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Schmitt Island Amphitheater Consultant Service Agreement Amendment Copyrighted May 20, 2024 City of Dubuque Consent Items # 016. City Council Meeting ITEM TITLE: Schmitt Island Amphitheater Consultant Service AgreementAmendment - Project Number: 3049900010 SUM MARY: City Manager recommending City Council authorize the Mayor to execute the attached amendment with RDG Planning and Design for consulting services related to the Schmitt Island Amphitheater Project. RESOLUTION Approving Consultant Professional Services— Agreement Amendment No. 1 between the City of Dubuque and RDG Planning and Design forthe Destination lowa Schmitt Island Amphitheater Project SUGGESTED Suggested Disposition: Receive and File;Adopt Resolution(s) DISPOSITION: ATTACHMENTS: Description Type MVM Memo City Manager Memo Staff Memo Staff Memo Resolution Resolutions Amendment No. 1 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: Schmitt Island Amphitheater Consultant Service Agreement Amendment Project Number: 3049900010 DATE: May 1, 2024 Project Manager Steve Sampson Brown is recommending City Council authorize the Mayor to execute the attached amendment with RDG Planning and Design for consulting services related to the Schmitt Island Amphitheater Project. The attached amendment for $1,113,245 plus $20,000 in reimbursable expenses, provides the following scope of services which covers all services required to complete the design of the amphitheater and bid the project. As part of this amendment RDG will provide: • Project Administration • Discovery, programming, and space analysis • Project programming • Benchmarking • Conceptual Design • Cost estimating • Consultant & regulatory permit coordination • Site survey • Schematic design, design development, final construction documents • Project bidding phase assistance. In the future, an additional contract amendment covering construction administration services will be negotiated. The fee for those services is estimated to be between $200,000 - $300,000. I concur with the recommendation and respectfully request Mayor and City Council approval. � Mic ael C. Van Milligen MCVM:sv Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Gus Psihoyos, City Engineer Steve Sampson Brown, Project Manager 2 Dubuqus THE CITY OF � Alt-America Ci� DuB E ��,��,...�� ` � � � I► 2007•2012•2D13 Masterpiece on the Mississippi za1�*2ais TO: Michael C. Van Milligen, City Manager FROM: Steve Sampson Brown, Project Manager � � �� . �-�� SUBJECT: Chaplain Schmitt Island Amphitheater Consultant Service Agreement Amendment Project Number: 3049900010 DATE: May 2, 2024 INTRODUCTION This memorandum requests execution of a contract amendment between the City of Dubuque and RDG Planning and Design (RDG) for consulting services related to the design and bidding of the lowa Amphitheater Project on Schmitt Island. A formal RFQ for the lowa Amphitheater on Schmitt Island Project was authorized for release at the May 15, 2023 city council meeting and proposals were solicited from qualified consultants to provide professional services for the entire project. The total estimated cost for architectural consulting services associated with the entire project was estimated between $800,000 - $1,100,000 at that time. After review of the proposals received, the city's RFQ Review Committee recommended RDG as the consultant and an initial contract agreement in the amount of $250,000 with RDG was executed in February 2024. The initial contract agreement covered services related to discovery, programming, space programing, developing preliminary schematic drawings, and a conceptual design for the project. The initial contract fee only covered the preliminary project planning phase because at the beginning of the project there were multiple variables related as to what physical features would fit within the project's budget. Now that the planning phase is complete and there is clarity regarding what will be included as part of the final design for the amphitheater, a fixed fee for the completion of the project's design work has been negotiated. DISCUSSION The attached Contract Amendment 1 is for $1,113,245 plus $20,000 in reimbursable expenses. It provides the following scope of services which covers services required to complete the design of the