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Port of Dbq Landscaping & WallMEMORANDUM June 10, 2003 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Port of Dubuque Sign, Landscaping and Recognition Wall Sealed bids were received for the Port of Dubuque Sign, Landscaping and Recognition Wall Project. Public Works Director Mike Koch recommends award of the sign and landscaping portion of the contract to the Iow bidder, Portzen Construction, Inc., in the amount of $71,440, which is 14.9% under the engineer's estimate. The Iow bid on the recognition wall portion of the contract was $378,000, which is 225% over the engineer's estimate of $116,248. It is therefore recommended that the City Council reject all bids for the recognition wall. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Michael A. Koch, Public Works Director __%. CITY OF DUBUQUE, IOWA MEMORANDUM June 9, 2003 TO: FROM: SUBJECT: Michael C. Van Milligen, City Manager Michael A. Koch, Public Works Director Port of Dubuque Sign, Landscaping and Recognition Wall INTRODUCTION The enclosed resolution provides for the award of the contract for the Port of Dubuque Sign and Landscaping Project at the intersection of 3rd and Bell Streets. DISCUSSION The deSign for the Port of Dubuque sign, landscaping and recognition wall projects were presented to the City Council at the April 7, 2003 meeting and were given preliminary approval of the plans. Port of Dubuque S~qn & Landscaping The Port of Dubuque sign and landscaping project is designed for the parking lot green- space at the intersection of 3rd and Bell Street. This area provides visitors the first glimpse to the Port of Dubuque. The proposed landscaping plans include a large variety of plantings to provide color throughout the year and are used in various combinations throughout the planting islands. The Diamond Jo staff has indicated that they will also use those same planting types to continue the color themes throughout its parkinglots. The schematic will also fit into the streetscape for trees that will be planted along5th and Bell Streets. The proposed Port of Dubuque sign for the 3rd and Bell Street intersection sits between the directional monuments designed by URS-BRW and are part of the Bell Street project. The design elements for the sign will be consistent with the materials for the directional monuments. Recognition Wall The recognition wall will be created to recognize the donors and partners of those who have provided funding for the America's River projects. The materials used in the design will match the directional monument with a river scene imprint at the top. From a distance, people will see the river view; and as you get closer to the wall, the names, which are etched in the stainless steel, will become more visible and catch your eye. The Riverwalk follows along this section of the floodwall, and will be viewed by those going to the American Trust River's Edge Plaza as well as by those using the ramp that gradually rises on the landside of the floodwall until it joins the Riverwalk on top of the floodwall. Both segments of this project had two alternates: Alternate A was for the use of Dubuque-native limestone; and Alternate B was for the use of Anamosa stone (a lighter- color white limestone). Sealed bids were received on June 5, 2003. A summary of the bids received is as follows: Sign & Landscaping Recognition Wall Combined Alt. A Alt. B Alt. A Alt. B Alt. A Alt. B Portzen Const. $71,440 No Bid $395,535 No Bid $457,600 No Bid Conlon Const. $78,500 No Bid $378,000 No Bid $451,500 No Bid Note: The term "No Bid" indicates that the contractor did not submit a bid for this alternate. The Iow bid of Portzen Construction, Inc. for the Port of Dubuque Sign & Landscaping portion of the project (Alt. A) is 14.9% under the engineer's estimate. The Iow bid of Conlon Construction for the Recognition Wall is 225% over the engineer's estimate of $116,248. RECOMMENDATION I recommend that the contract for the Sign and Landscaping at 3rd and Bell be awarded to Portzen Construction, Inc. in the amount of $71,440. I further recommend that all bids for the Recognition Wall be rejected and redesigned to fit within the budget consideration of the future budget process. BUDGET IMPACT A summary of the recommended project cost for the Sign and Landscaping is as follows: Bid Amount Construction Contract Contingency Inspection Engineering $71,440.00 8,400.00 1,700.00 8,541.40 Total Project Cost $90,081.40 The budget for signage and landscaping was included in the Vision Iowa budget and the City's CIP under Amenities for $78,750. The recommended project cost is $90,081.40, which is an overage of $11,331.40. This amount would come from the Wall Street Access budget of $82,688, which is no longer required due to the final location of the Hotel/Water Park and the extension of 5th Street versus creating a Wall Street cul-de- sac. The Recognition Wall will be redesigned and funding will be considered as part of the Fiscal Year 2005-2009 capital improvement budget process. ACTION TO BE TAKEN The City Council is requested to adopt the attached resolution awarding the construction contract to Portzen Construction, Inc. for the Sign and Landscaping, Alternate A in the amount of $71,440, and the City Council is further requested to reject all bids for the Recognition Wall. MAK/vjd Prepared by Michael Felderman cc: Pauline Joyce, Administrative Services Jim Kolf, Durrant RESOLUTION NO. 208-03 RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 14m day of May, 2003, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Por-[ of Dubuque Sign and Landscaping Project. Whereas, notice of hearing on plans, specifications, form of contract, and estimated cost was published as required by law. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the said plans, specifications, form of contract and estimated cost are hereby approved as the plans, specifications, form of contract and estimated cost for said improvements for said project. Passed, adopted and approved this 16th day of June, 2003. /s/ Terrance M. Duggan, Mayor /s/ Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 209-03 AWARDING CONTRACT Whereas, sealed proposals have been submitted by contractors for the Port of Dubuque Sign, Landscaping and Recognition Wall Project pursuant to Resolution No.169-03 and notice to bidders published in a newspaper published in the City of Dubuque, Iowa on the 23rd day of May, 2003. Whereas, said sealed proposals were opened and read on the 5th day of June, 2003 and it has been determined that the bid of Portzen Construction, Inc. of Dubuque, Iowa, in the amount of $71,440.00 was the lowest bid for the furnishings of all labor and materials and performing the work as provided for in the plans and specifications for the Port of Dubuque Sign and Landscaping Project. Whereas, said sealed proposals were opened and read on the 5th day of June, 2003 and it has been determined that the bid of Conlon Construction, Inc. of Dubuque, Iowa, in the amount of $378,000.00 was the lowest bid for the furnishings of all labor and materials and performing the work as provided for in the plans and specifications for the Port of Dubuque Recognition Wall. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the contract for the Port of Dubuque Sign and Landscaping Project be awarded to Portzen Construction, Inc. and the Manager be and is hereby directed to execute a contract on behalf of the City of Dubuque for the complete performance of the work. That all bids for the construction of the Port of Dubuque Recognition Wall be rejected, the project be abandoned, and re-bid with a revised design at a later date. BE IT FURTHER RESOLVED: That upon the signing of said contract and the approval of the contractor's bond, the City Treasurer is authorized and instructed to return the bid deposits of the unsuccessful bidders. Passed, approved and adopted this 16th day of June, 2003. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk day of June ,2003. MEMORANDUM May 14, 2003 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Port of Dubuque Sign, Landscaping and Recognition Wall Public Works Director Mike Koch recommends initiation of the bidding process for the Port of Dubuque Sign, Landscaping and Recognition Wall Project, and further recommends that a public hearing be set for June 16, 2003. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Michael A. Koch, Public Works Director CITY OF DUBUQUE, IOWA MEMORANDUM May 13, 2003 TO: FROM: SUBJECT: Michael C. Van Milligen, City Manager Michael A. Koch, Public Works Director ,~,~ Port of Dubuque Sign, Landscaping, and Recognition Wall INTRODUCTION The enclosed resolutions authorize the bidding procedure for the Port of Dubuque Sign, Landscaping, and Recognition Wall Project. DISCUSSION The layout for the Port of Dubuque sign, landscaping and recognition wall was presented to the City Council at April 7, 2003 meeting and was given preliminary approval. Port of Dubuque Sign & Landscaping The Port of Dubuque sign and landscaping are designed for the parking lot green-space at the intersection of 3rd and Bell Street. This area provides visitors the first glimpse to the Port of Dubuque. The proposed landscaping plans include a large variety of plantings to provide color throughout the year and are used in various combinations throughout the planting islands. The Diamond Jo staff has indicated that they will also use those same planting types to continue the color themes throughout its parking lots. The schematic will also fit into the streetscape for trees that will be planted along 5th and Bell Streets. The proposed Port of Dubuque sign for the 3r~ and Bell Street intersection sits between the directional monuments designed by URS-BRW and are part of the Bell Street project. The design elements for the sign will be consistent with the materials for the directional monuments. Recoqnition Wall The recognition wall will be created to recognize the donors and partners of those who have provided funding for the America's River projects. The materials used in the design will match the directional monument with a river scene imprint at the top. From a distance, people will see the river view; and as you get closer to the wall, the names, which are etched in the stainless steel, will become more visible and catch your eye. The P, iverwalk follows along this section of the floodwall, and will be viewed by those going to the American Trust River's Edge Plaza as well as by those using the ramp that gradually rises on the landside of the floodwall until it joins the Riverwalk on top of the floodwall. The schedule for the