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Chaplain Schmitt Veteran's Memorial Site Improvements Project_Hearing Copyrighted July 15, 2019 City of Dubuque Public Hearings # 4. ITEM TITLE: Chaplain Schmitt Veteran's Memorial Site Improvements Project SUMMARY: Proof of publication on notice of public hearing to consider approval of plans, specifications, form of contract, and estimated cost for the Chaplain Schmitt Veteran's Memorial Site Improvements Project, and the City Manager recommending approval. RESOLUTION Approval of plans, specifications, form of contract, and estimated cost for the Chaplain Schmitt Veteran's Memorial Project SUGGESTED DISPOSITION: Suggested Disposition: Receiveand File;Adopt Resolution(s) ATTACHMENTS: Description Type Chaplain Schmitt Veterans Memorial Site Improvement- City Manager Memo MVM Memo Staff Memo Staff Memo Resolution Resolutions Dubuque THE CITY OF � uI�AaMca cih DuB E � � I � � I Maste iece on the Mississi i Zoo�•zoiz•zois YP pp zoi�*zoi9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Chaplain Schmitt Veteran's Memorial Project Public Hearing CIP: 100-2781 DATE: July 8, 2019 Project Manager Steve Sampson Brown recommends City Council approval of the plans, specifications, form of contract and the estimated cost of $3,218,890 for the Chaplain Schmitt Veteran's Memorial Project. The City will own the improvements but the Dubuque Racing Association is paying $3,220,000 of the costs and any future annual maintenance costs. I concur with the recommendation and respectfully request Mayor and City Council approval. v Mic ael C. Van Milligen MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Teri Goodmann, Assistant City Manager Cori Burbach, Assistant City Manager Gus Psihoyos, City Engineer Steve Sampson Brown, Project Manager Gary Dolphin, Chair, DRA (Chaplain Schmitt Project Advisory Committee) Kevin Lynch, Board Member, DRA (Chaplain Schmitt Project Advisory Committee) Rick Dickinson, Board Member, DRA (Chaplain Schmitt Project Advisory Committee) Marie Ware, Leisure Services Manager Ryan Peterson, RDG THE CITY OF Dubuque � D V � E ui•�rip snr i��. �.�•'i � � Masterpiece on the Mississippi 2°°'�Z°lZ 2013•2017 TO: Michael C. Van Milligen - City Manager FROM: Steve Sampson Brown - Project Manager SUBJECT: Chaplain Schmitt Veteran's Memorial Project Public Hearing CI P: 100-2781 DATE: July 8, 2019 INTRODUCTION The enclosed resolutions are in reference to the public hearing for the Chaplain Schmitt Veteran's Memorial Project. BACKGROUND At the November 5, 2018 City Council Meeting approved the Chaplain Schmitt Island Improvement Agreement between the City of Dubuque and the Dubuque Racing Association, LTD (DRA) for the development of the Chaplain Schmitt Veteran's Memorial Project. At the December 17, 2018 City Council Meeting, the City Council approved giving authorization to the City fVianager to negotiate the finai terms ofi an agreement with F2DG Planning & Design (RDG) and to execute a contract for design, engineering and construction administration services for the Chaplain Schmitt Veteran's Memorial Project: RDG has completed their design work and the contract documents for the project are ready for bidding. DISCUSSION The proposed improvements for the new memorial will include several amenities to honor Veterans, Chaplain Schmitt himself, and improve the overall experience and enhance the existing monuments. All the existing memorial elements will be preserved in their current location or integrated into the new layout. The proposed improvements include enhancing the Veterans Memorial Plaza by improving the edge of the pond with a pathway, seating and plaza expansion space for additional memorials and Veterans' tributes. A gateway sign will also be installed where Admiral Sheehy Drive intersects E. 16t" Street along with clean-up of the pond edge to enhance viewsheds. The proposed Chaplain Schmitt Island Memorial is composed of a decorative swirling concrete path that transforms into an elevated boardwalk that extends from the Veteran's Plaza over the pond. Located at the end of the boardwalk is a circular landing that contains a structure/sculpture titled "Skyward". This structure/sculpture is a 52' long stainless-steel sheet with vertical cut slits that is 24' high on one end and tapers down to 15' on the Page 1 of 4 other end. The sheet is then loosely rolled to a diameter of 11'. An opening dllowing pedestrians to enter the sculpture to where they will be able to read a poem which will be etched on the metal. Colorful nighttime lighting will be used in a subtle way to honor our Veterans and add prominence to the memorial. An improved and expanded Memorial Plaza will facilitate formal and informal gatherings, ceremonies, and contemplation. The Plaza will become part