expenses that would specifically relate to
this project.
Once the selected Consultant has prepared the WBS, the City and the Consultant will meet
and the final scope of work for the project will be negotiated 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
Page 18 of 30
project team members, and the 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 updating the WBS to reflect any changes
that were agreed to during negotiations. After the final scope of services has been
determined, a fee has been negotiated, and the WBS has been finalized, the Consultant shall
incorporate the WBS into the professional service agreement being prepared for signature.
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.
Upon the successful completion of contract negotiations, the selection committee shall
recommend that the City Manager execute a contract with the successful Consultant. The
City Manager will in turn make a decision to execute the contract or request the Dubuque City
Council make a final determination to award and execute the contract with a Consultant.
Payment for Work: The Consultant awarded the contract shall be paid once monthly. The
invoiced amount shall be based on the Earned Value of the percent work completed as
reported on the most recently updated and submitted WBS.
Page 19 of 30
Multicultural Family Center
Renovation Project
City of Dubuque, Iowa
THE CITY OF
D5T11
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
June 17, 2014
Appendix B
RFP Rules and Protest Procedure
MINOR IRREGULARITIES
The City reserves the right to waive minor irregularities in submitted proposals, providing such
action is in the best interest of the City. Minor irregularities are defined as those that have no
adverse effect on the City's best interests, and will not affect the outcome of the selection
process by giving the prospective Consultants an advantage or benefit not enjoyed by other
prospective Consultants.
EXCEPTIONS
Proposer exceptions to any part of the requirements stated in this RFP must be clearly
identified as exceptions and noted in the letter of transmittal and in the submitted project cost
estimate.
RANKING OF THE PROPOSALS
No debriefings or scoring information shall be released before the City Manager or City Council
has recommended that a contract be negotiated with the recommended Firm. However, after
authorization has been granted to negotiate a contract, all contents of the submitted proposals
shall become public information.
DEFINITIONS
The City has established for the purposes of this RFP that the words "shall", "must", or "will"
are equivalent in this RFP and indicate a mandatory requirement or condition, the material
deviation from which shall not be waived by the City. A deviation is material if, in the City's
sole discretion, the deficient response is not in substantial accord with this RFP's mandatory
conditions requirements.
The words "should" or "may" are equivalent in this RFP 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 RFP document, any addendum to this RFP document, notice of award or notice of
rejection shall set forth the specific reason and facts concerning the dispute, in writing, within
five (5) business days of the receipt of the proposal document or notification from the City.
The written dispute shall be sent via certified mail or delivered in person to the point of contact
set forth in Section 7.0, who shall review the written dispute and work with the City Manager to
render a decision which shall be considered final.
Page 21 of 30
Multicultural Family Center
Renovation Project
City of Dubuque, Iowa
THE CITY OF
D5T11
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
June 17, 2014
Appendix C
City of Dubuque Contract Terms and Conditions
Page 22 of 30
TERMS AND CONDITIONS
The following clauses shall be included in the final signed contract:
1. CONSULTANT'S ENDORSEMENT ON PLANS AND SPECIFICATIONS.
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 this 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 City of Dubuque Insurance Schedule.
5. INDEMNIFICATION.
To the fullest extent permitted by law, Consultant shall indemnify and hold harmless the City
its officers, agents, and employees from and against all claims, damages, losses and
expenses, including but not limited to attorneys' fees, arising out of or resulting from
performance of the Contract, provided that such claim, damages, loss or expense is
attributable to bodily injury, sickness, disease or death, or injury to or destruction of property
including loss of use resulting therefrom, but only to the extent caused in whole or in part by
negligent acts or omissions of the Consultant, Consultant's subcontractor, or anyone directly
or indirectly employed by Consultant or Consultant subcontractor or anyone for whose acts
Consultant or Consultant's subcontractor may be liable, regardless of whether or not such
claim, damage, loss or expense is caused in part by a party indemnified hereunder.
6. TERMINATION.
City may terminate this agreement, with or without cause, upon providing 14 days written
notice to the Consultant.
7. ERRORS & OMISSIONS.
In the event that the work product prepared by the Consultant is found to be in error and
revision or reworking the work product is necessary, the Consultant agrees that it 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
Page 23 of 30
minimum of delay during construction. The above and foregoing is not to be constructed as a
limitation of the City's right to seek recovery of damages for negligence on the part of the
Consultant herein.
8. OWNERSHIP OF ENGINEERING DOCUMENTS.
All sketches, tracings, plans, specifications, reports on special studies and other data prepared
under this Agreement shall become the property of the City and shall be delivered to the
Project Manager upon completion of the plans or termination of the services of the
Consultant. There shall be no restriction or limitations on their future use by the City, except
any use on extensions of the project or on any other project without written verification or
adaptation by the Consultant for the specific purpose intended will be the City's sole risk and
without liability or legal exposure to the Consultant.
The City acknowledges the Consultant's plans and specifications, including all documents on
electronic media, as instruments of professional service. Nevertheless, the plans and
specifications prepared under this Agreement shall become the property of the City upon
completion of the services and payment in full of all moneys due to the Consultant.
The City and the Consultant agree that any electronic files prepared by either party shall
conform to the specifications listed in an Attachment to the contract, if so attached. Any
change to these specifications by either the City or the Consultant is subject to review and
acceptance by the other party. Additional efforts by the Consultant made necessary by a
change to the CADD software specifications shall be compensated for as Additional Services.
The City is aware that significant differences may exist between the electronic files delivered
and the respective construction documents due to addenda, change orders or other revisions.
In the event of a conflict between the signed construction documents prepared by the
Consultant and electronic files, the signed construction documents shall govern.
The City may reuse or make modifications to the plans and specifications, or electronic files
while agreeing to take responsibility for any claims arising from any modification or
unauthorized reuse of the plans and specifications.
9. SUBLETTING, ASSIGNMENT OR TRANSFER.
Subletting, assignment, or transfer of all or part of the interest of the Consultant in this
Agreement is prohibited unless written consent is obtained from the Engineer and approved by
the City.
Page 24 of 30
Multicultural Family Center
Renovation Project
City of Dubuque, Iowa
THE CITY OF
Dui
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
June 17, 2014
Appendix D
Insurance Requirements
Page 25 of 30
1.
City of Dubuque Insurance Requirements
for Professional Services
Insurance Schedule C
October 2013
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 I50 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 I50 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 I50 form is referenced the current edition of the form must be used.
Page 26 of 30
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
I50 commercial general liability form CG 0001, or Business owners form BP 0002, shall be clearly
identified.
b) Include I50 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 I50 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
Coverage B
Statutory—State of Iowa
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 $2,000,000
Page 27 of 30
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 28 of 30
Multicultural Family Center
Renovation Project
City of Dubuque, Iowa
THE CITY OF
Dui
Masterpiece on the Mississippi
Consultant Professional Services
Request for Proposal
June 17, 2014
Appendix E
Project Related Data
Page 29 of 30
INSERT LINK TO AVAILABLE DOCUMENTS
Page 30 of 30