Request for Proposals - Mathias Ham House Masonry Rehabilitation Copyright 2014
City of Dubuque Consent Items # 4.
ITEM TITLE: Request for Proposals - Mathias Ham House Masonry
Rehabilitation
SUMMARY: City Manager recommending approval of the release of a
Request for Proposals for a consultant to provide
architectural/engineering services for masonry rehabilitation
of the Mathias Ham House.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
RFP for Architectural-Engineering for Mathias Ham City Manager Memo
House-MVM Memo
Staff Memo Staff Memo
Request for Proposals Supporting Documentation
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: RFP Architectural / Engineering for Masonry Rehabilitation of Mathias
Ham House
DATE: March 29, 2016
Leisure Services Manager Marie Ware recommends City Council approval of the
release of a Request for Proposals for a consultant to provide architectural/engineering
services for masonry rehabilitation of the Mathias Ham House.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Micliael 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 Dubuque
UBgkE 111 111-America Ci i
I.
Masterpiece on the Mississippi 2007-2012-2013
TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Manager
SUBJECT: RFP Architectural / Engineering for Masonry Rehabilitation of Mathias
Ham House
DATE: March 25, 2016
INTRODUCTION
The purpose of this memo is to request City Council approval of the attached Request
for Proposals (RFP) to provide architectural/engineering services for Masonry
Rehabilitation of Mathias Ham House.
DISCUSSION
Mathias Ham House is on the National Register of Historic Places. It is important to
preserve this community treasure. The Ham House is owned by the City and leased to
Dubuque County Historical Society. As a part of the lease the City is responsible for the
exterior of the Ham House.
Proposals are due April 26, 2016. The anticipated schedule is that the City will execute
a contract with the selected consultant by May 27, 2016.
BUDGET IMPACT
The budget approved is as follows:
Ham House Masonry Restoration CIP 350-1212
Architectural/Engineering and Inspection Services $ 201000.00
Construction/Conservation Materials and Labor $ 197,726.25
Total Project $ 217,827.25
RECOMMENDATION
I respectfully request City Council approval of the RFP for Architectural/Engineering
Services for Mathias Ham House Masonry Rehabilitation.
MLW:et
cc Dave Johnson, Assistant Planner
attachment: RFP
1
TI IF CITY OF CITY OF DUBUQUE, IOWA
LEISURE SERVICES DEPARTMENT
LTB E 2200 Bunker Hill Road
Masterpiece on the Mississippi Dubuque, IA 52001
Phone: 563-589-4263
REQUEST FOR PROPOSAL (RFP)
ARCHITECTURAL AND ENGINEERING SERVICES FOR
MATHIAS HAM HOUSE
MASONRY REHABILIATION PROJECT
INTRODUCTION
The City of Dubuque, Iowa is soliciting requests for proposals from qualified consulting firms to
provide professional architectural and engineering services for the Mathias Ham House (Ham House)
Masonry Rehabilitation Project, in accordance with the Secretary of the Interior's Standards for the
Treatment of Historic Properties. The Ham House is owned by the City of Dubuque and leased to
Dubuque County Historical Society to manage day-to-day basis under the supervision of The Leisure
Services Department. The exterior of the building is the responsibility of the City of Dubuque.
Interested and qualified firms are invited to submit a proposal to provide professional services for the
project, as noted below. Proposals prepared in response to this Request for Proposal (RFP) are due
before 2:00 p.m. on April 26, 2016. The anticipated schedule for this project is that the City of
Dubuque will execute a contract with the selected consultant by May 27, 2016 and the project will be
completed by August 8, 2016. Please review the entire RFP for specific requirements.
Any questions regarding the project or this RFP should be directed to Marie Ware, Leisure
Services Manager at 563-589-4263 and/or email mware(aD_cityofdubugue,org prior to
submission.
COMMUNITY BACKGROUND
The city of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to Illinois and
Wisconsin. As Iowa's oldest city, Dubuque is a community well known for its historic and architectural
beauty. The city is over 30 square miles in area, with a population of nearly 60,000 persons. 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.
