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Iowa Amphitheater on Schmitt Island Project - Bid Package No. 2City of Dubuque City Council Copyrighted November 4, 2024 ITEMS SET FOR PUBLIC HEARING # 2. ITEM TITLE: Iowa Amphitheater on Schmitt Island Project - Bid Backage No. 2 (Utilities, Paving & Amphitheater Stage) - Initiate Public Bidding Process and Setting Date for Public Hearing SUMMARY: City Manager recommending City Council authorize initiating the public bidding process and set a public hearing on November 18th, 2024, and to preliminarily approve the plans, specifications, form of contract and estimated cost of $9,702,000.00 for the Iowa Amphitheater on Schmitt Island Project - Bid Package No. 2 through the adoption of the attached resolution. RESOLUTION Iowa Amphitheater On Schmitt Island Project - Bid Package No. 2 (Utilities, Paving & Amphitheater Stage): 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 SUGGUESTED Receive and File; Adopt Resolution(s), Set Public Hearing for DISPOSITION: November 18, 2024 ATTACHMENTS: 1. MVM Memo 2. Iowa Amphitehater on Schmitt Island Project - Bid Package No. 2 - Initiate Set PH Staff MEMO 3. Iowa Amphitheater on Schmitt Island Project - Bid Package No. 2 - Initiate Set PH Council RESOLUTION 4. Iowa Amphitheater on Schmitt Island Project - Bid Package No. 2 - NOTICE OF PUBLIC HEARING 5. Iowa Amphitheater Map 6. Iowa Amphitheater Renderings Page 1394 of 2498 THE C Dubuque DUj!BQTE AIFAWca Ciq rw ni I Masterpiece on the Mississippi � pp 20°2.2° 13 Zd17*7*2Q19 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Iowa Amphitheater on Schmitt Island Project Bid Backage No. 2 (Utilities, Paving & Amphitheater Stage) Initiate Public Bidding Process and Setting Date for Public Hearing Project Code: 5575000022 DATE: October 30, 2024 Assistant City Engineer Robert Schiesl is recommending City Council authorize initiating the public bidding process and set a public hearing on November 18th, 2024, and to preliminarily approve the plans, specifications, form of contract and estimated cost of $9,702,000.00 for the Iowa Amphitheater on Schmitt Island Project - Bid Package No. 2 through the adoption of the attached resolution. The bid proposal for the Bid Package No. 2 project includes a list of desired add -on amenities that are not included in the base bid estimate. The add -on amenities would enhance the overall project and may be chosen depending on the actual bid prices received and the available budget. The add -on amenities may also be added to the project during construction via change order if it is determined that there is sufficient funding available. The list of add -on amenities is as follows: • Entrance Cut Walls • Additional Parking Lot Improvements • Decomposed Granite Pathways • Replace Seeding with Sod • Stage Rigging • Dog Track Drum Lighting Re -use and Retrofit for Artistic Welcoming Entry Sign • Pavement Steel Reinforcement I concur with the recommendation and respectfully request Mayor and City Council approval. Mic ael C. Van Milligen Page 1395 of 2498 MCVM:sv Attachment CC' Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Gus Psihoyos, City Engineer Robert Schiesl, Assistant City Engineer Nathan Steffen, Civil Engineer Jenny Larson, Chief Financial Officer Gus Psihoyos, City Engineer Marie Ware, Leisure Services Director Jill Connors, Economic Development Director Wally Wernimont, Planning Services Director Chris Lester, Water Department Director Max O'Brien, Civil Engineer Tracy Schadle, Confidential Account Clerk Alex Dixon, President & CEO, Q Casino & DRA 2 Page 1396 of 2498 THE CITY OF Dubuque DUB E AII•Amedca City ti�.. Masterpiece on the Mississippi � pp z°°�.z°iZxz° 13 2017*2019 TO: Michael C. Van Milligen, City Manager FROM: Robert Schiesl, Assistant City Engineer DATE: October 31, 2024 RE: Iowa Amphitheater on Schmitt Island Project Bid Backage No. 2 (Utilities, Paving & Amphitheater Stage) Initiate Public Bidding Process and Setting Date for Public Hearing Project Code: 5575000022 INTRODUCTION This memorandum requests the City Council authorize initiating the public bidding process and set a