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Flat Iron Park RenovationCITY OF DUBUQUE, IOWA MEMORANDUM April 30, 2001 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Flat Iron Park Renovation Sealed bids were received on the Flat Iron Park Renovation Project. Leisure Services Manager Gil Spence is recommending award to the Iow bidder Fondell Excavating, Inc., in the amount of $142,921.02. While the project is $37,382 over budget, sufficient savings have been identified in two other projects to cover this shortfall. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Gil D. Spence, Leisure Services Manager CITY OF DUBUQUE, IOWA MEMORANDUM May 1, 2001 TO: FROM: SUBJECT: Michael C. Van Milligen, City Manager Gil D. Spence, Leisure Services Manager Flat Iron Park Renovation INTRODUCTION The purpose of this memorandum is to provide a recommendation on awarding the contract for the Flat Iron Park Renovation Project. DISCUSSION Sealed bids were received on Apd127, 2001, for the Flat Iron Park Renovation Project, with the following bids received: Fondell Excavating, Inc. Renaissance Architectural Systems, Inc. Base Bid Alternate 1 $142,921.02 $ -396.00 $169,313.08 $ -396.00 Alternate 2 $+9,328.00 $-34,719.80 Alternate 3 $+27,000.00 $+34,750.80 · Alternate 1 changes the light fixture to a less expensive model. · Alternate 2 changes from masonry and stone walls to decoratively finished concrete walls. · Alternate 3 adds benches around the circle planter. The Iow base bid is $37,382.02 over budget. The cost over runs are mainly in the areas of landscaping, historic street and park lighting, and the stone wall. I recommend that the base bid from Fondell Excavating be accepted and that the FY 2002 capital funds from playground improvements ($15,000) and Flora Play Equipment savings ($10,000) be used to cover the overage and that the landscaping be reduced to bring the project within budget. Some FY 2001 funds are being used on the Flora Play Equipment project, so that project is not being reduced. continued Flat iron Park, page two RECOMMENDATION I recommend that the contract be awarded to Fondell Excavating, Inc. in the amount of $142,921.02. This is a significant improvement to an area of the City that is undergoing major changes. Reducing the scope of this project would lessen the improvement and its impact on the lower Main Street area. ACTION STEP The action requested is that the City Council adopt the attached resolutions approving the plans and specifications and awarding the contract to Fondell Excavating, Inc. in the amount of $142,921.02. GDS:et attachments RESOLUTION NO. 176-01 RESOLUTION ADOPTING PLANS AND SPECIFICATIONS WHEREAS, on the 16m day of April, 2001, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the FLAT IRON PARK RENOVATION PROJECT. WHEREAS, notice of hearing on plans, specifications, form of contract, and estimated cost was published as required by law. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the said plans, specifications, form of contract and estimated cost are hereby approved as the plans, specifications, form of contract and estimated cost for said improvements for said project. Passed, approved and adopted this 7th day of May ,2001. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, C~ Clerk PK RESOLUTION NO.177-01 AWARDING CONTRACT WHEREAS, sealed proposals have been submitted by contractors for the FLAT IRON PARK RENOVATION PROJECT pursuant to Resolution No. 158-01, and notice to bidders published in a newspaper published in the City of Dubuque, Iowa, on the 20u~ day of April, 2001. WHEREAS, said sealed proposals were opened and read on the 27th day of Apdl, 2001, and it has been determined that the bid of FONDELL EXCAVATING, 1NC:, in the ' amount of $142,921.02 was the lowest bid for the furnishings of all labor and materials and performing the work as provided for in the plans and specifications. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the contract for the above improvement be awarded to FONDELL EXCAVATING, INC., and the Manager be and is hereby directed to execute a contract on behalf of the City of Dubuque for the complete performance of the work. BE IT FURTHER RESOLVED: That upon the signing of said contract and the approval of the contractor's bond, the City Treasurer is authorized and instructed to return the bid deposits of the unsuccessful bidders. Passed, approved and adopted this 7th day of May ,2001. Terrance M Duggan, Mayor Attest: Jeanne F: Schneider, City Clerk PK Prepared by: Leisure Services Address: 2200 Bunker Hill Rd Phone: 589-4263 RESOLUTION NO. AWARDING CONTRACT WHEREAS, sealed proposals have been submitted by contractors for the FLAT IRON PARK RENOVATION PROJECT pursuant to Resolution No. 158-01, and notice to bidders published in a newspaper published in the City of Dubuque, Iowa, on the 20th day of April, 2001. WHEREAS, said sealed proposals were opened and read on the 27th day of April, 2001, and it has been determined that the bid of FONDELL EXCAVATING, INC., in the amount of $142,921.02 was the lowest bid for the furnishings of all labor and materials and performing the work as provided for in the plans and specifications. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the contract for the above improvement be awarded to FONDELL EXCAVATING, INC., and the Manager be and is hereby directed to execute a contract on behalf of the City of Dubuque for the complete performance of the work. BE IT FURTHER RESOLVED: That upon the signing of said contract and the approval of the contractor's bond, the City Treasurer is authorized and instructed to return the bid deposits of the unsuccessful bidders. Passed, approved and adopted this day of , 2001. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk PK Prepared by: Leisure Services Address: 2200 Bunker Hill Rd Phone: 589-4263 RESOLUTION NO. RESOLUTION ADOPTING PLANS AND SPECIFICATIONS WHEREAS, on the 16th day of April, 2001, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the FLAT IRON PARK RENOVATION PROJECT. WHEREAS, notice of hearing on plans, specifications, form of contract, and estimated cost was published as required by law. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the said plans, specifications, form of contract and estimated cost are hereby approved as the plans, specifications, form of contract and estimated cost for said improvements for said project. Passed, approved and adopted this day of , 2001. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk PK CITY OF DUBUQUE, IOWA MEMORANDUM April 12, 2001 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Flat Iron Park Renovation Leisure Services Manager Gil Spence is recommending that a public hearing be set for May 7, 2001, to consider the Flat Iron Park Renovation Project. I concur with the recommendation and respectfully request Mayor and City Council approval. MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Gil D. Spence, Leisure Services Manager CITY OF DUBUQUE, IOWA MEMORANDUM Apdl 9, 2001 TO: Michael C. Van Milligen, City Manager FROM: Gil D. Spence, Leisure Services Manag SUBJECT: Flat Iron Park Renovation INTRODUCTION The purpose of this memorandum is to request that the City Council initiate the bidding process for renovation of Flat Iron Park. DISCUSSION Community Development Block Grant Funds have become available to renovate Flat Iron Park. A planning committee was formed, including residents and business owners in the area, to design the renovation plan. Renovation will include: play unit, histodc street lighting, new sidewalk, drinking fountain, landscaping, seating, and new park sign. Construction cost is estimated at $105,500. The bidding scheduled outlined in the attached resolutions would be as follows: Presentation to City Council Notice to bidders Receive bids Notice of public hearing Public hearing and award contract April 16, 2001 April 18, 2001 Apdl 27, 2001 April 20, 2001 May 7, 2001 ACTION STEP The action requested is that the City Council adopt the attached resolutions giving preliminary approval to the plans and specifications, authorizing the advertisement for proposals, and establishing a date for the public hearing, GDS:et attachments Prepared by: Leisure Services Address: 2200 Bunker Hill Rd Phone: 589-4263 RESOLUTION NO. ORDERING BIDS BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the FLAT IRON PARK RENOVATION PROJECT is hereby ordered to be advertised for bids for construction. BE IT FURTHER RESOLVED, that the amount of the security to accompany each bid shall be in an amount which shall conform to the provisions of the notice to bidders hereby approved as a part of the plans and specifications heretofore adopted. That the City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall not be less than four days nor more than twenty days prior to the receipt of said bids at 2:00 p.m. on the 27th day of April, 2001. Bids shall be opened and read by the City Clerk at said time and will be submitted to the Council for final action at 6:30 p.m. on the 7th day of May, 2001. Passed, approved and adopted this day of , 2001. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk PK Prepared by: Leisure Services Address: 2200 Bunker Hill Rd Phone: 589-4263 RESOLUTION NO. FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS WHEREAS, the City Council of the City of Dubuque, Iowa has given its preliminary approVal on the proposed plans, specifications, and form of contract and placed same on file in the office of the City Clerk for public inspection of the FLAT IRON PARK RENOVATION PROJECT. NOW, THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA, that on the 7th day of May, 2001, a public hearing will be held at 6:30 p.m. in the Public Library Auditodum, at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and cost of said improvement, and the City Clerk be and is hereby directed to cause a notice of time and place of such headng to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be not less than four days nor more than twenty days prior to the day fixed for its consideration. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, contract, or estimated cost of the improvement. Passed, approved and adopted this day of , 2001. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk PK Prepared by: Leisure Services Address: 2200 Bunker Hill Rd Phone: 589-4263 RESOLUTION NO. PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the proposed plans, specifications, form of contract and estimated cost for the FLAT IRON PARK RENOVATION PROJECT, in the estimated amount of $105,500, are hereby approved and ordered filed in the office of the City Clerk, for public inspection. Passed, approved and adopted this day of , 2001. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk PK Prepared by: Leisure Services Address: 2200 Bunker Hill Rd Phone: 589-4263 NOTICE OF HEARING ON PLANS AND SPECIFICATIONS Notice of public hearing on proposed plans and specifications, proposed form of contract and estimate of cost for the FLAT IRON PARK RENOVATION PROJECT. NOTICE IS HEREBY GIVEN: The City Council of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimate of cost for the FLAT IRON RENOVATION PROJECT, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m. on the 7th day of May, 2001, in the Public Library Auditorium in Dubuque, Iowa. Said proposed plans, specifications, form of contract and estimate of cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto or to the cost of the improvements. Published by order of the City Council given on the day of , 2001. Jeanne F. Schneider City Clerk PK