The City of Dubuque is governed by an elected Mayor and City Council and managed by a City
Manager. The City funds a full range of municipal services. City government works in collaboration
with the private and non-profit sectors to promote economic development and sustainability.
Sustainability and downtown, neighborhood, and riverfront planning and revitalization are long-
standing priorities of the City Council. The City's web site is www.cityofdubugue.org. The City
Council's Goals and Priorities are available online at http://www.cityofdubugue.org/councilgoaIs.
BACKGROUND ON MATHIAS HAM HOUSE
Year Constructed: Original 1839, Addition 1857, Side Porch 1940
Architect: John Francis Rague
Builder: Mathias Ham
Date listed on National Register of Historic Places: July 19, 1976
This mid-Victorian house brings together a variety of architectural influences in a building of
cleanly-dressed ashlar. Its symmetrical main block is square, 2 Y2 stories high. The hipped
roof of slate is topped with an octagonal belvedere with windows on each side. Four small
gabled dormers, later additions, are centered on each ridge. Two brick chimneys are also
later additions. Paired bracketing on the house cornice is repeated on the belvedere.
The side porch, with its Tudor style wooden arches, is supported by octagonal columns, the
whole painted white. The Tudor arch is repeated on the front porch, but is flanked by
narrower rounded arches of Romanesque style. Both porches originally had iron railings on
the roofs. Romanesque influence is also found in the colored leaded glass fanlight over the
double front door, the latter having grooved colonnettes on each side. The double windows
are simple 4/4 sashes, painted white, with broad, cornice stone lintels and stone sills.
This large portion of the structure is actually a later addition (1857) to a much simpler
farmhouse constructed in 1839. The original, 6-room house (at the rear of the later addition)
is also of limestone, from Nauvoo, with a gable roof and simple paired bracketing on the
cornice. The cornice and slate roof were probably added at the time of the 1857 addition. A
side porch was added around 1940 to the angle between the two sections.
The Mathias Ham House is a fine example of large, antebellum residential architecture, and
reflects a popular enthusiasm for a rather eclectic architectural style. The contrasts between
the earlier and later sections reflect the improving fortunes of Mathias Ham, an early
Dubuque settler with a wide variety of interests. During his lifetime, he was a farmer,
lumberman, brick maker and shipper, as well as participating actively in the social and
political events of Dubuque.
PROJECT LOCATION
Mathias Ham House is located at 2241 Lincoln Avenue. Masonry rehabilitation will need to be
coordinated if completed during tourist season for the Ham House.
PROJECT SCOPE
The approved scope of work is to create the necessary bid documents, plans and specifications for
rehabilitation work as well as management of the project contractors to include inspection services for
the Ham House Masonry Restoration Project, to be done in accordance with the Secretary of the
Interior's Standards for the Treatment of Historic Properties and the National Park Service (NPS)
2
Technical Preservation Services Technical Preservation Brief No. 2 Repointing Mortar Joints in
Historic Masonry Buildings. All masonry cleaning must be done by the gentlest means possible in
conformance with NPS Technical Preservation Services Technical Preservation Brief No. 6 Dangers
of Abrasive Cleaning to Historic Buildings.
The scope of services will include, but may not be limited to, the consultant's approach to
accomplishing the following tasks:
1. Conduct site inspection of the Ham House masonry with representatives of the City of Dubuque
and Dubuque County Historical Society.
2. Prepare construction documents and engineering estimate in hard copy and electronic format
acceptable to the City and other governmental agencies.
3. Submit construction documents to the City and other governmental agencies as needed for their
review and approval.
4. Coordinate issuance of plans and specifications for bidding.
5. Provide all bid-related documents and plans.
6. Review bids, prepare bid tabulation, and recommend bid for construction contract award.
7. Conduct pre-construction conference with contractor(s) and City.
8. Conduct progress meetings with contractors and City.
9. Provide construction administration.
10. Review progress payments and develop change orders and punch list.
Scope of services should include preparation and presentation of draft and final written reports,
including all visual aids for public presentations.