public hearing on November 18t", 2024 for the Iowa Amphitheater on Schmitt Island Project - Bid Package 2. BACKGROUND The City of Dubuque has previously applied for and been awarded a Destination Iowa Outdoor Recreation Fund grant administered by the Iowa Economic Development Authority (IEDA). Prior to the grant being awarded, city staff received an IEDA request to consider a singular focus for the grant. Several outdoor recreation amenities were included in the original grant application. City and Dubuque Racing Association (DRA) staff chose to update the application with a singular focus of the outdoor amphitheater (now called the Iowa Amphitheater on Schmitt Island) as staff and the DRA felt it best met the criteria of the Destination Iowa Outdoor Recreation grant program and would produce the strongest application in a very competitive pool of applications. On March 10, 2023 the City was notified of the grant award by IEDA and that the amount of grant funding would be $3,000,000 with a local match of $12,442,961 for a total project cost of $15,442,961. Funding for the local match in the required amount of $12,442,961 is as follows: Greater Downtown TIF Taxable Debt: $8,784,961 DRA contribution: $3,658,000 The project vision is to create Schmitt Island as "Dubuque's Gateway to Entertainment and the Mississippi" and was set forth in a Schmitt Island Master Plan developed in 2014 and updated in 2017 and also in the Schmitt Island Placemaking & Implementation Plan adopted in June 2017. The mission adopted for this exciting project is to create "a connected island that welcomes visitors and the community to recreation, entertainment and the outdoors." The City and DRA are partnering on this impactful project to create a Page 1397 of 2498 unique and exciting gateway into Iowa that will help grow the economy across the State, build upon current outdoor recreational amenities already on the island, connect people to new economic opportunities, and attract tourists from all over the nation. The overall project addresses the master plan, creative placemaking goals, and a top priority of the Dubuque City Council: increase foot traffic on Schmitt Island; build a recreational landmark and create a gateway and the "front door" to Iowa and Dubuque; bring people to Schmitt Island; leverage island programming for economic development; connect the island to Dubuque and the region; create a year-round destination; and create opportunities for education. The open-air performance amphitheater will attract "A" and "B" national acts, as well as be a venue for local symphony, college and university performing groups, nonprofit events, and regional performances. The stage will be constructed with an "artful" stage canopy that will help create a sense of place, enhance acoustics, and protect performers from sun and weather. The amphitheater is planned as a versatile space to host varied audiences and sized for regional acts of up to 2,500 people and for national acts of 5,000 to 8,000 people. The amphitheater will be accessed by ADA-compliant paths and trails connecting from other places on the island. The amphitheater will be constructed to allow the City and DRA to provide assistive technologies including I -Caption units (handheld closed caption devices), assistive listening devices (headphones that amplify the sound on stage), closed captioned performances, sign language interpreted performances, and D-scriptive audio devices that provide a detailed account of all onstage activity. The three main components of the outdoor amphitheater are: • Open air shelter with stage that will accommodate varied audience sizes from regional events of up to 2,500 people to national acts of 5,000 to 8,000 people with built in flexibility that will open up the facility for a variety of events and destination activities. • Flexible open space to utilize the amphitheater for local events and activities in addition to a concert series with the ability to host local food trucks and experiential activities such as regional poetry events, arts and crafts festivals, sidewalk chalk competitions, etc. • ADA-compliant