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Flora Park Skate Park Project Initiate Copyrighted May 21 , 2018 City of Dubuque Items to be set for Public Hearing # 3. ITEM TITLE: Flora ParkSkate Park Project Initiate SUMMARY: City Manager recommending initiation of the bidding procedure for the Dubuque Skate Park Project at Flora Park, and further recommends that a public hearing be set for June 4, 2018. RESOLUTION 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 DISPOSITION: Suggested Disposition: Receive and File; Adopt Resolution(s), Set Public Hearing for June 4, 2018 ATTACHMENTS: Description Type Dubuque Skate Park Project Initiative-NNM Memo City Manager Memo NNM Initiate Bid Skatepark Project 5-18 Staff Memo Resolution Prelim Plans, Notice of Public Hearing Resolutions Skatepark Final Rendering Supporting Documentation THE CITY OF Dubuque � AIFA�erlwGh UB E '�� III► Masterpiece on the Mississippi Z°°'�w'2 7A13 2017 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Dubuque Skate Park Project Initiate Bid Process (CIP 350-2461) DATE: May 16, 2018 Leisure Services Manager Marie Ware recommends initiation of the bidding procedure for the Dubuque Skate Park Project at Flora Park, and further recommends that a public hearing be set for June 4, 2018. I concur with the recommendation and respectfully request Mayor and City Council approval. �L;� 1��, ��.� Mic ael C. Van Milligen �� MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Teri Goodmann, Assistant City Manager Cori Burbach, Assistant City Manager Marie L. Ware, Leisure Services Manager Dubuque THE CITY OF U� r All-America City � 1 / Masterpiece on the Mississippi � zoo�•zoiz•zois•zoi� TO: Michael C. Van Milligen, City Manager FROM: Marie L. Ware, Leisure Services Manager SUBJECT: Dubuque Skate Park Project Initiate Bid Process (CIP 350-2461) DATE: May 15, 2018 INTRODUCTION The purpose of this memorandum is to initiate the bid process for the Dubuque Skate Park project at Flora Park. BACKGROUND The City Council established a Council high priority for development of a skate park in the 2015-2016 Policy Agenda. In the FY16 CIP budget (3502461) a total budget of $800,000 was approved with $200,000 of that to be fundraised by the skate community. The City Council approved the selection of Pillar Design Studios as the consultant for the Skate Park Evaluation and Conceptual Design project at a cost of$16,295 in 2015. As a part of this process, the community participated in community engagement process related to both design of the skatepark and location. The skating community was heavily involved in the concept design process for the skate park. Three top locations were selected (Usha Park, Flora Park and a location in the Lower Bee Branch detention basin near 15t" and Pine streets). Based on the feedback and public input, Flora Park became the top choice for a skate park. The consultant also scored Flora Park as their top choice using their scoring matrix. A final location was recommended by the Park and Recreation Commission at their February 14, 2017 meeting. The City Council approved the final design concept and the specific location within Flora Park for the Skate Park at their February 20, 2017 meeting. In November of 2017, the City Council approved the selection of Pillar Design Studios as the consultant for the Skate Park Engineering, Design, and Construction Management Services for a not to exceed cost of$60,015. Since the beginning of this project the community group Kids In Dubuque Skate (KIDS) has been very active and engaged in every step of the project. They were tasked with raising $200,000 towards the construction of the skatepark. 1 KIDS first funding began with a $15,000 grant from ITC. The group was then given a challenge by the Grant Wood Loop, Parks to People. Parks to People is a state-funded initiative consisting of inembers of Jones, Jackson and Dubuque Counties to enhance, promote, sustain and connect the region's cultural, natural and park assets. KIDS was tasked with meeting the goal of$200,000 in funding raised by May 1 st, 2018 in order to receive the Parks to People grant funds of$122,400. A Wellmark grant was also written and $65,000 has been awarded. The $200,000 goal was successfully met by the deadline. The K.I.D.S. group has continued to promote the new skatepark and has raised over $15,000 through private events, activities, service group donations, small grants and private donors. Additional private funding is being provided by smaller grants, donations from service groups and private donors. This work is being coordinated through the Greater Dubuque Community Foundation. The total funds raised so far is $256,000 and KIDS is continuing their fundraising efforts. It has been a lengthy process to get to the construction phase of the skate park project. This is because of the extensive community engagement in determining the location and concept design as well as fundraising needed to complete the project. With all the necessary items completed and in place, the project is ready to move forward. The final conceptual drawing is attached. DISCUSSION The work included in this project is the construction of a concrete skate park including security lighting, drinking fountain, ADA parking space, storm water management project, with a shade structure as an alternate to the project. Fiber and cameras are also included in the project under a separate contract. The base bid of the project is fully funded. Based on bid submittals, add alternates will be considered if funding is available and/or additional funding is raised by KIDS. PROJECT SCHEDULE Initiate Public Bidding Process May 21 ,2018 Publish Notice to Bidders, Advertise for Bids May 25, 2018 Notice of Public Hearing on Plans and Specs May 25, 2018 Public Hearing on Plans and Specs June 4, 2018 Receipt of Bid Proposals June 8, 2018 Award Construction Contract June 18, 2018 Project Completion Date December 18, 2018 2 BUDGETIMPACT The estimate of probable cost for the Skate Park Project is as follows: Estimate Construction Contract-Base bid $663,000 Add Alternate #1-Skate park bowl $ 96,400 Add Alternate #2- Shade structure $ 45,300 Cameras and Fiber (to be done in a separate contract) $ 37,000 Engineering, survey, geotechnical (in process) $ 92,012 Alternates will be included only based upon KIDS fundraising total. The project funding is as follows: CIP No. Fund Description Fund Amount 350-2461 Skate Park $600,000 KIDS Private Donations (to date) $250,000 The skatepark project is being funded with bond funding and private donations. Budget Director Jenny Larson shared in February 2015, General Obligation bonds, Series 2014B, in the amount of$50,066 was issued for preliminary planning and design of the skate park. A future general obligation bond in the amount of$550,000 will be issued in February 2019 for the remainder of the City's portion of the project. RECOMMENDATION I respectfully recommend and request the City Council give preliminary approval to construction plans and specifications and establish June 4�h, 2018 as the date of the public hearing, and hereby authorize the City Clerk to advertise for bid proposal for the Dubuque Skate Park through the adoption of the attached resolution. Prepared by Steve Fehsal, Park Division Manager cc: Jenny Larson, Budget Director attachments: Resolution and Notice for Public Hearing Concept Rendering 3 Preparer: Marie L. Ware, Address: 2200 Bunker Hill Rd., Phone: (563) 589-4263 RESOLUTION NO. 153-18 DUBUQUE SKATE PARK IMPROVEMENT 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: The proposed plans, specifications, form of contract and estimated cost for the Dubuque Skate Park Project in the estimated amount $663,000, 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 4th day of June, 2018, at 6:00 p.m. in the Historic Federal Building Council Chambers (second floor) 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 Tess 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. Dubuque Skate Park Improvement Project 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 Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, by publishing the attached Notice to Bidders to be published in the Master Builders of Iowa Plan Room, The Construction Update Network and posted on the City of Dubuque website at www.cityofdubuque.orq/bids. Publication will occur not less than thirteen but not more than forty-five days before the date for filing bids before 2:00 p.m. on the 8th day of June, 2018. 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 6:00 p.m. on the 18th day of June, 2018, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 21st day of May 2018. Attest: OLa oy D. Buol, Mayor NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE DUBUQUE SKATE PARK 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 Dubuque Skate Park Improvement Project, in accordance with the provisions of Chapter 26, Code of lowa, at 6:00 p.m., on the 4th day of June, 2018, in the Historic Federal Building Council Chambers (second floor), 350 West 6th 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: The project is construction of the Dubuque Skate Park. 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