The documents, plans and specifications will address:
1. Solve cracking in masonry and/or stabilize brick from shifting;
2. Repair/replace sills if necessary;
3. Repointing mortal joints and cleaning of all exterior building facades including exposed
foundation walls;
4. Replace damaged stone units;
5. Remove and replace exterior sealant around each and every door, window and opening; and
6. Repair and /or replace existing exterior wood window sills, trim, panels and molding.
BUDGET
The estimated project budget is summarized as follows:
Ham House Masonry Restoration CIP 350 1212
Architectural/Engineering and Inspection Services $ 20,000.00
Construction/Conservation Materials and Labor $197,827.25
Total Project $217,827.25
EVALUATION CRITERIA AND PROCESS
The objective is to select the consultant most qualified to provide the services outlined in this request.
Initial screening will be done without knowing the consultant's proposed fee for services. Evaluations
will be based on the criteria listed below.
3
Responsiveness, Quality, and Completeness of Proposal
• Everything is included that was required by the RFP
• Proposal schedule to complete the project
• Ability to successfully complete the scope of services on time and within budget
• The quality of written material and presentation, relevant experience, answers to questions, and
overall organization
Experience/Qualifications
• Professionally registered engineer(s) and/or architects(s) experience and training in historic
preservation, rehabilitation and conservation of historic structures
• Qualifications and experience of principal consulting staff or project team developing and managing
similar projects involving historically significant structures with work done in accordance with the
Secretary of the Interior's Standards for the Treatment of Historic Properties and NPS Technical
Preservation Services Technical Preservation Brief No. 2 Repointing Mortar Joints in Historic
Masonry Buildings.
• Qualifications and experience of any sub-consultants (if proposed) on similar projects
• Oversight of rehabilitative work performed
• References
• Experience working with municipalities and City staff
• Project manager's expertise, experience, and unique qualifications especially in performing similar
services on historically significant structures in accordance with Secretary of Interior Standards for
Treatment of Historic Properties
• Supervision of rehabilitation work performed by qualified, licensed and bonded contractors
experience in preservation of historic properties in accordance with federal, state and city standards
including but not limited to the Secretary of Interior's Standards for Treatment of Historic Properties.
• Consultant proposed revisions and/or changes to the scope of services that would better serve the
community
Proposed Fees and Compensation
• Reasonability of scope of services to fees proposed
INFORMATION TO BE INCLUDED IN PROPOSAL
Letter of Transmittal - Provide a one page letter of transmittal briefly stating the consultant's interest
in this project, outlining the consultant's understanding of the work and the name, address, office and
cell phone numbers and email address of the primary contact person.
Profile of Consultant - Provide general information about the consultant and its area(s) of expertise
in regards to this RFP, including the qualifications of the project manager and other key personnel to
be assigned to the project, previous experience and unique qualifications for this project..
Background and Organization - Identify name, address, history and organization of the consultant,
including an overview of the services the consultant provides in-house and the number of years the
consultant has provided the requested services. Describe any other relevant professional services
offered by the consultant and how these services may be able to benefit the City.
Experience - Describe recent professional experience with detailed but brief descriptions of
representative projects, including project budgets, team members, community engagement process,
and other applicable information, including work with public sector clients, and a minimum of three (3)
most recent projects related to this project.
4
Team Members - Identify key team members that will be assigned to the project, specific roles and
responsibilities, time commitment to the project, and individual professional expertise/credentials,
especially relating to experience with similar studies.
• List project manager for the team
•A listing of team personnel who will actually be assigned to perform the work on this project, and a
breakdown and description of tasks assigned per project team member.
• For consultants located outside the region, address how the consultant will remain responsive to
short notice requests and meetings
• Identify similar projects that team members have worked on together
Sub-consultant(s) personnel experience
• Names and addresses of any outside consultant(s) or associate(s) proposed to be involved with this
project
• Include each proposed sub-consultant(s) experience and qualifications as described above for firm's
personnel
• Identify similar projects that team members have worked on together with the sub-consultants
Scope of Project Services - The proposed scope of services will describe the firm's detailed
approach to completing the masonry rehabilitation and fire escape project. The scope of services will
include sufficient discussion of proposed methodologies, techniques, and procedures for each work
item. Describe the means or strategy by which the consultant would satisfy the following scope of
services, and/or an alternative or hybrid strategy recommended by the consultant. The proposed
scope of services will describe the firm's approach to completing the masonry rehabilitation and fire
escape project. Scope is shared on pages 2-3.
