Chaplain Schmitt Island Veteran's Memorial Site_Initiate Copyrighted
December 16, 2019
City of Dubuque Items to be set for Public Hearing # 1.
ITEM TITLE: Chaplain Schmitt Island Veteran's Memorial Site
I mprovements
SUMMARY: City Manager recommending initiation of the public bidding
procedure for the Chaplain Schmitt Veteran's Memorial
Project, and further recommends that a public hearing be
set for January 6, 2020.
RESOLUTION Preliminaryapproval 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 January 6, 2020
ATTACHMENTS:
Description Type
Chaplain Schmitt Veteran's Memorial Project-MVM City Manager Memo
Memo
Staff Memo Staff Memo
Resolution Resolutions
Notice to Bidders Supporting Documentation
Dubuque
THE CITY OF �
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Chaplain Schmitt Veteran's Memorial Project
Request to Initiate Construction Bidding
CIP: 100-2781
DATE: December 12, 2019
Project Manager Steve Sampson Brown recommends initiation of the public bidding
procedure for the Chaplain Schmitt Veteran's Memorial Project, and further
recommends that a public hearing be set for January 6, 2020.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
�
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
THE CTTY OF Dubuque
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TO: Michael C. Van Milligen, City Manager
FROM: Steve Sampson Brown, Project Manager
SUBJECT: Chaplain Schmitt Veteran's Memorial Project
Request to Initiate Construction Bidding
CIP: 100-2781
DATE: December 11, 2019
INTRODUCTION
The enclosed resolutions authorize the initiation of the public bidding procedure 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 Manager to negotiate the final terms of an agreement with RDG
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.
In July of 2019 the public bidding procedure for this project was initially authorized by
the city council. Bids for the project were opened on August 1�. The lowest bid
received was 27.3% over the architecYs estimate. As a result the City Council rejected
the bids for the project at its meeting on August 19, 2019. After the bids were rejected
the design team for the project collaborated with the Chaplain Schmitt Project Advisory
Committee to value engineer the project so that the project scope falls within the
available budget.
DISCUSSION
The proposed improvements for the new memorial will include a number of amenities to
honor Veterans, Chaplain Schmitt himself, and improve the overall experience and
enhance the existing monuments. All of 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
Page 1 of 4
and Veterans' tributes. The pond edge along Admiral Sheehy Drive will be cleaned-up
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 other end. The sheet is then loosely rolled to
a diameter of 11'. An opening allowing 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.
At the end of November 2019 the Chaplain Schmitt Project Advisory Committee
affirmed the final project scope, budget, and to initiate bidding on the project via email
voting. 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
PROJECT SCHEDULE
The schedule for the project will be as follows:
Initiate Bidding December 16, 2019
Publish Notice to Bidders, Advertisement for Bids December 20, 2019
Notice of Hearing on Plans & Specifications December 20, 2019
Public Hearing January 6, 2020
Receipt of Bids January 14, 2020
Award of Contract January 21 , 2020
Substantial Completion Date October 20, 2020
Page 2 of 4
RECOMMENDATION
I recommend that the City Council establish a date for the public hearing and authorize
the City Clerk to advertise for proposals 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 $2,404,000.00
Contin enc 7.5°k $180,300.00
Parkin S ace Re lacement $68,750.00
Total - Bid Project Cost $2,653,050.00
Optional Deduct Alternates:
#1 — Extend completion date to May 3, 2021 -$11 ,000.00
#2 — Delete limestone wall at plaza -$17,000.00
#3 — Delete floating water fountain & add water spray nozzles -$106,000.00
#4 — Delete integral color concrete paving -$31 ,000.00
Optional Add Alternates:
#5 — Add south point overlook $295,000.00
#6 — Add watertall fountain $406,000.00
#7 — Add south point picnic area $230,000.00
#8 — Add Entry Sign $62,000.00
#9 — Add sidewalk pavement subbase $66,000.00
Project Soft Costs
En ineerin /Architect Desi n & Construction Admin. Fees $522,700.00
Cit Staff Administration & Const. Ins ection Fees $24,000.00
Total — Project Soft Costs $546,700.00
TOTAL PROJECT COST (Without Bid Alternates) $3,199,750.00
Page 3 of 4
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 $2,404,000 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
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.