amphitheater and bid the project. As part of this amendment RDG will provide: • Project Administration Page 1 of 2 • Discovery, programming, and space analysis • Project programming • Benchmarking • Cost estimating • Consultant & regulatory permit coordination • Site survey • Schematic design, design development, final construction documents • Project bidding phase assistance. In the future, an additional contract amendment covering construction administration services will be negotiated. The fee for those services is estimated to be between $200,000 - $300,000. This amendment has been reviewed with Q Casino+Resort President & CEO Alex Dixon, and he concurs with this recommendation. The process being used to request city council approval of the attached contract amendment has been approved by City Attorney Crenna Brumwell and Purchasing and Risk Manager Tony Breitbach. BUDGET IMPACT The cost for this amendment is $1,113,245.00 with an additional reimbursable expense budget of $20,000. These costs along with any additional consulting services cost above initial estimates will be paid for by capital project funds allocated for this CIP which has a current total budget of $11,784,961. RECOMMENDATION I respectfully request the city council to authorize the Mayor to execute the attached amendment with RDG Planning and Design for consulting services related to the Schmitt Island Amphitheater Project. TES\ssb Attachments cc: Jenny Larson — Chief Financial Officer Gus Psihoyos — City Engineer Marie L. Ware - Leisure Services Manager Page2of2 Prepared by Tracy Schadle City of Dubuque_ Engineering 50 W. 13" St. Dubuque IA 52001 (563) 589-4270 Return to Adrienne N. Breitfelder City Clerk City of Dubuque, 50 W. 13"' St. Dubuque, IA 52001 (563) 589-4100 RESOLUTION NO. 138 - 24 APPROVING CONSULTANT PROFESSIONAL SERVICES — AGREEMENT AMENDMENT NO. 1 BETWEEN THE CITY OF DUBUQUE AND RDG PLANNING AND DESIGN FOR THE DESTINATION IOWA SCHMITT ISLAND AMPHITHEATER PROJECT WHEREAS, the City Council approved the selection of RDG Planning & Design for the service related to the Destination Iowa Schmitt Island Amphitheater project; and WHEREAS, the initial scoping phase of the project is completed and the design is ready to be advanced, an Amendment to the original Agreement is necessary to increase the reimbursement amount by an additional $1,133,245; and WHEREAS, Agreement Amendment No. 1 approves additional services to the original contract agreement scope of services for RDG for the Destination Iowa Schmitt Island Amphitheater Project; and WHEREAS, the City Council finds that it is in the best interest of the City of Dubuque to approve the Agreement Amendment No. 1 attached hereto. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA, THAT: SECTION 1. That Professional Design Services - Agreement Amendment No. 1 with RDG Planning and Design for the Destination Iowa Schmitt Island Amphitheater Project is hereby approved. SECTION 2. The Mayor is authorized and directed to execute the Professional Design Services — Agreement Amendment No.1 with RDG Planning and Design. Passed, approved and adopted this 20th day of May 2024. Ric W. es, Mayor Pro Tern Attest: Adrienne N. Breitfelder, City Clerk RD ••• PLANNING�DESEGN Exhibit A to Amendment#1 to AIA B101 scope of services lowa Amphitheater at Schmitt Island April 12, 2024 R3002.227.01 Project Understanding Perhaps the most overlooked phase of a project,we see programming and space analysis as the most important step to lay a foundation for aligning cost and expectations. Comprehensive,clear thinking and good collaboration from the beginning will help set the project up for success as the design advances.Some considerations: • The Dubuque Racing Association and Q Casino are currently sponsoring a hotel renovation,creating an 8-story boutique hotel nestled between existing Hilton Garden Inn and the Q Casino.We will learn about this project to determine how it might impact amphitheater plans. • A"Family Fun Zone" will connect with the amphitheater site. It will be important to collaborate with that design team to compliment the adjacent improvements, so that both families and concert goers feel welcome in the entire area. • We'll consider both land-and river-centric amphitheater layouts,considering acoustics,views, circulation and even sunlight impacts on both