Eagle Valley, Westbrook, and English Ridge Subdivision ParksCity of Dubuque
City Council Meeting
Copyrighted
May 6, 2024
Items to be set for Public Hearing #
07.
ITEM TITLE: Eagle Valley, Westbrook, and English Ridge Subdivision Parks
Development Project Initiate Public Improvement Biding Process and
Set Public Hearing
SUMMARY: City Manager recommending City Council preliminary approval of the
construction plans and specifications, adopt the resolution, initiate the
bidding process, set the public hearing for May 20, 2024, and advertise
bids for the Eagle Valley, Westbrook, and English Ridge Subdivision
Parks Development Project.
RESOLUTION Setting a public hearing for the Eagle Valley, Westbrook,
and English Ridge Subdivision Parks Development Project
SUGGESTED Receive and File; Adopt Resolution(s), Set Public Hearing for May 20,
DISPOSITION: 2024Suggested Disposition:
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Resolution Supporting Documentation
Public Hearing Notice Supporting Documentation
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Eagle Valley, Westbrook, and English Ridge Subdivision Parks
Development Project Initiate Public Improvement Biding Process and Set
Public Hearing
DATE: April 30, 2024
Leisure Services Manager Marie Ware is recommending City Council preliminary
approval of the construction plans and specifications, adopt the resolution, initiate the
bidding process, set the public hearing for May 20, 2024, and advertise bids for the
Eagle Valley, Westbrook, and English Ridge Subdivision Parks Development Project.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
v
Mic ael C. Van Milligen
MCVM:sv
Attachment
CC' Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Marie Ware, Leisure Services Director
Steve Fehsal, Park Division Manager
THE CITY OF
DUB E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Marie L. Ware, Leisure Services Director
DATE: April 29, 2024
Dubuque
AII•Amerlea City
2007-2012.2013
2017*2019
RE: Eagle Valley, Westbrook, and English Ridge Subdivision Parks
Development Project Initiate Public Improvement Biding Process and Set
Public Hearing
INTRODUCTION
This memorandum requests the City Council initiate the bid process and set the public
hearing for the Eagle Valley, Westbrook, and English Ridge Subdivision Parks
Development Project.
BACKGROUND
In October 2023, a contract was approved with WHKS & Co. for the Design and
Construction Management Services for Eagle Valley, Westbrook, and English Ridge
Subdivision Parks. WHKS & Co. along with subcontractors Lovely City Consulting and
Ritland+Kuiper were engaged, and the first step of the design process was community
input. Neighborhood residents and the broader community were invited to participate in
the planning process in three ways:
Online — a reflection and image based online survey was provided from
November 1-18, 2023. 207 neighborhood residents and 17 community members
participated.
By mail — Residents were provided with the option to request a paper survey by
phone. One household chose this method of participation.
In -person — An in -person event was held at each park site on two consecutive
Saturdays in November with 48 attendees. Light refreshments, a site tour, and
activities like those provided in the online survey were completed with attendees.
Opportunities for community -wide engagement were offered and promoted through a
press release and social media postings. Postcards were mailed to 372 addresses in
the neighborhood 10-14 days prior to the in -person events. English Ridge
neighborhood also shared the events on its Facebook page. A summary of this first
engagement step is attached to this action item.
The consultants along with assistance of Leisure Services staff then worked to put
together a concept plan that addressed the common themes and highest selected
choices of the neighborhood. Common in our parks planning is that not all wishes and
desires of those that participated can be met, especially within the specific budgets
available. Care was used to take the themes and highest selected choices and
incorporate them into the design of the concept plans that could fit the budget. Not all
the highest choices could be accommodated due to budget constraints.
During the step 1 engagement, it was shared that the concept plans would be released
for further engagement on the concept as well as selecting more specifics of the
concept that would be used in putting together the bid documents. Those specifics were
items like the play equipment option, colors of the play equipment, specific play panels,
specific climbing options, and/or park shelter style and colors. The choices were
relative to the specific park and concept design.
During the step 2 community engagement there were positive comments and input
provided for Westbrook and Eagle Valley Parks and strong engagement on specifics of
park concepts. The feedback for English Ridge Park's concept was not positive with a
majority requested a concept more like Westbrook or Eagle Valley's concepts. A unique
natural playscape concept was presented for English Ridge however this was not well
received. A more traditional playscape with a natural look was preferred according to
the combined step 1 and step 2 input received. The consultants worked on a concept
with a more traditional playscape, a natural look, and rubberized surfacing. Due to the
input of positive comments on the natural look at Westbook Parks concept, the same
play structure style was used with a totally different design. This required an additional
step of community engagement and the redesigned concept for English Ridge Park was
met with positive comments and input.
DISCUSSION
Concepts for Eagle Valley, Westbrook and English Ridge Parks were approved by City
Council on February 5, 2024, and February 19, 2024. WHKS has prepared 100% plans
and specifications for these park developments. The plans and specifications have
been reviewed and approved by the City's Development Review Team.