Proposed Project Schedule - Completion of RFP is targeted for August 8, 2016. Provide a project
schedule outlining the time period and estimated completion date of the proposed scope of work. This
should include a schedule for and description of all deliverable products throughout the period.
Describe the method to assure that the time schedule will be met. Identify the person responsible for
assuring schedule compliance. Products should be delivered in hardcopy and electronic formats
compatible with the City's computer software and hardware.
The proposal shall discuss the firm's ability to integrate this contract into the present workload.
References - The proposal shall include at least three references of past clients with projects on
historically significant structures done in accordance with the Secretary of the Interior's Standards for
the Treatment of Historic Properties. These projects should have been completed within the past five
years with the same project manager, sub-consultants and/or other key personnel proposed for this
project. Full name, title, address, email and phone should be provided.
Litigation - Provide litigation information, if applicable. Any past claims and/or lawsuits and reason
for the claim and/or lawsuit.
Fees and Compensation - Provide a proposed cost plus expenses budget for completion of the
proposed scope of services with cost breakdowns by scope element. Clearly define reimbursable
costs such as travel, printing, etc. Provide hourly and overhead rates for personnel, including for
additional services. Include proposed fee payment schedule. Quotation of fees and compensation
shall remain firm for a period of at least 90 days from the submission deadline. Please separate the
proposed fees and compensation from the other portion of the RFP submittal. Initial screening
will be done without knowing the consultant's proposed fee for services.
5
Certificate of Insurance - The selected firm will be required to meet the insurance requirements
(Insurance Schedule C) of the City upon award of contract. (See attached Appendix 1) Insurance
schedule is not required to be in force for the RFP submission.
SUBMISSION REQUIREMENTS
A signed original and five (5) hard copies plus one (1) PDF copy on CD or flash drive of the proposal
clearly labelled MATHIAS HAM HOUSE MASONRY REHABILITATION PROJECT in a sealed box or
envelope must be received by 2:00 p.m. CST, April 26, 2016 at the following address:
Marie Ware, Leisure Services Manager
City of Dubuque Leisure Services
2200 Bunker Hill Road
Dubuque, IA 52001-3010
No faxed or e-mail proposals will be accepted.
To simplify the review process and obtain the maximum comparability, the proposal must include the
following information, at a minimum, and be organized in the following manner. All proposals
submitted must be limited to twenty-five (25) pages not including front and back covers (optional),
transmittal letter, references, and fees and compensation. Fees and compensation must be
submitted in a separate envelope.
• Presented in 8 Y x 11 inch format, minimum 11 point Arial font
•All recyclable materials, no binders or binding
• In the same order as described below
• The original proposal will include original signatures in ink, by authorized personnel, on all
documents that require an authorized signature
• Do not include marketing materials
Failure to provide the required mandatory information may result in a consultant not being considered.
Submitted proposals will not be returned.
Questions should be directed to Marie Ware by telephone at 563-589-4263 or by email at
mware(cDcitvofdubuque.orq.
Proposals will be reviewed by the committee. After the proposals are evaluated, the City will
determine if any of the consultants will be interviewed. The City may choose to contact officials from
other jurisdictions regarding a consultant, its prior work experience, and its ability to successfully
complete the scope of services. The City may request clarification or additional information from a
specific consultant in order to assist in the City's evaluation of a proposal. d. Finally, City may require
changes in the scope of services as deemed necessary by the City, before execution of a contract.
Each consultant assumes full responsibility for delivery and deposit of the completed proposal
package before the deadline. The City are not responsible for any loss or delay with respect to
delivery of the proposals. The City reserve the right to reject any and all proposals and to negotiate
changes with any consultant. The City is not liable for any cost incurred by any consultant prior to the
execution of an agreement or contract. Nor shall the City be liable for any costs incurred by the
consultant that are not specified in any contract. The City of Dubuque is an Equal Employment
Opportunity Employer.
6
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