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.
ACTION TO BE TAKEN
I respectfully request that the City Council grant preliminary approval to the construction
plans and specifications; and establish January 6, 2020 as the date of the public
hearing; and hereby authorized the City Clerk to advertise for bid proposals for the
Chaplain Schmitt Veteran's Memorial Project through the adoption of the attached
resolutions.
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\1_Initiate\Dec 2019\Chaplain Schmitt
Veterans Memorial-Initiate Bid Memo.docx
Page 4 of 4
RESOLUTION NO. 439-19
CHAPLAIN SCHMITT VETERAN'S MEMORIAL 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 THAT:
Section 1. The proposed plans, specifications, form of contract and estimated cost for
the Chaplain Schmitt Veteran's Memorial Project in the estimated amount
$2,404,000.00, are hereby preliminarily approved and ordered filed in the office of the
City Clerk for public inspection.
Section 2. A public hearing will be held on the 6th day of January 2020, 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 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.
Section 3. The Chaplain Schmitt Veteran's Memorial Project is hereby ordered to be
advertised for bids for construction.
Section 4. 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.
Section 5. 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 14th day of
January 2020. 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 21st day of January
2020, in the Historic Federal Building Council Chambers (second floor), 350 West 6th
Street, Dubuque, Iowa.
Passed, adopted and approved this 16th day of December 2019.
Attest.
Kevin/S. Firnstahl, C , City Clerk
/boy D. Buol, Mayor
NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF
CONTRACT, AND ESTIMATED COST FOR CHAPLAIN SCHMITT VETERAN'S
MEMORIAL 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 Chaplain Schmitt Veteran's Memorial Project, in accordance with
the provisions of Chapter 26, Code of lowa, at 6:00 p.m., on the 6�h day of January
2020, in the Historic Federal Building Council Chambers (second floor), 350 West 6�n
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 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. 16�h 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 other end. The sheet is then loosely rolled to a
diameter of 11'. An opening allowing 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 subtle way to honor our veterans and add
prominence to the memorial.
Any visual or hearing-impaired persons needing special assistance or persons with
special accessibility needs should contact the City Clerk's office at (563) 589-4120 or
TDD at (563) 690-6678 at least 48 hours prior to the meeting.
Published by order of the City Council given on the 16�h day of December 2019.
Kevin S. Firnstahl, CMC, City Clerk
SECTION 00120
Page 1 of 2
NOTICE TO BIDDERS
SECTION 00120
CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT
Chaplain Schmitt Island
Veterans Memorial Site Improvements
120.1 Time and Place for Filinq Sealed Proposals
Sealed Bids for the work comprising each improvement as stated below must be filed
before 2:00 p.m. on January 14, 2020, in the Office of the City Clerk, City Hall - First Floor,
50 West 13�h Street, Dubuque, lowa.
120.2 Time and Placed Sealed Proposals Will be Opened and Considered
Sealed proposals will be opened and Bids tabulated at 2:00 p.m. on January 14, 2020, at
City Hall - Conference Room B, 50 West 13�h Street, Dubuque, lowa, for consideration by
the City Council at its meeting on January 21 , 2020. The City of Dubuque, lowa, reserves
the right to reject any and all Bids.
120.3 Time for Commencement and Completion of Work
Work required by the Contract Documents shall commence within ten (10) calendar
days after Notice to Proceed has been issued and shall be Substantially Complete by
October 20, 2020 and Finally Complete by November 10, 2020.