PROJECT SCHEDULE
Initiate Public Bidding Process and
Publish Notice to Bidders, Advertise for Bids
May 7, 2024
Notice of Public Hearing on Plans and Specs
May 9, 2024
Public Hearing on Plans and Specs
May 20, 2024
Receipt of Bid Proposals
June 4, 2024
Award Construction Contract
June 17, 2024
6
Project Completion Date
BUDGETIMPACT
November 15, 2024
This project will be bid as a lump sum. The estimate of probable cost for the project is
as follows:
Construction estimate -base bid items $647,850.00
Bid alternate #1-Drinking Fountain $ 19,480.00
The total current project budgets available for construction costs is as follows:
(Eagle Valley — Project # 3043000027) - ARPA
(Westbrook - Project # 3043000028) - ARPA
(English Ridge — Project # 3043000029) — APRA $604,972.00
A preliminary construction estimate for the Jefferson Park Retaining Wall Replacement
(Project # 3043000030-ARPA) is less than current funds budgeted. Estimated savings
in this project will allow for additional funding of $42,878.00 for the Eagle Valley,
Westbrook, and English Ridge Subdivision Parks Development Project.
RECOMMENDATION
I respectfully request Mayor and City Council preliminary approval of the construction
plans and specifications, adopt the resolution, initiate the bidding process, set the public
hearing for May 20, 2024, and advertise bids for the Eagle Valley, Westbrook, and
English Ridge Subdivision Parks Development Project.
Prepared by Steve Fehsal, Park Division Manager
cc: Jenny Larson, Chief Financial Officer
Attachment: Resolution, Public Hearing Notice
3
Prepared by Marie L Ware, Leisure Services Director, 2200 Bunker Hill Road, Dubuque_, IA 52001, (563) 589-4263
Return to Adrienne N, Breitfelder, City Clerk, 50 W. 13°i St., Dubuque, IA 52001, (563) 589-4100
RESOLUTION NO. 121-24
A RESOLUTION SETTING A PUBLIC HEARING FOR THE EAGLE VALLEY, WESTBROOK,
AND ENGLISH RIDGE SUBDIVISION PARKS DEVELOPMENT PROJECT
Whereas, the City Council has designated funding for Eagle Valley, Westbrook, and English
Ridge Subdivision Parks; and
Whereas, land parcels were donated by subdivision developers for Eagle Valley, Westbrook,
and English Ridge Subdivision Parks; and
Whereas, the community was engaged in the planning process of Eagle Valley, Westbrook,
and English Ridge Subdivision Parks; and
Whereas, plans and specifications have been prepared for the Eagle Valley, Westbrook,
and English Ridge Subdivision Parks; and
Whereas, the City desires to hold a public hearing on the proposed Eagle Valley, Westbrook,
and English Ridge Subdivision Parks Development Project.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA THAT:
Section 1. That the City Council will meet in the Historic Federal Building, Council Chambers,
2nd Floor, 350 West 6th Street, Dubuque, Iowa at 6:30 p.m. on May 20, 2024, for the purpose
of holding a public hearing and taking action to approve the Eagle Valley, Westbrook, and
English Ridge Subdivision Parks Development Project.
Section 2. That the City Clerk is hereby authorized and directed to publish a notice of such
public hearing and the City Council's intent to review and approve the Eagle Valley, Westbrook,
and English Ridge Subdivision Parks Development Project.
Passed, approved, and adopted this 6th day of May 2024.
Brad KcAanagh, Mayor
Attest:
Adrienne N. Breitfelder, City Clerk
CITY OF DUBUQUE, IOWA
OFFICIAL NOTICE
PUBLIC NOTICE is hereby given that the Dubuque City Council will conduct a public
hearing on the 20th day of May, 2024, at 6:30 p.m., in the Historic Federal Building, 350
W. 6t" Street, 2nd floor, Dubuque, Iowa, at which meeting the City Council will consider
the proposed plans, specifications, form of contract and estimated cost for the Eagle
Valley, Westbrook, and English Ridge Subdivision Parks Development Project. Said
proposed plans, specifications, form of contract and estimated cost are now on file in the
office of the City Clerk.
The scope of the project is as follows:
The extent of the work involved is the furnishing of labor and new materials for the
construction of Eagle Valley, Westbrook, & English Ridge Parks and includes
approximately; 949 CY of excavation; 366 Tons of granular subbase; 46 LF of curb and
gutter; 11 SY of 4" HMA pavement; 662 SY of 4" PCC Sidewalk, 0.53 AC of conventional
seeding, type 4; trees and plants; landscaping; 1,385 LF of filter socks; 680 CY of topsoil;
three (3) park signs; 394 LF of split rail fence; 4,105 SF of pour -in -place safety surfacing;
new park equipment; and 0.53 AC of hydraulic seeding.
At the meeting, the City Council will receive oral and written comments from any resident
or property owner of said City to the above action. The official agenda will be posted the
Friday before the meeting and will contain public input options. The City Council agenda
can be accessed at https://cityofdubuque.novusagenda.com/AgendaPublic/ or by
contacting the City Clerk's Office at 563-589-4100, ctyclerk@cityofdubuque.org.
Written comments regarding the above public hearings may be submitted to the City
Clerk's Office via email at ctyclerk@cityofdubuque.org or by mail to City Clerk's Office,
City Hall, 50 W. 13t" St., Dubuque, IA 52001, before said time of public hearing. At said
time and place of public hearings the City Council will receive any written comments.
Copies of supporting documents for the public hearings are on file in the City Clerk's
Office and may be viewed Monday through Friday between 8:00 a.m. and 5:00 p.m.
Individuals with limited English proficiency, vision, hearing, or speech impairments
requiring special assistance should contact the City Clerk's Office at (563) 589-4100,
ctyclerk@cityofdubuque.org as soon as feasible. Deaf or hard -of -hearing individuals can
use Relay Iowa by dialing 711 or (800) 735-2942.
Published by order of the City Council given on the 91" day of May 2024.
Adrienne N. Breitfelder, City Clerk