outdoor amphitheater with ADA compliant connecting spaces leading to the amphitheater from other areas on the Island. DISCUSSION The Iowa Amphitheater on Schmitt Island Project will be bid as two separate public improvement contracts. • Bid Package No. 1 (Demolition and Mass Grading) • Bid Package No. 2 (Utilities, Paving & Amphitheater Stage) Bid Package No.1 was previously bid and contract was awarded on October 21 st which includes the demolition and removal of existing structures including the dog kennel buildings, site clearing and mass grading for the amphitheater. I Page 1398 of 2498 Bid Package No. 2 includes all the remaining work to construct the Amphitheater project including: • Sanitary Sewer, Storm Sewer & Water Main Utility Work and Plumbing • Electrical Controls and Lighting • Structural Foundations • Food and Beverage Facilities • Parking and Walkway Paving • Stage and Artful Canopy • Newly Located Maintenance Building • Irrigation Final Grading and Landscaping PROJECT SCHEDULE The project schedule for Bid Package No. 2 is as follows: Initiate Public Bidding Process November 4, 2024 Publish Notice to Bidders, Advertise for Bids November 8, 2024 Publish Public Hearing Notice on Plans & Specs November 8, 2024 Public Hearing on Plans & Specs November 18, 2024 Receipt of Bid Proposals (Bid -Letting) December 5, 2024 Award Construction Contract December 16, 2024 Project Final Completion Date January 23, 2026 The destination Iowa Grant requires that all work be under contract by December 31 St 2024. RECOMMENDATION I recommend preliminary approval of the proposed plans, specifications, form of contract and construction estimate for the Iowa Amphitheater on Schmitt Island Project - Bid Package No. 2. 1 further recommend establishing the date of November 18t", 2024 for the public hearing and authorizing the City to advertise for bids for the project. BUDGET IMPACT The current estimate of probable cost for Iowa Amphitheater on Schmitt Island Project — Bid Package No. 2 is as follows: Description Cost Estimate Construction Contract (Bid Package No. 2) $ 9,702,000.00 Contingency (10%) 949,709.55 Consultant Design Services 1,161,375.00 Construction Admin, Engineering & Inspection 248,000.00 Total Project Cost Estimate $ 12,061,084.55 3 Page 1399 of 2498 The anticipated funding for Bid Package No. 2 is as follows: Project No. Fund Description Fund Amount State Grant — Destination Iowa $ 3,000,000.00 5575000022 Greater Downtown TIF Taxable Debt 8,561,084.54 DRA Contribution - Local Match 500,000.00 Total Project Funding $ 12,061,084.54 The current estimate of probable cost for the entire Iowa Amphitheater on Schmitt Island Project is as follows: Description Cost Estimate Construction Contract (Bid Package No. 1) $ 819,676.45 Construction Contract (Bid Package No. 2) 9,702,000.00 Remaining DRA Local Match' 2,108,000.00 Contingency (10%) 1,051,509.55 Consultant Design Services 1,451,775.00 Construction Admin, Engineering & Inspection 310,000.00 Total Project Cost Estimate $ 15,442,961.00 The project funding is summarized as follows: Project No. Fund Description Fund Amount State Grant - Destination Iowa $ 3,000,000.00 5575000022 Greater Downtown TIF Taxable Debt 8,784,961.00 DRA Contribution - Local Match 3,658,000.00 Total Project Funding $ 15,442,961.00 The Greater Downtown TIF Taxable Debt will be paid by the Dubuque Racing Association (DRA). Additionally, in accordance with the Destination Iowa Grant Agreement, the DRA will be contributing $3,658,000.00 upfront as part of the local match for the overall project. The items associated with the DRA local match funds include deconstructing the current dog track and kennels to provide the location where the new amphitheater will be constructed (Bid Package No. 1). In addition, the DRA will be revamping its surface parking lot to accommodate the additional parking demand created by the new outdoor amphitheater and tourists visiting Schmitt Island. A portion of the parking lot work will be incorporated into Bid Package No. 2. 