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2023 Maintenance Dredging Project Initiate Public Improvement Bidding Process Project Number: 5546000001-304-67990 Harbor Area Dredging Copyrighted August 7, 2023 City of Dubuque Items to be set for Public Hearing # City Council Meeting 04. ITEM TITLE: 2023 Maintenance Dredging Project Initiate Public Improvement Bidding Process Project Number: 5546000001-304-67990 HarborArea Dredging SUM MARY: City Manager recommending City Council grant preliminary approval to the construction plans and specifications; and establish August 21, 2023, as the date of the public hearing; and hereby authorized to advertise for bid proposals for the 2023 Maintenance Dredging Project. RESOLUTION 2023 Maintenance Dredging Project, Preliminary Approval of Plans, Specifications, Form of Contract,And Estimated Cost; Setting Date of Public Hearing on Plans, Specifications, Form of Contract,And Estimated Cost; And Ordering the Advertisement for Bids SUGGESTED Receive and File;Adopt Resolution(s), Set Public Hearing forAugust DISPOSITION: 21, 2023Suggested Disposition: ATTACHMENTS: Description Type MVM Memo City Manager Memo Staff Memo Staff Memo Resolution Resolutions Notice of Hearing Supporting Documentation Letter of Support Supporting Documentation Dubuque THE CITY QF � All-Meriea Ciry DLT B E ; . � . � �� MaSt� Z�C� aYd t�Q Mt55ZSSZ Z zoa�•zoiz•�ai3 YP pp za��*zai� TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: 2023 Maintenance Dredging Project Initiate Public Improvement Bidding Process Project Number: 5546000001-304-67990 Harbor Area Dredging DATE: August 2, 2023 Assistant City Engineer Robert Schiesl is recommending City Council grant preliminary approval to the construction plans and specifications; and establish August 21, 2023, as the date of the public hearing; and hereby authorized to advertise for bid proposals for the 2023 Maintenance Dredging Project through adoption of the attached resolution. The City has an annual recurring Harbor Area Dredging Capital Improvement Program (CIP) budget which provides for maintenance dredging at multiple riverfront locations to maintain adequate harbor and channel depths for recreational and transient boat navigation. This funding allows for annual riverfront maintenance dredging as required at Schmitt Island and AY McDonald Park public boat ramp launch locations; River's Edge Plaza to accommodate excursion boat mooring; Ice Harbor gates; and Port of Dubuque Marina. The City also has a contractual obligation to maintain city-owned and leased property under current lease terms to perform maintenance dredging at Dubuque Marina and at American Marine - Yacht Basin to maintain adequate harbor depth for recreational and transient boat navigational access. The FY2023 budget includes funding to dredge both Dubuque Marina and American Marine - Yacht Basin locations. I concur with the recommendation and respectfully request Mayor and City Council approval. v Mich el C. Van Milligen MCVM:sv Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Gus Psihoyos, City Engineer Robert Schiesl, Assistant City Engineer Dubuque THE CITY OF � All•Anariea 6it� DuB E �ti��,�� -��, 11 Maste iece on the Mississi i zoo�.zo�z•zo�3 � pp zoi�*zoi9 TO: Michael C. Van Milligen, City Manager Gus Psihoyos, City Engineer FROM: Robert Schiesl, Assistant City Engineer DATE: August 3, 2023 RE: 2023 Maintenance Dredging Project Initiate Public Improvement Bidding Process Project Number: 5546000001-304-67990 Harbor Area Dredging INTRODUCTION The purpose of this memorandum is to authorize the initiation of the public bidding procedure for the 2023 Maintenance Dredging Project. BACKGROUND The City has an annual recurring Harbor Area Dredging Capital Improvement Program (CIP) budget which provides for maintenance dredging at multiple riverfront locations to maintain adequate harbor and channel depths for recreational and transient boat navigation. This funding allows for annual riverfront maintenance dredging as required at Schmitt Island and AY McDonald Park public boat ramp launch locations; River's Edge Plaza to accommodate excursion boat mooring; Ice Harbor gates; and Port of Dubuque Marina. The City also has a contractual obligation to maintain city-owned and leased property under current lease terms to perform maintenance dredging at Dubuque Marina and at American Marine — Dubuque Yacht Basin to maintain adequate harbor depth for recreational and transient boat navigational access. For the Dubuque Marina Lease dated October 29, 1956, the City is only responsible for perForming maintenance dredging