of the overall public space system on the Island. As part of the project, the Tri-State Vietnam Veteran's Memorial which is currently located by Miller Riverview Park will be relocated to the Memorial Plaza. In accordance Section 2.2 of the Dubuque Racing Association Chaplain Schmitt Island Improvement Agreement by and between the City of Dubuque, lowa and The Dubuque Racing Association, LTD dated October 25, 2018, all design, bids, change orders over $5,000.00, and design changes must be approved by a majority of the Chaplain Schmitt Project Advisory Committee. On June 14, 2019 the Chaplain Schmitt Project Advisory Committee met and affirmed the final project scope, budget, and to initiate bidding on the project. The members of the Advisory Committee are: For City: Mike Van Milligen — City Manager* Gus Psihoyos — City Engineer Marie Ware — Leisure Services Manager For DRA: Rick Dickinson Gary Dolphin Kevin Lynch * Not present at the June 14, 2019 meeting, all other members were present. PROJECT SCHEDULE The schedule for the project will be as follows: Initiate Bidding July 1, 2019 Publish Notice to Bidders, Advertisement for Bids July 5, 2019 Notice of Hearing on Plans & Specifications July 5, 2019 Public Hearing July 15, 2019 Receipt of Bids August 1, 2019 Award of Contract August 19, 2019 Substantial Completion Date May 18, 2020 Page 2 of 4 � RECOMMENDATION I recommend that the City Council approve the plans, specifications, form of contract and estimated cost for the Chaplain Schmitt Veteran's Memorial Project. BUDGETIMPACT The estimate of probable cost for this project is summarized as follows: PROJECT COSTS ESTIMATE Construction Hard Costs Construction Contract— Base Bid $2,511,000.00 Contin enc 4% $100,440.00 Parkin Space Re lacement $68,750.00 Total - Bid Project Cost $2,680,190.00 Optional Add Alternates: #1 — 24" modified subbase under paving $60,000.00 #2 — South Point Picnic Area, including 24" subbase $229,000.00 #3 — South Point Landing, including 24" subbase $220,000.00 #4— High Performance Coating for Galvanized Guardrails and $44,000.00 Handrails Project Soft Costs Er� in�erin /Arcnite�t 6esi n c� �onstruction Ndmin. Fees $�22,%00•00 Cit Staff Administration & Const. Inspection Fees $16,000.00 Total — Project Soft Costs $538,700.00 TOTAL PROJECT COST (Without Bid Alternates) $3,218,890.00 The funding summary for the Chaplain Schmitt Veteran's Memorial Project is as follows: CIP Funding Source Amount 100-2781 Chaplain Schmitt Veteran's Memorial Project $3,220,000.00 Total Available Project Funding $3,220,000.00* * The base bid total project cost is $2,511,000 which fits within the available funding for this project. If the City benefits from a competitive bidding environment and bids for both the Base Bid and any of the bid alternates are below $3,220,000, then the City will Page3of4 select the bid alternates in numerical order and included them as part of the award for this project. Otherwise only the base bid will be used as the basis of award for this project. The Dubuque Racing Association is paying the $3,220,000 in total estimated cost and the future annual maintenance costs. Chaplain Schmitt Island Improvement Agreement between the City of Dubuque and the Dubuque Racing Association, LTD (DRA) stipulates if the cost of the project exceeds $3,220,00.00, and if both parties agree to increase the project budget the DRA and the City will split any excess costs equally on a 50/50 basis. The Chaplain Schmitt Improvement Agreement By and Between the City of Dubuque and the Dubuque Racing Association Ltd was adopted at the November 5, 2018 City Council meeting. This agreement in Section 5 outlines care of the project after completion. After the project is completed and accepted by the City Council the project and all its improvements is owned by the City as an enhanced amenity and park area that will be open for the enjoyment of the public. According to the agreement the DRA is to perform or contract and pay for the repairs, replacements and maintenance as long as the DRA exists. The City will pay for Capital Improvements if City Council approves such improvements. If the City Gouncil does not wish to approve the capital improvement the DRA shall have the opportunity to undertake or perForm capital improvements but only after prior written approval by the City Council. If DRA chooses to undertake or perform any improvements the City Council may chose at its sole discretion to undertake, perForm or assist with any capital improvements to and within improvements but City has no obligation or responsibility to do so. The Leisure Services Department has budgeted for repairs, replacements and maintenance expenses in the approved FY 20 budget as well as the revenue that would be received from the DRA for that maintenance. The FY 20 budget is for the month of June, 2020 as the completion date is scheduled for Memorial Day of 2020. ACTION TO BE TAKEN The City Council is requested to approve the plans, specifications, form of contract and estimated cost for the Chaplain Schmitt Veteran's Memorial Project through the adoption of the enclosed resolution. SSB\ssb Attachments cc: Gus Psihoyos - City Engineer Marie Ware — Leisure Services Manager Chaplain Schmitt Project Advisory Committee F:\PROJECTS\Chaplain Schmitt Veterans Memorial Project\City Council Documentation\2_Public Hearing\Chaplain Schmitt Veterans Memorial-public hearing memo.docx Page 4 of 4 RESOLUTION NO. 265-19 APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE CHAPLAIN SCHMITT VETERAN'S MEMORIAL PROJECT. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA THAT: The proposed plans, specifications, form of contract and estimated cost for the Chaplain Schmitt Veteran's Memorial Project, in the estimated amount of $2,511,000.00 are hereby approved. Passed, adopted and approved this the 15th day of July 2019. Attest: dr 10 eifi210:Me- J �fl Key' S. Firns a I, City Clerk oy D. Buol, Mayor STATE OF IOWA {SS: DUBUQUE COUNTY CERTIFICATION OF PUBLICATION I, Suzanne Pike, a Billing Clerk for Woodward Communications, Inc., an Iowa corporation, publisher of the Telegraph Herald, a newspaper of general circulation published in the City of Dubuque, County of Dubuque and State of Iowa; hereby certify that the attached notice was published in said newspaper on the following dates: July 05, 2019, and for which the charge is $41.85 Pd -f Subscribed to before me, a Notary Public in and for Dubuque County, Iowa, this .460 day of , 20 /7 . lic in an for Dubuque C ty, Iowa. MARY K WESTERMEYER Commission Number 154885 My Commission Exp. Feb. 1, 2020 4 CITY OF DUBUQUE, IOWA OFFICIAL NOTICE `NOTICE OF, PUBLIC HEARING ON PLANS, SPECIFICATIONS FORM OF -CONTRACT, Copies of supporting AND ESTIMATED documents for the pub- COST:FOR CHAPLAIN lic hearings are on file SCHMITT ' VETERANS in the City Clerk's Of- MEMORIALPROJECT fice, City Hall, 50 W. NOTICE IS HEREBY !-13th -St., Dubuque, GIVEN, The City, Coun- Iowa,., and ;may ,.be,i cel of the City of viewed during normal Dubuque, Iowa will working hours ; r hold a public hearing Written commentsre- on the proposed plans, garding,the abovepub; specifications, form of lic hearings ".niay„ be contract and.estimated, `subinitted to" the City *, cost -:for the Chaplain ';Clerk's Office, 50' W. Schmitt Veteran's" Me- '13th St., Dubuque, IA morial Project, in ac-. 52001, on or before ' cordance `with the pro- said, time of public visions of Chapter 26, hearing. At said time Codeof Iowa, at 6:00 and place of public p m. on the 15th day of ` hearings all interested , Julys"019�n ih= the Hiss.'' citizens '; and` parties torics Federal" Buildinj';"will belivenan oppor-.I Council Chambers tunity to be heard for (second . " floor), 350, = or against said propos- West ' 6th Street Dubuque ,Iowa Said I,ndividals with limit- proposed plans, specs ed English p�o rciency, Plcations, 'fora of con- "i• vision . e•ringT,r tract and "estimated speech impairrnents cost arefInbW on file in requiring special asses- the.,office of, the City; twice should contact' Clerk the 7Cify Clerk's Office :The scope: of the - at (563) 589-4100, 'TDD project is,Aas follows: (563) 690r6678,,, Pty -•d The ,proposed im clerk®cityofdubuque. j prouerrients" include en- org as soon as,feasible.i hancing the Veterans • Published by order of ,' Memorial Plaza by im-; the City Council given', proving the edge of the I on the ist,`day of "July' pond with "a pathway, 2019. seating and plaza ex-, 9 Kevin S. Firristahl, pension space for addi- ''CMC, City. Clerkij tional,. memorials and 1t 7/5 ' veterans' tributes. A' ' gateway sign will also be installed where Ad- miral Sheehy Drive in- tersects E. ntersects-E. 16th Street along with clean-up of pond",edge to en- hance `viewsheds. The proposed Chaplain Schmitt Isl nd:Mer ori al is "cornpo'sed of .a•' ,decorative = swirling concrete path 'that. transforms into an ele- vated boardwalk that extends from the Vet- ',erans,`Plaza`'over the,. pond. Located ,at the endof the boardwalk is a circular landing that contains "a structure/ sculpture titled "Sky - , Sky , ward ,This structure/,.;, sculpture is a 52''long stainless -steel sheet with vertical cut slits that is 24' high on one end andtapers down,to '! 15' on the,other, end. The sheet is' 'then loosely rolled -to; a di: -r ameter of 11''.An open''-,' ing allowing'` pede-':: strians to enter .,the sculpture to where.' they will be able 'to` read a poem which will be etched on themetal..' Colorful nighttime lighting will be"used in subtl"e way to. 'honor:; our veterans and add prominence to the memorial.