project is as follows: Advertisement for Bids Notice of Public Hearing Receipt of Bids Public Hearing Award of Contract Completion May 23,2003 June 6,2003 June 5,2003 June 16, 2003 June 16, 2003 SeCember12,2003 RECOMMENDATION It is recommended that the City Council g~ve preliminary approval to the plans for the sign and landscaping, and the recognition wall, and to establish the date of the public hearing and to authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate for the project is: Sign & Landscaping Recoqnition Wall Construction Contract $ 84,000.00 $116,248.00 Contingency 8,400.00 11,624.00 Inspection 1,700.00 3,400.00 Engineering 8,541.40 5,989.31 Total Project Cost $102,641.40 $137,261.31 The budget for signage and landscaping was included in the Vision Iowa budget and the City's ClP under Amenities for $78,750. The overage of $23,891.40 would come from the Wall Street Access budget of $82,688, which is no longer required due to the final location of the Hotel/Water Park and the extension of 5th Street versus creating a Wall Street cul-de-sac. The cost estimate for donor and partnership recognition walls is $137,261.31. This source of funding for the improvements would be the $100,000 budgeted for the floodwall recognition wall and $37,261.31 from the balance of the Wall Street funds of $58,796.60. ACTION REQUESTED The City Council is requested to establish the date of the public hearing and to authorize the City Clerk to advertise for proposals through the adoption of the enclosed resolutions. MAK/vjd Prepared by Michael Felderman, Civil Engineer cc: Pauline Joyce, Administrative Services Manager Jim Kolf, Durrant RESOLUTION NO. PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS 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 Port of Dubuque Sign, Landscaping, and Recognition Wall Project, in the estimated amount $239,902.71 are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this __ day of 2003. Attest: Terrance M. Duggan, Mayor Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS Whereas, the City Council of the City of Dubuque, Iowa has given its preliminary approval on the proposed plans, specifications, and form of contract and placed same on file in the office of the City Clerk for public inspection of the Port of Dubuque Sign, Landscaping, and Recognition Wall Project. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That a public hearing will be held on the 16th day of June, 2003, at 6:30 p.m. in the Public Library Auditorium at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and cost of said improvement, and the City Clerk be and is hereby directed to cause a notice of 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 not less than four days nor more than twenty days prior To the day fixed for its consideration. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, contract, or estimated cost of the improvement. Passed, adopted and approved this day of ,2003. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTICE OF HEARING ON PLANS AND SPECIFICATIONS Notice of public hearing on proposed plans and specifications, proposed form of contract and estimate of cost for the Port of Dubuque Sign, Landscaping, and Recognition Wall Project. NOTICE IS HEREBY GIVEN: The City Council of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimate of cost for the Port of Dubuque Sign, Landscaping, and Recognition Wall Project, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the 16th day of June, 2003, in the Public Library Auditorium, 360 West 11th Street, in Dubuque, Iowa. Said proposed plans, specifications, form of contract and estimate of cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto or to the cost of the improvements. 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 g~ven on the ,2003. day of Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 14th day of May, 2003, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Por[ of Dubuque Sign, Landscaping, and Recognition Wall Project. Whereas, notice of hearing on plans, specifications, form of contract, and estimated cost was published as required by law. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, iOWA: That the said plans, specifications, form of contract and estimated cost are hereby approved as the plans, specifications, form of contract and estimated cost for said improvements for said project. Passed, adopted and approvea this day of ,2003. Attest: Terrance M. Duggan, Mayor Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. ORDERING BIDS NOW THEREFORE, BE iT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Port of Dubuque Sign, Landscaping, and Recognition Wall Project is hereby ordered to be advertised for bids for construction. BE IT FURTHER RESOLVED, that 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 as a part of the plans and specifications heretofore adopted. That the City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall not be less than four days nor more than forty-five days prior to the receipt of said bids at 2:00 p.m. on the 5th day of June, 2003. Bids shall be opened and read by the City Clerk at said time and will be submitted to the Council for final action at 6:30 p.m. on the 16th day of June, 2003. Passed, adopted and approved this day of ,2003. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk