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McAleece Park and Recreation Complex_Parking Lot ReconstructionMasterpiece on the Mississippi Dubuque bigtEll AII•AmerlcaCity 1111 I ' 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: McAleece Park and Recreation Complex Parking Lot Reconstruction (FY11 CIP 1022191) DATE: May 27, 2010 City Engineer Gus Psihoyos recommends approval of the plans, specifications, form of contract and the estimated cost of $275,530 for the McAleece Park and Recreation Complex Parking Lot Reconstruction Project. I concur with the recommendation and respectfully request Mayor and City Council approval. MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer Michael C. Van Milligen Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer DATE: May 27, 2010 INTRODUCTION DISCUSSION RECOMMENDATION Dubuque bard AN- America CNy 2007 SUBJECT: McAleece Park and Recreation Complex Parking Lot Reconstruction (FY11 CIP 1022191) The enclosed resolution is in reference to the public hearing for the McAleece Park and Recreation Complex Parking Lot Reconstruction Project. The McAleece Park and Recreation Complex Parking Lot Reconstruction Project will involve the reconstruction of both the east parking lot by the skate park and the main parking lot on the west side of the Complex. The project will be phased so that some parking will be available at all times. The project timing is crucial since the new Mystique Ice Arena will be open this fall and this facility will utilize some of the available parking in the west parking lot. The project will include the reshaping of portions of the two lots, followed by a 2 -inch asphalt overlay. Per the agreement between the City and the Dubuque Community Ice & Recreation Center (DICE), lighting around the parking lot perimeter will be installed, coordinated, and paid by DICE. The lighting will be installed under a separate contract by DICE. DICE has its engineer designing the lighting system, and they will coordinate with Engineering and Leisure Services on the installation. recommend approval of the plans, specifications, form of contract and the estimated cost for the McAleece Park and Recreation Complex Parking Lot Reconstruction Project. BUDGET IMPACT The estimate of probable cost for the McAleece Park and Recreation Complex Parking Lot Reconstruction Project is as follows: Estimate Construction Contract $241,603.35 Contingency 24,160.34 Construction Engineering & Inspection 9,766.31 Total Project Cost $275,530.00 The project funding summary is as follows: Fund CIP No. Fund Description Amount McAleece Park and Recreation Complex Re- Construct 1022191 Parking Lots $275,530.00 Total Funding $275,530.00 ACTION TO BE TAKEN respectfully request that the City Council adopt the attached resolution approving the plans, specifications, form of contract and the estimated cost for the McAleece Park and Recreation Complex Parking Lot Reconstruction Project. Prepared by Jon Dienst, PE cc: Jenny Larson, Budget Director John Klostermann, Street & Sewer Maintenance Supervisor Marie Ware, Leisure Services Manager Pat Prevenas, Recreation Division Manager Michael Kruser, Engineering Technician APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE MCALEECE PARK AND RECREATION COMPLEX PARKING LOT RECONSTRUCTION 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 McAleece Park and Recreation Complex Parking Lot Reconstruction Project, in the estimated amount $275,530.00, are hereby approved. Attest: Passed, adopted and approved this 7th day of June 010. Roy D. Buol, Mayor eanne F. Schneider, CMC, City Clerk RESOLUTION NO. 185 -10 Masterpiece on the Mississippi Dubuque kiltel AII•AmericaCity ' m 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: McAleece Park and Recreation Complex Parking Lot Reconstruction (FY11 - CIP 1022191) DATE: May 11, 2010 City Engineer Gus Psihoyos recommends initiation of the bidding process for the McAleece Park and Recreation Complex Parking Lot Reconstruction Project, and further recommends that a public hearing be set for June 7, 2010. I concur with the recommendation and respectfully request Mayor and City Council approval. MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer Michael C. Van Milligen Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer DATE: May 10, 2010 SUBJECT: McAleece Park and Recreation Complex Parking Lot Reconstruction (FY11 - CIP 1022191) INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the McAleece Park and Recreation Complex Parking Lot Reconstruction Project. DISCUSSION The McAleece Park and Recreation Complex Parking Lot Reconstruction Project will reconstruct both the east parking lot by the skate park and the main parking lot on the west side of the Complex. The project will be phased so that some parking will be available at all times. The project timing is crucial since the new Mystique Ice Arena will be open this fall and this facility will utilize some of the available parking in the west parking lot. The project will include the reshaping of portions of two lots, followed by a 2 -inch asphalt overlay. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Notice of Public Hearing on Plans& Specifications Public Hearing Receipt of Bids Award Construction Contract Project Completion Date Dubuque keitill All-America City 1111r 2007 May 17, 2010 May 21, 2010 May 21, 2010 June 7, 2009 June 10, 2009 June 21, 2009 August 15, 2010 RECOMMENDATION I recommend that the City Council establish a date for the public hearing and authorize the City Clerk to advertise for proposals for the McAleece Park and Recreation Complex Parking Lot Reconstruction Project. BUDGET IMPACT The estimate of probable cost for the McAleece Park and Recreation Complex Parking Lot Reconstruction Project is as follows: Estimate Construction Contract $241,603.35 Contingency 24,160.34 Construction Engineering & Inspection 9,766.31 Total Project Cost $275,530.00 The project funding summary is as follows: Fund CIP No. Fund Description Amount McAleece Park and Recreation Complex Re- Construct 1022191 Parking Lots $275,530.00 Total Funding $275,530.00 ACTION TO BE TAKEN The City Council is requested to establish the date of the public hearing and to authorize the City Clerk to advertise for proposals through adoption of the enclosed resolutions for the McAleece Park and Recreation Complex Parking Lot Reconstruction Project. Prepared by Jon Dienst, PE cc: Jenny Larson, Budget Director John Klostermann, Street & Sewer Maintenance Supervisor Marie Ware, Leisure Services Manager Pat Prevenas, Recreation Division Manager Michael Kruser, Engineering Technician RESOLUTION NO. MCALEECE PARK AND RECREATION COMPLEX PARKING LOT RECONSTRUCTION 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 McAleece Park and Recreation Complex Parking Lot Reconstruction Project, in the estimated amount $275,530.00, 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 7 day of June, 2010, at 6:30 p.m. in the Historic Federal Building Council Chambers 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. The McAleece Park and Recreation Complex Parking Lot Reconstruction 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 a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not less than four but not more than forty -five days before the date for filing bids before 2:00 p.m. on the 10 day of June, 2010. 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 6:30 p.m. on the 21st day of June, 2010, in the Historic Federal Building Council Chambers (second floor), 350 West 6 Street, Dubuque, Iowa. Attest: Passed, adopted and approved this day of , 2010. Jeanne F. Schneider, CMC, City Clerk Roy D. Buol, Mayor NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE MCALEECE PARK AND RECREATION COMPLEX PARKING LOT RECONSTRUCTION PROJECT NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimated cost for the McAleece Park and Recreation Complex Parking Lot Reconstruction Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 7 th day of June, 2010, in the Historic Federal Building Council Chambers (second floor), 350 West 6 th Street, Dubuque, Iowa. 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. 2010. The scope of the Project is as follows: The reconstruction of the east and west parking lots of the McAleece Park and Recreation Complex. This work will include full depth repairs, minor grading to fix drainage issues and 2 -inch asphalt overlay of the existing parking lots. 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 day of Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT MCALEECE PARK AND RECREATION COMPLEX PARKING LOT RECONSTRUCTION PROJECT Time and Place for Filing Sealed Proposals. Sealed bids for the work comprising each improvement as stated below must be filed before 2:00 p.m. on June 10 2010, in the Office of the City Clerk, City Hall - First Floor, 50 West 13 Street, Dubuque, Iowa. Time and Placed Sealed Proposals Will be Opened and Considered. Sealed proposals will be opened and bids tabulated at 2:00 p.m. on June 10 2010, at City Hall - Conference Room C, 50 West 13 Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on June 21, 2010. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time for Commencement and Completion of Work. Work on each improvement shall be commenced within 10 days after the Notice to Proceed has been issued and shall be fully completed by August 15, 2010. Bid Security. Each bidder shall 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 shall be in the amount of ten percent (10 %) of the amount of the contract and shall 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 governmental entity may provide for a bidder's bond with corporate surety satisfactory to the governmental entity. The bid bond shall contain no conditions excepted as provided in this section. Contract Documents. Copies of the construction documents may be obtained at the Engineering Department, City Hall — Second Floor, 50 West 13 Street, Dubuque, Iowa 52001. No plan deposit is required. Preference for Iowa Products and Labor. By virtue of statutory authority, preference will be given to products and provisions grown and coal produced within the State of Iowa, and to Iowa domestic labor, to the extent lawfully required under Iowa statutes. Sales Tax. The bidder should not include sales tax in its bid. A sales tax exemption certificate will be available for all material purchased for incorporation in the project. General Nature of Public Improvement. McAleece Park and Recreation Complex Parking Lot Reconstruction, CIP 1022191 This project will involve the reconstruction of the east parking lot and west parking lot that surround the McAleece Park and Recreation Complex. The project will be a two - phased project so that parking in at least half of the parking lot will be available at all times. The project will involve some grading and full depth core out to fix existing drainage issues, followed by a 2 -inch asphalt overlay over both parking lots. This work also includes a small amount of pavement striping to delineate parking areas. Published in the Telegraph Herald, May 21, 2010.