performers and audiences. • We anticipate the amphitheater program and layout to work within the vision of the 2018 Placemaking Plan,to create an iconic destination on the river. • The existing Design Guidelines will be used in the amphitheater design,to unify the furnishings, lights and other aspects with other Island structures. The current,ongoing development plan in progress for the DRA and Schmitt Island is an RDG-led effort.We are currently in the process of finalizingthe highest and best uses for the island. Our team will incorporate the amphitheater layout into the long-term development plan,allowing us to look for opportunities to leverage this into projects with potentially even larger benefit. Professional Services Provided See accompanying B101 Prime agreement for a comprehensive list of professional services provided. Professional Services Not Included, to be provided by others: 1. Geotechnical: Provided by geotechnical design firm directly to the Owner. 2. NEPA Review, Environmental, Archeological and other services not specifically listed within this scope of work may be required for the completion of the project. Our proposal does not include these services; however, these services may be added by an amendment. 3. Construction Staking, Daily Onsite Construction Observation. PART 1 Task 1 - Project Administration. RDG will lead the preliminary program development,space plan and conceptual design efforts to help establish the project's initial direction.We anticipate a three-month process that will start in October 2023. We will plan meetings,establish the agenda,facilitate the discussions, prepare meeting notes and the visuals required for this phase of work.We anticipate three workshops and four coordination meetings. riu�r,.,ri;iny�Design,Inc. 301 Grand Avenue Tel 515.2883141 Des Moines,lowa 50309-1718 Fax 515.288.8631 www.rdgusa.co� • . . Exhibit A to Amendment#1 to AIA B101 scope of services page 2 of 8 Deliverables for the"Part 1" scope of work will be provided in the following means,at the completion of each task: • Meeting Notes • PDF Summary of the Presentation Materials Additionally, at the completion of the conceptual design phase,we will provide three, oversized 24 x 36 Drawings, including conceptual plans and illustrations. Task 2 -Discovery, programming,space analysis This task will consider the amphitheater's location,space program,size, use and alignment with the Schmitt Island Development plan. Other particular elements of Discovery to be included in this phase are: • Site analysis diagrams that will evaluate the following: o Scale and size of the venue,articulating the highest and best use of space. o Viewsheds into and out of the proposed venue. o Sound dispersion from the venue o Sun, Shade Analysis o Circulation ■ Event and Non-Event Scenarios ■ Event Set Up and Access o Glamping,Cabin Locations o Security, Perimeter control . Historical data, including past planning efforts and understanding how the prior construction of a dogtrack and kennels might impactthis project. • Flood mapping,to understand the implications of this site as being in the flood plain. Task3 — Program Initiation Workshop Working in collaboration with City and the DRA,our team will lead a program initiation workshop that will establish the project's strategic direction,vision,and initial program and operating assumptions. During this workshop,we will also tour the site, understand the adjacent improvements and review existing plans. Finally,we will specifically look at current site usage, including events the Casino has already been hosting, to understand the nature and frequency of events. Task 4 — Program Workshop RDG will lead a robust Programming exercise during a comprehensive workshop,to fully understand how the operating plan and the various event program scenarios will function and how this impacts layout of the site. We will also work with the City and DRA to guide the highly technical components related to technology, audio visual and other critical network infrastructure components.We'll establish baseline expectations for where and how much power and technology are needed and how systems may be augmented for national performances that are generator driven. Our team will develop a holistic space program,addressing your goals for event types,audience size,site access