'The use of remaining DRA funds associated with the local match are to be used in the vicinity to enhance the overall amphitheater project. The bid proposal for the Bid Package No. 2 project includes a list of desired add -on amenities that are not included in the base bid estimate. The add -on amenities would enhance the overall project and may be chosen depending on the actual bid prices 0 Page 1400 of 2498 received and the available budget. The add -on amenities may also be added to the project during construction via change order if it is determined that there is sufficient funding available. The list of add -on amenities is as follows: • Entrance Cut Walls • Additional Parking Lot Improvements • Decomposed Granite Pathways • Replace Seeding with Sod • Stage Rigging • Dog Track Drum Lighting Re -use and Retrofit for Artistic Welcoming Entry Sign • Pavement Steel Reinforcement REQUESTED ACTION I respectfully request the City Council authorize initiating the public bidding process and set a public hearing on November 181", 2024, and to preliminary approve the plans, specifications, form of contract and estimated cost for the Iowa Amphitheater on Schmitt Island Project - Bid Package No. 2 through the adoption of the attached resolution. Prepared by: Nathan Steffen, Civil Engineer CC' Jenny Larson, Chief Financial Officer Gus Psihoyos, City Engineer Marie Ware, Leisure Services Manager Jill Connors, Economic Development Director Wally Wernimont, Planning Services Manager Chris Lester, Water Department Director Max O'Brien, Civil Engineer Tracy Schadle, Confidential Account Clerk Alex Dixon, President & CEO, Q Casino & DRA 5 Page 1401 of 2498 Prepared by Nathan Steffen, P.E. 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. 349-24 IOWA AMPHITHEATER ON SCHMITT ISLAND PROJECT - BID PACKAGE NO. 2 (UTILITIES, PAVING & AMPHITHEATER STAGE) 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: The proposed plans, specifications, form of contract and estimated cost for the Iowa Amphitheater on Schmitt Island Project - Bid Package No. 2 (Utilities, Paving & Amphitheater Stage) in the estimated construction amount of $9,702,000.00 are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. A public hearing will be held on the 1811 day of November, 2024, at 6:30 p.m. in the Historic Federal Building Council Chambers 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. The Iowa Amphitheater on Schmitt Island Project - Bid Package No. 2 (Utilities, Paving & Amphitheater Stage) is hereby ordered to be advertised for bids for construction. 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. 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 5th day of December 2024. 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 16th day of December 2024, in the Historic Federal Building Council Chambers (and/or by virtual means) 350 West 61h Street, Dubuque, Iowa. Passed, adopted and approved this the 4th day of November 2024. Attest: , %% Brad M. CavapMayor 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 18th day of November 2024, at 6:30 p.m., in the Historic Federal Building, 350 W. 6th Street, 2nd floor, Dubuque, Iowa, at which meeting the City Council will hold a public hearing on the proposed plans, specifications, form of contract and estimated cost for the Iowa Amphitheater on Schmitt Island Project - Bid Package No. 2 (Utilities, Paving & Amphitheater Stage) 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://dubugueia.portal.civicclerk.com/ 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. 13th 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 18th day of November 2024. Adrienne N. Breitfelder, CIVIC, City Clerk Page 1403 of 2498 • • Miller Riverview Park & Campground • , Loading and • , i -- Staging ( MuI�ti-XsQ il • _ �-�Tra--. _._.. r , _.ter ...___'t- • . • , 3 • . `. - Semi Truck • • Parking ' • • Stlage . _ • Terrac •'t , . Low Bowl 1 j Beverage and • f VIP • �� • , Tickets + ; Terrace Viewing Lawn Green ' Mix Space _ t •• Booth . � ' • f M Food - r. r'�� • Beverage and Trucks -- f ' Tickets Viewing Lawn . • , ♦ . •' � to ( Fire Lane Access • - ,4 • ' . Restrooms * • ` ♦ - !. Carpenter 1 • • --FShop • . 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