RFP_Bunker Hill Golf Course Irrigation ProjectTHE CITY OF
Dui
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
Dubuque
band
AI -America City
r
2007 • 2012 • 2013
SUBJECT: Bunker Hill Golf Course Irrigation Project - Phase 1 (CIP 350-1530 and
370-1530) Design and Construction Administration Request for Proposal
DATE: September 9, 2014
Leisure Services Manager Marie Ware recommends City Council approval to release a
Request for Proposal for design, cost estimates and construction administration
services for the Bunker Hill Golf Course Irrigation Project.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
IA/1144 ,,,,,
Mic ael C. Van Milligen
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
Dui
Masterpiece on the Mississippi
Dubuque
kard
All -America City
h r
2007 • 2012 • 2013
TO: Michael C. Van Milligan, City Manager
FROM: Marie L. Ware, Leisure Services Manager
SUBJECT: Bunker Hill Golf Course Irrigation Project — Phase 1 (CIP 350-1530 and
370-1530) Design and Construction Administration Request for Proposal
DATE: September 8, 2014
INTRODUCTION
The purpose of this memorandum is to request permission to distribute a Request
for Proposal (RFP) for the preparation of construction bid specifications for the Bunker
Hill Irrigation project — Phase 1.
DISCUSSION
As part of the City's Capital Improvement Program budget, funding has been approved
to begin the irrigation replacement of lines and heads at the Bunker Hill Golf Course.
Planned work includes full replacement and redesign layout of the fairways, greens
sprinkler heads and irrigation lines.
The scope of services described in the RFP requires the selected consultant to
provide design, cost estimates 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 golf activities and programs.
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
September 16, 2014
October 3, 2014
October 27, 2014
November 17, 2014
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The review committee for the submitted proposals is as follows:
Tony Breitbach, Purchasing Coordinator
Denise Ihrig, Environmental Engineer
Dan Kroger, Recreation Division Manager
Gerry Lange, Golf Course Superintendent
Steve Schilling, Golf Technician
RECOMMENDATION
It is recommended that the City distribute the attached RFP and solicit proposals
from qualified consultants to provide design, cost estimates and construction
administration services for the project.
BUDGET IMPACT
The estimated cost for the Phase 1 project including consultation is $203,000 which is
included in the FY 15 budget. The work will be funded from the Golf Course Irrigation
CIP #3501530 and #3701530.
ACTION STEP
I respectfully request authorization to release the Request for Proposal for design,
cost estimates, and construction administration services for the Bunker Hill Golf
Course Irrigation Project and the City Manager be authorized to negotiate an
agreement with the recommended consultant for presentation to the City Council.
cc:
Tony Breitbach, Purchasing Coordinator
Denise Ihrig, Environmental Engineer
Dan Kroger, Recreation Division Manager
Gerry Lange, Golf Course Superintendent
Steve Schilling, Golf Technician
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REQUEST FOR PROPOSAL (RFP)
THE CITY OF
ISSUE DATE: September 15, 2012
CONTACT: Dan Kroger
FAX NO: NO:PHONE 563-589-4310
63589 4391
EMAIL: dkroger@cityofdubuque.org
DUB
Masterpiece on the Mississippi
SUBMIT PROPOSAL/OFFER PRIOR TO:
CLOSING DATE: October 3, 2014
CLOSING TIME: 4:00 P.M. (local time)
SUBMIT TO:
See Pages 5-6
FAX/EMAIL NOT ACCEPTED
DESCRIPTION:
Bunker Hill Irrigation Replacement Project
RECEIPT OF PROPOSAL
If you are considering a response
the left, fill in the information
you received this RFP.
NO RESPONSE
❑ If you do not want to respond
ACKNOWLEDGEMENT
to this RFP, please mark the box to
below and return this sheet as a confirmation that
REPLY
to this RFP at this time, please mark the box to
below and return this sheet only.
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:
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THE CITY OF
Dui
Masterpiece on the Mississippi
Request for Proposals
Golf Course Irrigation Bid Specification Consultation
Leisure Services Department
2200 Bunker Hill Rd
Dubuque, Iowa 52001
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INTRODUCTION
Bunker Hill Golf Course, located at 2200 Bunker Hill Road in Dubuque, Iowa is seeking
to replace its current fairway and greens irrigation system with new irrigation lines and
heads. Privately built in 1927, the Bunker Hill Golf Course is located on beautiful hilly
terrain and has been listed in Golf Digest's "Best Places to Play." Although making for a
great course, the topography creates challenges to proper irrigation and maintenance of
the irrigation system. An elevation map of the grounds is included in the packet. In
2012, a new Flowtronex Pump was installed as the first phase to the irrigation system
replacement. As a result of the line configuration and Series 630 sprinkler heads used,
the new pump cannot work at maximum efficiency. Also due to the configuration of the
lines and shut-off locations, the entire system must be drained when maintenance
needs to be done to lines/heads. Attached to this proposal are current Satellite specs,
Irrigation Coverage's, Flowtronex Pump Specs, and Irrigation Cut Sheets.
SCHEDULE
The first half of this project is budgeted for 2015 and should be complete prior to Bunker
Hill Golf Course opening on April 1st, 2015. As a result of this timeline, a key factor the
City will consider when deciding which consultant to utilize for the project will be the
consultant's availability and capability to deliver the necessary design documents in a
timely manner. The second half of this construction project budgeted for the future.
SCOPE OF SERVICES
The Scope of Services to be provided by the consultant is described as follows:
Task 1 — Meet with Golf Course and Engineering Department Staff and Field Visit
The Consultant shall meet with City staff to discuss the project and the City's needs,
and to view the existing facilities at the golf course.
Task 2 — Design of Golf Course Irrigation Improvements
A. Design: Having met with City staff to discuss the project, the Consultant shall
proceed with the development of construction documents necessary for contractors to
bid on the project. To-scale/engineering drawings and multiple exhibits or design details
will be necessary to provide potential contractors with enough information to construct
the required facilities. It is important to note that the existing irrigation equipment at the
golf course is manufactured by Toro, so there is a strong desire to stay with that brand;
however, proposals that would utilize other brand names that have equal capabilities
and warranties will be considered.
B. Construction Specifications: Having reviewed the RFP documents and discussed the
project with City staff, the Consultant shall use the City's boilerplate specifications
template to create a set of construction specifications for the project.
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C. Cost Estimate: The Consultant shall prepare a construction cost estimate for the
proposed improvements.
Task 3 — Bid and Construction Support
A.. Bid Support: The Consultant shall attend one pre-bid meeting with City staff where
potential contractors may ask questions about the project. The Consultant will be
expected to attend the meeting to address any technical questions raised by
prospective contractors and issue any addenda as necessary to clarify the bid
documents.
B. Construction Support: The Consultant will be asked to provide hourly rates that can
be used on a time and materials basis for construction support. Support would include,
but not be limited to, review of construction submittals (if any), design/technical
assistance with unforeseen field conditions encountered during construction, field
directives, and review of any contractor cost proposals, etc.
SUBMITTAL CONTENT
Submittals shall be limited to 20 pages and should address all aspects of the required
work discussed in this RFP, including any cost information which should be included in
the submittal and clearly titled "Project Cost Estimate". 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.
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
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 manner
specified below. While additional data may be presented, the following subjects must
be included and represent the criteria against which the proposal will be evaluated.
Cover Sheet: The Consultant shall complete and sign Attachment A.
Cover Letter: The Consultant shall include a cover letter, signed in blue ink by an official
authorized to bind the company. The letter shall contain the name, title, address and
phone number of the person(s) authorized to contractually bind the company and
negotiate any changes in scope of work or fees.
Index: Each proposal shall contain a table of contents that delineates each section
contained in the proposal and the corresponding page number.
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Project Approach: The Consultant shall include a summary of its anticipated approach
for the project. The summary should give City staff a general idea of what existing
facilities will need to be inspected prior to beginning design and what information the
City will need to provide to assist with the design. If additional meetings or site visits,
other than those described in this RFP, are anticipated, please include those as well.
Project Team's Capabilities: This section should demonstrate the project team's
capabilities for the anticipated work as described in the Scope of Services. This relates
to the project team's resources, experience, references and expectations of the
project's challenges (logistical, environmental, etc.). Consultants must demonstrate
recent experience (within the past three years) with golf course irrigation designs or
system upgrades that have been constructed and currently exist.
Project Team's Organization: This section relates to the key personnel and contact
person that will manage the project. The "Principal in Charge" should be listed as the
one contact person for the project. The "Principal in Charge" shall remain the point of
contact for the project's duration. If the firm has an office in Dubuque, as well as an
office outside of the City limits, the staffing of the Dubuque office must be listed
separately from the firm's total staffing.
Certificate of Insurance: The selected firm will be required to meet the City's insurance
requirements for professional services. Insurance Schedule C - Appendix C.
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.org. The selected firm shall follow the Vision
Statement and eleven sustainable principles on this City of Dubuque project. Hard copy
can be provided upon request.
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" Consent
Decree
http://www.cityofdubuque.org/DocumentView.aspx?DID=3173 or a hardcopy can be
provided upon request. You are required to review the Consent Decree and comply
fully with its terms and conditions.
Ability to Accomplish the Work: This section relates to the company's ability to complete
the project in a timely manner. A proposed design schedule should be included for the
City's review. Proposals should assume contract agreements would be signed and work
on the project could commence on November 18, 2014.
Fee Proposal and Rate Sheet: The Fee Proposal should be developed from the Scope
of Services and account for each task listed. The Rate Sheet should list the various
positions and services offered by the project team and include standard mark-up rates
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for the use of sub consultants and allowable reimbursable. The Rate Sheet would apply
to any services to be provided on a time and materials basis such as construction
support or any additional services requested by the City.
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.
PROPOSAL SUBMITTALS
Three (3) copies of the Proposal, one (1) electronic copy, along with one (1) fee
proposal submitted in a separate sealed envelope, must be received by 4:00 p.m.,
October 3, 2014. Emailed, faxed, or late submittals will not be accepted. 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.
Submit Proposal and Fee Proposal to:
City of Dubuque
City Clerk's Office
Attn: Golf Course Irrigation Project
50 W. 13th St.
Dubuque, Iowa 52001
NOTE: The fee proposal shall be submitted in a separate sealed envelope; the front of
the envelope shall be labeled with the Project Name, Consultant's Name, and the words
"Sealed Proposal."
SELECTION CRITERIA
Each submittal will be judged as to the Consultant's capabilities and experience to
perform the Scope of Services. Selection will be based on a 100 -point criterion as
follows:
(30) Project Approach: Each project team will be evaluated on how thorough its
approach to the project seems to be. The evaluation committee will award high scores
to those teams that clearly explain what data it plans to collect, how the data will be
used to determine what improvements are necessary, and what considerations should
be taken into account when producing construction specification documents.
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(20) Project Team's Capabilities: Each Project Team will be evaluated on its
demonstrated capabilities and experience to provide the Scope of Services. Familiarity
with Toro brand irrigation and controller equipment is preferred.
(15) Project Team's Organization: Each Project Team will be evaluated on the
experience and education of the key personnel that will be assigned to the project.
(20) Ability to Accomplish Work: Each Project Team will be evaluated on its ability to
provide the Scope of Services in a timely manner. Items to be considered include
number of qualified staff (emphasis on local staffing), support staff, available equipment
and facilities.
(5) Fee Proposal and Rate Sheet: Each proposal will be rated on the total fee proposed
for the tasks included in the Scope of Services.
(10) Other: Each project team will be evaluated on any supportive information that
demonstrates its capabilities to best suit the needs of the City of Dubuque.
An evaluation committee will review and rank the submittals based on the above
criteria. If needed, interviews will be held. Based on the submittals, possible interviews,
and fee proposal, a consultant will be recommended to the City Manager and/or City
Council for a contract award. Should the City of Dubuque and the selected Consultant
be unable to agree on contract terms, the award of the contract will be offered to the
second -ranking project team, and so forth as necessary.
For any questions or additional information regarding this proposal please contact:
Dan Kroger
Recreation Division Manager
Phone: (563) 589-4310 Fax: (563) 589-4391
E-mail: dkroger@cityofdubuque.org
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1.
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.
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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 $
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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
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