and support services.We anticipate evaluating the space required for the multiple uses, including: • Large concerts for national acts • Smaller, local performances • Festivals(e.g. national corn hole tournaments,art festivals) riu�r,.,ri;iny�Design,Inc. 301 Grand Avenue Tel 515.2883141 Des Moines,lowa 50309-1718 Fax 515.288.8631 www.rdgusa.co� • . . Exhibit A to Amendment#1 to AIA B101 scope of services page 3 of 8 • Destination events(e.g. RAGBRAI, Field of Dreams-related activities) • Circulation — improved vehicular access, pedestrian and bicycle access. • Location(s)and logistics of event ticketing and parking • ADA/Accessibilityaccommodations • Express drop off and pickup areas for event attendees, including for rideshare/Uber/Lyft users, where participants can gain quick access to the venue. • Needs for event set up,tear down and storage of temporary queuing equipment,ticketing, and other event logistic items. Task 5 — Benchmarking Benchmarking. Leveraging our team's local and national experience,we will create a benchmark matrix to help compare the various amphitheater's size, best practices, construction methodology, potential revenue streams(if available)to help guide the development of the program.This effort will help clarify, compare and contrast where we stand within the national framework for amphitheater experiences. Task 6 — Conceptual Design Upon completion of the Discovery, Programming and Space Analysis,our team will develop a conceptual plan, illustrating the location,area and size of the amphitheater's site and architectural character.Concept plans are creative works that identify possibilities— and in this case,the possibilities for the amphitheater overlap with those of the larger master plan for the whole area. For this task,we'll use both digital and traditional means to explore all potential options. Key design considerations will include: • Stage location — including sun angles,acoustics and audio-visual display • Slope of seating or lawn space • Capacity and concert operations including queuing,ticketing and needed square footage per guest • Fixed seating vs.flexible seating or a combination of seating types • Architectural character and stage design,with consideration for: o Flexibility o Stage rigging load scenarios and equipment requirements o Electrical power load requirements and means of distribution o Support columns o Siting and requirements for production support utilities including stage power,shore power,water connections,and cable passes and gutters o Support for event lighting and sound systems, including what will exist at the site and what may be brought in by performing acts • Space planning,access,circulation,and utility infrastructure for temporary facilities such as food trucks, merchandise,food and beverage sales and stock, mobile restrooms,VIP spaces,and performersand supportteam buses. Task 7 — Opinion of Probable Cost Upon definition of the project's program and concept,our team will prepare a detailed cost estimate. riu�r,,,i,i�ing t�Design,Inc. 301 Grand Avenue Tel 515.2883141 Des Moines,lowa 50309-1718 Fax 515.288.8631 www.rdgusa.co�� Exhibit A to Amendment#1 to AIA B101 scope of services page 4 of 8 Task 9 - Coordination of Owner's Consultants, Regulatory Outreach Geotechnical:while the actual geotechnical consulting work will be administered by the City, our team will collaborate with the City and DRA to craft the scope of work required to complete the geotechnical analysis for the amphitheater.We anticipate that deep foundations will be required to support the major structural elements.With this being the case,early integration of the geotechnical engineer's expertise will have a big impact on the projecYs approach and budget. Environmental Services: Given the site's former use as a landfill,we anticipate that there may be environmental constraints that impact the position of the amphitheater— especially work that requires excavation or deep foundations.Similar to the geotechnical services,we will collaborate with the city's selected environmental consultant to understand how the site's subsurface conditions may impact the built environment and will work to incorporate their recommendations into our early analysis and programming, as well as into the bid documents. Regulatory Coordination: Early in the process,we will connect with the various agencies(USACE, IDNR, etc.) to have preliminary conversations regarding the likely permitting requirements imposed on this project. PART 2 Task 1 — Site Survey Upon definition of the projecYs program and conceptual limits,we will secure a proposed survey,with a scope of work that includes:establishing site control tied to the City's GPS network;topographic data collection; creation of an exhibit map showing contours at 1' intervals, utilities,easements,and structure locations;and research of recorded documents includingfloodwayeasements, utilityeasements, boundary plat records and Corps of Engineers documents. Task 2 — Schematic Design, Design Development, Construction Documents and Bidding. The Design Development and Construction documentation phase will follow the American Institute of Architects B101-2017 agreement's description of the services being provided. During these phases,our team will meet with the Steering Committee on a biweekly basis Phase Services. During this design task,we will narrow down the options and refine the concepts,sketches and digital studies into a singular design idea,creating a vision that will establish the preliminary layout. Throughout the design process,our team will conduct the following meetings,with the Clientteam. • Design Review Meetings: o Weekly Steering Committee Meetings, Including RDG, Q Casino and The City of Dubuque. o Design Review"Page Turns"Work sessions ■ The RDG team,and its consultants will meet with the "Technical Team"to walk through the drawings and receive comments on the design. ■ These meetings will be Hybrid (e.g. RDG will attend in person and our subconsultants will attend via Zoom). o Cost Reconciliation Meetings(Value Decision Making) ■ We've included three primary cost opinion development opportunities. Each Cost opinion reconciliation review meeting will be included with one of the"page turn work sessions." o City Council Presentation riu�n,,i,i�ing t�Design,Inc. 301 Grand Avenue Tel 515.2883141 Des Moines,lowa 50309-1718 Fax 515.288.8631 www.rdgusa.co�� Exhibit A to Amendment#1 to AIA B101 scope of services page 5 of 8 PART 3 Task 1 - Construction Administration Scope of Work- TBD Supplemental and Additional Services The following table identifies the scope of services associated with the AIA's table of"additional services" noted in article 4.1 of the accompanying AIA B101 form of agreement between the architect and owner. Leqend: Included, Part 1 = the service is included in the initial scope of work for part 1 and by way of this Exhibit A will be considered as part of the base professional service fee provided by RDG Planning & Design. Included, Part 2 = the service is included in the initial scope of work for part 2 and by way of this Exhibit A will be considered as part of the base professional service fee provided by RDG Planning & Design. A final scope and fee will be provided based on the results of the Part 1 Scope of Work. Included, Part 3 = the service is included in the initial scope of work for part 2 and by way of this Exhibit A will be considered as part of the base professional service fee provided by RDG Planning & Design. A final scope and fee will be provided based on the results of the Part 2 Scope of Work. Owner=the service will be provided by the owner or a consultant retained by the owner, and will not be included in the professional services contract. Not Provided = the service is not applicable or required. Supplemental Services Responsibilit §4.1.1.1 Programming: Programming will be Included, Part 1 com leted b the architect. §4.1.1.2 Multiple preliminary designs: Multiple Included, Part 1 conceptual designs will be evaluated, as noted and limited within the aforementioned scope of work. §4.1.1.3 Measured drawings: The project's focus Not Provided is on new construction. A measured drawing scope is not included within the ArchitecYs scope of work. §4.1.1.4 Existing facilities surveys; Our team will Included, Part 2 work with Origin Engineers to provide an existing site survey. This does not included entering inside of a facility or preparing measured drawings of existing structures/buildin s. §4.1.1.5 Site evaluation and planning: this service Included, Part 1 is included within the initial programming and conceptual hases of the ro�ect. §4.1.1.6 Building Information