120.4 Bid Securitv
Each Bidder must accompany its Bid with a Bid security as security that the successful
Bidder will enter into a contract for the work Bid upon and will furnish after the award of
contract a corporate surety Bond, acceptable to the governmental entity, for the faithful
performance of the contract, in an amount equal to one hundred percent of the amount of
the contract. The Bid security must be in the amount of ten percent (10°k) of the amount of
the contract and must be in the form of a cashier's check or certified check drawn on a
state-chartered or federally chartered bank, or a certified share draft drawn on a state-
chartered or federally chartered credit union, or the Bidder may provide a Bid Bond with
corporate surety satisfactory to the governmental entity. The Bid Bond must contain no
conditions except as provided in this section.
120.5 Contract Documents
Copies of the Contract Documents may be obtained at the Engineering Department, City
Hall — Second Floor, 50 West 13�h Street, Dubuque, lowa 52001 . The Contract Documents
will also be available on the City's website at www.citvofdubuque.orq/bids.aspx. No plan
deposit is required.
120.6 Preference for lowa Products and Labor
By virtue of statutory authority, preference will be given to products and provisions grown
and coal produced within the State of lowa, and to lowa domestic labor, to the extent
lawfully required under lowa statutes.
120.7 Sales Tax
Bidder shall not include State of lowa sales tax in its Bid. A sales tax exemption certificate
will be available for all material purchased in lowa for incorporation into the Project.
SECTION 00120
Page 2 of 2
120.8 General Nature of Public Improvement Proiect
Chaplain Schmitt Island - Veterans Memorial Site Improvements, Chaplain Schmitt Drive,
Dubuque, IA.; CIP # 100-2781
This Project consists of redevelopment of the existing Veterans Memorial and Chaplain
Schmitt Memorial, including the relocation of the Vietnam Veterans Memorial in Dubuque,
lowa. The Project seeks to preserve and enhance the existing memorials. The Work of the
Project is defined by the Contract Documents and includes, but is not limited to concrete
paving, minor earthwork, tree removals, landscaping, structural concrete, fountain, stone
masonry, signage, decorative lighting, structural steel, boardwalk, handrails and guardrails,
and related electrical work.
Base Bid Estimated Total Cost = $2,404,000.00
Alternate No. 1 Estimated Total Cost = $11 ,000.00
Alternate No. 2 Estimated Total Cost = $17,000.00
Alternate No. 3 Estimated Total Cost = $106,000.00
Alternate No. 4 Estimated Total Cost = $31 ,000.00
Alternate No. 5 Estimated Total Cost = $295,000.00
Alternate No. 6 Estimated Total Cost = $406,000.00
Alternate No. 7 Estimated Total Cost = $230,000.00
Alternate No. 8 Estimated Total Cost = $62,000.00
Alternate No. 9 Estimated Total Cost = $66,000.00
120.9 Pre-Bid Construction Conference
Each prospective bidder is encouraged to attend the Pre-Bid Construction Conference to
be held at 2:00 PM on January 2, 2020, at Municipal Service Center, 925 Kerper Ct., in
Dubuque, lowa. Attendance by all prospective bidders is not mandatory but highly
recommended.
120.10 Title VI — Non-Discrimination Clause
The City of Dubuque in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat.
252, 42 U.S.C. 2000d-2000d-4 and Title 49, Code of Federal Regulations, Department of
Transportation, Subtitle A, Office of the Secretary, Part 21 , Nondiscrimination in Federally
assisted programs of the Department of Transportation issued pursuant to such Act,
hereby notifies all bidders that it will affirmatively insure that in any contract entered into
pursuant to this advertisement, minority business enterprises will be afforded full
opportunity to submit bids in response to this invitation and will not be discriminated against
on the grounds of race, color, national origin, sex, age, or disability in consideration for an
award.
120.11 Notice to Bidders Distribution
On the following date, December 20, 2019, this Notice was posted at the following locations:
1 . Master Builders of lowa plan room service.
2. Master Builders of lowa lead generating service.
3. The City of Dubuque Website.
___= END OF SECTION 00120 =___