of Pleasure Boat Harbor to a usable depth for such purposes as are permitted by the Lease. Figure 1 shows the Dubuque Marina site and the location of Pleasure Boat Harbor. For the Dubuque Yacht Basin Lease dated February 5, 1974, the City is only responsible for performing maintenance dredging of Schmitt Harbor to a usable depth for such purposes as are permitted by the Lease. Figure 2 shows the Dubuque Yacht Basin site and the location of Schmitt Harbor. The FY2023 budget includes funding to assist with dredge both Dubuque Marina and American Marine - Dubuque Yacht Basin locations. ; . � � � � � �� i I � M + � � � t �� ` -. .. ... — i ��4` �.;� }• �i � � .. :�• Y .I� J \ , 1 \\ ..,� � `,�� . s M� . � ��` _ � - 7 A ` !' ` ., _ i� � � �� ^� � i • �";.; �� .!' . �- . . ` �i� � �"?� � r� � � . � R � � " r�. �� PLEASUg'�<�= � f a . . _�-..��x �' � �� BOAT D �' �_ :. � - - ��. r . . ' '"' �' �. � �� -IARBC°� � � 'I ` t� y' -- �'� ' �' � � h ' � ,""_ «� � •` '.,i� �' : k .. � ,, �.�-.r�yMr�s � , � • � �; . _ ��DUBUQl1� " � ' i� '" — MARINI� � ' % ��-.� - � _ '� � _. �--��;., _ � . - �s� _ -� - � _ , h.. =,� �-�� . ..� ' �� FIGURE 1 ,� ��,;a � �"�". , .. ��i ��.�.4 �' ' :� . . � bi ei• - \ �t ■ _ �___�� ? � �__. f�f . E a � ,t!�' , ��'i��'. �, , * � . . ^ _ '� '� `_ __-______.... ____ `! '�`�`��'T �� R� .. _ ��_�- + ' • i�.� '. ` r �� 7 � � '� �� ,:'' f3155; . � �� '9,p��,� .4�,`.., i� �./� �F �H A R L':t:' . r-. ,.� 'f� .�Z � }'�.�' 9 r +.'+ as'� f,. d .��:�� .r. � wi� � s- �'g - i � �� . ,� �� I s- - -w•TR.- • �`' �� ,-•�� ••"�F" ` , l .. * C � - �, • ��`�- __ - - - - "�, ��► .��r� = �-P - =� + • ��r �,�' � -�' `. ._ ,, �'. , . � �;�; :� �� . .. _ - , � ;�. ��. - �� "� �. ��j: SCHMIT7 :�:=_�.;::;,��' �� y ��*: •.. • � �1_ �, � .. � Z��/ ��._0�-�f�B�� r�' - �? { � r/ .. .�� '�� 4 +�. . �,�r��- �� ,��'�� ,i` r Ctf!!i�''Y a l �!';� r r' . ,/7��!� '� � �� ?� '`�,-�� ,�.'r�. , . ' - � , FIGURE 2 2 DISCUSSION In May 2023, while river elevations were still high from the spring flood event, the City retained the services of Mohn Surveying to perform river bottom bathometric surveys along the entire riverFront. Based on the survey data, staff was able to model river and harbor bottom elevations to identify shallows water way locations at various river stages and evaluate potential dredging needs. Based on the river bottom contour elevations, a silted in area at the entrance to Pleasure Boat Harbor at Dubuque Marina needs to be dredged per the terms of the Lease. The remainder of Pleasure Boat Harbor has adequate depth. Schmitt Harbor at Dubuque Yacht Basin has adequate depth and does not require dredging to be performed per the terms of each respective Lease. City staff met with representatives from both Dubuque Marina and American Marine to review the bathometric survey contour maps, evaluate maintenance dredging needs, and prioritize maintenance dredging locations based on current operational challenges for safe harbor access for recreational and transient boat navigational access. Dubuque Marina identified the location shown if Figure 3 as their #1 priority to be dredged as part of the 2023 Maintenance Dredging Project. A majority of the requested dredge area is outside the Pleasure Boat Harbor location referenced per their Lease. Although the requested dredge area extends beyond the City's obligation to maintain, staff believes it is in the publics best interests to perForm maintenance dredging to create a safe open water way channel for navigating vessels from the Peosta Channel and Mississippi River to and from the marina harbor. American Marine - Dubuque Yacht Basin identified the location shown if Figure 4 as their #1 priority to be dredged as part of the 2023 Maintenance Dredging Project. The requested dredge area is outside the Schmitt Harbor location referenced per their Lease. Although the requested dredge area is outside the City's obligation to maintain, staff believes it is in the publics best interests to perform maintenance dredging to create a safe open waterway for navigating vessels from the Peosta Channel to and from the marina harbor and transient docks. The 2023 Maintenance Dredging Project will provide adequate depth and improved open waterway for safely navigating recreational and transient boat navigational access. By dredging the additional areas outside the City's obligation to maintain and creating the open waterways from the Peosta Channel to the marina harbors, this will create improved water flow and water circulation which will reduce the potential for future sediment siltation within the proposed dredge locations. The proposed dredged open waterways will be more sustainable long-term and will maximize the return on the investment of City and private funding with a long-term solution in providing safe harbor access. This mutual partnership with Dubuque Marina and American Marine to dredge the requested areas outside the City's Lease obligation to maintain, does not obligate the City to maintain said areas in the future, although future partnerships can be considered. 