Model management Included, Part 1, 2 responsibilities §4.1.1.7 Development of Building Information Not Provided Models for ost construction use 4.1.1.8 Civil en ineering Included, Part 1, 2 rtu�r-..,i;i;ing�Design,Inc. 301 Grand Avenue Tel 515.2883141 Des Moines,lowa 50309-1718 Fax 515.288.8631 www.rdgusa.co�� Exhibit A to Amendment#1 to AIA B101 scope of services page 6 of 8 §4.1.1.9 Landscape design: Landscape Design is Included, Part 1, 2 a basic service §4.1.1.10 Architectural interior design: Interior Not Provided Design is a basic service, included within the ArchitecYs professional services ro osal. 4.1.1.11 Value anal sis Included, Part 2 §4.1.1.12 Detailed cost estimating beyond that Included, Part 2 re uired in Section 6.3. §4.1.1.13 On-site project representation: The Included, Part 3 architect will provide on site construction administration services pursuant to article 3 and 4 of the AIA B101 Prime Agreement. 4.1.1.14 Conformed documents for construction Included, Part 3 4.1.1.15 As-desi ned record drawin s Included, Part 3 4.1.1.16 As-constructed record drawin s Included, Part 3 4.1.1.17 Post-occupanc evaluation Not Provided 4.1.1.18 Facilit su ort services Not Provided 4.1.1.19 Tenant-related services Not Provided §4.1.1.20 ArchitecYs coordination of the Not Provided Owner's consultants §4.1.1.21 Telecommunications/data design Included, Part 2 4.1.1.22 Securit evaluation and plannin Included, Part 2 4.1.1.23 Commissionin Not Provided §4.1.1.24 Sustainable Project Services pursuant to Not Provided Section 4.1.3 4.1.1.25 Fast-track desi n services Not Provided §4.1.1.26 Multiple bid packages: The architect will Not Provided work with the owner to determine if multiple bid packages are necessary, but as of this writing we are anticipating one ackage. 4.1.1.27 Historic reservation Not Applicable §4.1.1.28 Furniture, furnishings, and equipment Not Provided desi n §4.1.1.29 Irrigation Design: Irrigation services to Included, Part 2 support the successful establishment of turF and lawn areas and Planters and Trees 4.1.1.30 Si na e: Included, Part 2 RU�rianning&Design,Inc. 301 Grand Avenue Tel 515.2883141 Des Moines,lowa 50309-1718 Fax 515.288.8631 www.rdgusa.co�� Exhibit A to Amendment#1 to AIA B101 scope of services page 7 of 8 Professional Services Fee PART 1 Scope of Work.................................................................................................$197,408.00 PART 2 Scope of work...............................................................................................$1,113,245.00 Expenses.....................................................................................................................$20,000.00 PART3 Scope of work...............................................................................................$TBD RD�... PLANNING��ESIGN lowa Amphitheater at Schmitt Island Phase Fee Basic Services SD DD CD BN Subtotal Average Rate Total Hours Landscape Architecture $68,360.00 $ 81,700.00 $ 178,100.00 $ 27,140.00 $ 355,300.00 $ 170.00 2090.00 Architecture $30,750.00 $ 36,750.00 $ 73,500.00 $ 8,520.00 $ 149,520.00 $ 168.00 890.00 Civil& Structural Engineering $64,520.00 $ 73,280.00 $ 100,700.00 $ 11,520.00 $ 250,020.00 $ 181.00 1381.33 Lighting Design $ 11,460.00 $ 13,700.00 $ 24,920.00 $ 1,600.00 $ 51,680.00 $ 152.00 340.00 Electrical,Technology Engineering $ 10,640.00 $ 26,550.00 $ 28,280.00 $ 3,830.00 $ 69,300.00 $ 198.00 350.00 Basic Services Total $ 875,820.00 Phase Fee Specialized Services SD DD CD BN Subtotal Average Rate Total Hours Theatrical $ 11,800.00 $ 13,300.00 $ 14,200.00 $ 950.00 $ 40,250.00 $ 210.00 192.00 Irrigation Design $ $ 6,600.00 $ 10,500.00 $ 1,500.00 $ 18,600.00 $ 165.00 112.00 Survey Update $20,200.00 $ 20,200.00 Cost Estimating $ 16,000.00 $ 37,000.00 $ - $ 53,000.00 $ 156.00 340.00 Artistry $ 16,200.00 $ 34,375.00 $ 52,400.00 $ 2,400.00 $ 105,375.00 $ 166.00 635.00 Specialized Services Total $ 237,425.00 Professional5ervices Total $ 1,113,245.00 Expenses $ 20,000.00 TotalProfessionalServices Fee $ 1,133,245.00 $ 1,133,245.00 rtu�r.�i:ring�Design,Inc. 301 Grand Avenue Tel 515.2883141 Des Moines,lowa 50309-1718 Fax 515.288.8631 www.rdgusa.co�� Exhibit A to Amendment#1 to AIA B101 scope of services page 8 of 8 Project Limits �; � , . . � � � � . . 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