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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 � 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 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 �" ui���eNe�ary DUB E 'il��i;' Masterpiece on the Mississippi Z°°' w'Z 2013 2017 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 =___