3 �.ECE�ao � ,.-� . � At 7.00'River Stage �'��r � s . � � Above Water , � 0'-7' �eep — � . � 7'-2' Ueep AY MCDONALD PARK � 2'-3' Deep . � e � 3' 4' �eep �.� , � � ► � � 4'-5' Deep � � . FALL 2023 + , � t DREDGING AREA . � �- (MAINTENANCE � DREaG�} 1 � r > , � � �•' — .� � - - - . � i � Q � � � � . � 1 r , 4 � � / . � . � / �r' r s � / � ��.� �� , . , '� � R � j ! ` , � FIGURE 3 — Dubuque Marina Proposed Dredge Area NQ 4 / LEGEND f � At 7.00'River Stage 1� y 1$ Above Water i'��r ��, .J:'^ ti , �` � 0'-1' �eep � � h.� � T-2' Deep � � 8'-3' Deep � f � ' 3'-4' �eep � � 4'-5' Deep �'IAsa- � � IN L1 �C � ��'�s � 4 bl� � �� a FALL 2Q23 �, � DREDGING AREA (MAINTENANCE `Y'+� DREDGE) � ' � • ��, 1 � � Q � � ^� � , . a� . - �. � � . + ' � �,��, � � �" i , �� 4 FIGURE 4 — Dubuque Yacht Basin Proposed Dredge Area o 5 PROJECT SCHEDULE The schedule for the project will be as follows: Initiate Bidding August 7, 2023 Publish Notice to Bidders, Advertisement for Bids August 11, 2023 Publish Notice of Hearing on Plans & Specifications August 11, 2023 Public Hearing August 21, 2023 Receipt of Bids August 24, 2023 Award of Contract September 5, 20233 Completion Date October 31, 2023 BUDGET IMPACT The estimate of probable cost for the 2023 Maintenance Dredging Project is summarized in the following table: Description Cost Estimate Dredge Construction - Dubuque Marina $ 200,000.00 Dredge Construction - American Marine Yacht Basin 300,000.00 Contingency 25,000.00 Engineering Design and Administration 15,000.00 Total Construction Cost Estimate $ 540,000.00 The proposed project funding is summarized as follows: Project Number Fund Description Fund Amount 5546000001-304-67990 Harbor Area Dredging $ 440,000.00 Private Participation - American Marine 100,000.00 Total Project Funding $ 540,000.00 Both Dubuque Marine and American Marine have agreed to contribute funds to perform maintenance dredging. American Marine has agreed to provide $100,000 towards dredging at the Yacht Basin this fall. Dubuque Marine has agreed to provide $117,500 as the local match for the 2022 BIG Tier 1 Grant application for dredging at Dubuque Marina to be completed in the spring of 2024. AMERICAN MARINE FUNDING AGREEMENT City staff will work with the Legal Department to develop a project Funding Agreement between the City and American Marine for providing the private participation funding. The plan would be for the City Council to consider approving and concurrently executing both the award of contract for the 2023 Maintenance Dredging Project and the City / American Marine Funding Agreement at the September 5, 2023 council meeting. Attached is a letter of support from American Marine. 6 REQUESTED ACTION I respectfully request that the City Council grant preliminary approval to the construction plans and specifications; and establish August 21, 2023, as the date of the public hearing; and hereby authorized to advertise for bid proposals for the 2023 Maintenance Dredging Project through adoption of the attached resolution. cc: Jenny Larson, Chief Financial Officer Nathan Steffen, civil Engineer Dubuque Marina American Marine F:\PROJECTS\DREDGING PROJECTS\2023 Maintenance Dredge\Council&Staff Documents\Initiate 7 Prepared by Robert Schiesl, City of Dubuque Engineering, 50 W. 13th St. Dubuque,IA 52001 (563)589-4270 Return to Adrienne N.Breitfelder City Clerk City of Dubuque, 50 W. 13th St. Dubuque, IA 52001 (563)589-4100 RESOLUTION NO. 253-23 2023 MAINTENANCE DREDGING PROJECT-PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; AND ORDERING THE ADVERTISEMENT FOR BIDS NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1 . The proposed plans, specifications, form of contract and estimated cost for the 2023 Maintenance Dredging Project in the estimated amount $500,000.00, are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. Section 2. A public hearing will be held on the 21 st day of August, 2023, at 6:30 p.m. in the Historic Federal Building Council Chambers (and/or by virtual means) 350 W 6th Street, Dubuque, Iowa, at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and estimated cost of said Project, and the City Clerk be and is hereby directed to cause the attached notice of the time and place of such hearing to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not less than four days nor more than twenty days prior to the date of such hearing. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, form of contract, or estimated cost of the Project. Section 3 The 2023 Maintenance Dredging Project is hereby ordered to be advertised for bids for construction. Section 4. 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. Section 5. The City Engineer is hereby directed to advertise for bids for the construction of the improvements herein provided, by publishing the Notice to Bidders to be published on the City of Dubuque website and a contractor plan room service with statewide circulation, which notice shall be published not less than thirteen but not more than forty-five days before the date for filing bids before 2:00 p.m. on the 24th day of August 2023. Bids shall be opened and read by the City Clerk at said time and will be submitted to the City Council for final action at 6:30 p.m. on the 5th day of September 2023, in the Historic Federal Building Council Chambers (and/or by virtual means) 350 West 6th Street, Dubuque, Iowa. Passed, approved, and adopted this 7th day of August 2023. Bra . Cavanagh, Mayor Attest: Trish L. Gleason, Assistant City Clerk CITY OF DUBUQUE, IOWA OFFICIAL NOTICE NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE 2023 MAINTENANCE DREDGING PROJECT NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, lowa will hold a public hearing on the proposed plans, specifications, form of contract and estimated cost for the 2023 Maintenance Dredging Project, in accordance with the provisions of Chapter 26, Code of lowa, at 6:30 p.m., on the 21St day of August 2023, in the Historic Federal Building Council Chambers (and/or by virtual means), 350 West 6t" Street, Dubuque, lowa. Said proposed plans, specifications, form of contract and estimated cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto. The scope of the Project is as follows: PerForm maintenance dredging at Dubuque Marina and American Marine - Yacht Basin. The dredge material (approx. 15,000 CY) will be mechanically removed, loaded onto a material barge, and transported to a contractor provided, permitted disposal location. The dredge spoil material will be offloaded from the material barge to the approved disposal site. Copies of supporting documents for the public hearing are on file in the City Clerk's Office, City Hall, 50 W. 13t" St., Dubuque, lowa. To comply with social distancing mandates, documents can be viewed at https://www.cityofdubuque.orq/Aqendas or by contacting the City Clerk's Office at 563-589-4100. Written comments regarding the above public hearing should be submitted to the City Clerk's Office, 50 W. 13t" St., Dubuque, IA 52001, ctyclerk(cr�_cityofdubuque.orq, on or before said time of public hearing. At said time of public hearing all interested citizens and parties will be given an opportunity to submit online written comments for or against said proposal. Individuals with limited English proficiency, vision, hearing or speech impairments or requiring special assistance should contact the City Clerk's Office at (563) 589-4100, TDD/TTY (563) 690-6678, ctvclerk _cityofdubuque.org as soon as feasible. Deaf or hard- of-hearing individuals can use Relay lowa by dialing 711 or (800) 735-2942. Published by order of the City Council given on the 7t" day of Auqust 2023. Trish Gleason, CMC, Assistant City Clerk ��`�� r,n A R i s� � Date: August 1, 2023 To: Dubuque City Council From: Chris McGrane, General Manager American Marine 1630 E 16fh 5treet Dubuque, IA 52001 Subj: Letter af Suppor�for City 2023 Maintenance Dredging Project Maint�nance Dredging atAmerican Marine - Dubuque Yacht Basin Dear Duf�uque Mayor and City Council: The Crty of Dubuque anc� American Marine are presentiy co[laborating on a plan fa dredge portions of the city-owned and leased property af American Marine - Dubuque Yacht Basin, 1630 E '[6th Street. In addition to the Contribufion form the City, American Marine has agreed to pro�ide $100,OOQ towards dredg�ng at the Yacht Basin this fall. A subsequent project Funding Agreement will be prepared between fhe C�#y and American Marine for pro�iding #he - pri�ate part9cipation funding. This le�ter is to express and confirm suppor� by American Marine for the 2023 Maintenance Dredgir�g Pro�ect. Thank you in ad�ance for your fa�orable consideration of this very impartant project. Sincere[y, �� - � ..�� ..� Chris McGrane General Manager American Marine