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Port of Dubuque Marina Dock System and Utilties Project Bid Package #1Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Port of Dubuque Marina Project Bid Package No 1 - Transient Docks and Utilities (CIPs 1011861, 1021861, 3501861) DATE: March 2, 2011 MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer Mi eel C. Van Milligen Dubuque hitid All- America city P 2007 City Engineer Gus Psihoyos recommends initiation of the bidding process for the Dubuque Marina Project, Bid Package No. 1 — Transient Docks and Utilities, and further recommends that a public hearing be set for March 21, 2011. I concur with the recommendation and respectfully request Mayor and City Council approval. Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer c��.___ Y Y . g SUBJECT: Port of Dubuque Marina Project Bid Package No. 1 - Transient Docks and Utilities (CI Ps 1011861, 1021861, 3501861) DATE: March 2, 2011 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Port of Dubuque Marina Project, Bid Package No. 1 - Transient Docks and Utilities. BACKGROUND Dubuque bittl AI-Ame Ica Cily ' 2007 In 2005, the Abonmarche Group, a consulting firm specializing in marina development, completed a comprehensive transient boating market feasibility study for the local tri- state area. The study's purpose was: • To determine if a market exists for improved transient marina facilities. • To validate local assumptions and determine if the expenditure of financial resources will attract transient boaters. The market feasibility study indicated a strong demand for slips for transient boaters that cannot be met by the area's existing private marinas. This statistical study indicates a theoretical potential demand for 800 slips in the primary and secondary Dubuque market area. This, coupled with the full occupancy and waiting list at some marinas, leads to the conclusion regarding an actual demand for approximately 200 transient slips for the primary market area for Dubuque. The feasibility study found sufficient market demand and validates local expectations about the market for improved facilities. Based on the credible findings of the market feasibility study, the City of Dubuque, in cooperation with the Iowa Department of Natural Resources (Iowa DNR), in 2007 was awarded an unprecedented $3,037,802 BIG (Boating Infrastructure Grant) Tier II grant from the U.S. Fish and Wildlife Service (U.S. FWS) to develop a transient boating facility at the Port of Dubuque. Initially, the planned site for the marina facility was to be located on the main channel of the Mississippi River, immediately downstream of the railroad train bridge. However, due to the river site challenges, the significantly over budget cost projections, and the inability to incorporate and provide the required amenities as stated in the City's BIG Tier II grant proposal, the original main channel location was determined no longer a viable option. City staff also recommends proceeding forward with the Ice Harbor as the preferred alternate location for the marina project. On November 16th, 2009, the City Council concurred with the staff recommendation to proceed forward with the Ice Harbor as the most economically viable, preferred alternate location for the marina project. Staff has worked actively with property owners and stakeholders within the harbor to discuss the plans for an expanded transient marina. Stakeholder participants included Newt Marine, U.S. Coast Guard, Dubuque River Rides and National Mississippi River Museum and Aquarium. A set of design and layout parameters were discussed based upon navigational and operational considerations. Numerous conceptual layouts were analyzed and presented to the Ice Harbor stakeholders for input. After a lengthy review process, the City has reached consensus approval on the final transient dock design layout of which a copy is included for reference. DISCUSSION The new and expanded Port of Dubuque Marina facility will be located along the northerly shoreline of the Ice Harbor, adjacent to the new National Rivers Center and the Museum's future outdoor Mississippi Plaza. The existing 25 floating courtesy docks, which are currently located adjacent to Ice Harbor Park, will be incorporated into the new marina. The expanded marina facility will add an additional 45 slips, for a net total of 70 transient slips, consisting of 46 — 30 -foot slips, 20 — 40 -foot slips, 4 — 50 -foot slips, and will include water and electrical connections; a fuel dock and sanitary pump -out facilities. The marina facility will have two (2) shore entry/exit locations and each will have an 80 -foot, ADA- compliant access gangway. Attached is a conceptual graphical rendering of the expanded 70 -slip marina facility. In order to meet the elevated expectations that recreational boaters demand in today's market, the Port of Dubuque Marina project will also include the construction of a new amenities service building. The amenities building will be located abutting the southeast corner of the National Rivers Center. The amenities building will provide services and accommodations such as marina management facilities; dockside restrooms; shower suites; a laundry facility; and a ship store. Attached is a conceptual graphical rendering of the amenities building. In an effort to incorporate sustainable design and construction initiatives into the project, the floating docking system will include the installation of solar - powered lighting located throughout the main walkway isles and recycled composite decking materials versus the conventional pressure treated wood decking. The amenities building will also include the use of construction material recycling practices; energy star rated mechanical and electric equipment and the use of thermal efficient glass to allow natural light into the store and office spaces. BID PACKAGES The Port of Dubuque Marina project will be split into two (2) bid packages. Bid Package No. 1 - Transient Docks and Utilities will include dock fabrication, assembly and installation, fuel system installation, and the installation of water, sewer, electric, and communication services. Bid Package No. 2 - Amenities Building will include the conventional vertical building construction elements, including furnishings, fixtures and equipment. PROJECT SCHEDULE The project development schedule for the Port of Dubuque Marina Project, Bid Package No. 1 - Transient Docks and Utilities is as follows: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Publish Public Hearing Notice on Plans & Specs Public Hearing on Plans & Specifications Pre -Bid Construction Conference Receipt of Bid Proposals (Bid Letting) Award Construction Contract Project Completion Date March 7, 2011 March 10, 2011 March 10, 2011 March 21, 2011 March 23, 2011 April 7, 2011 April 18, 2011 August 1, 2011 The public bidding process for Bid Package No. 2 - Amenities Building will be initiated at the March 21, 2011 City Council meeting. RECOMMENDATION I would recommend that the City Council establish the date of March 21, 2011 for the public hearing, and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate of probable cost for the Port of Dubuque Marina Project, including both Bid Package No. 1 - Transient Docks & Utilities and Bid Package No. 2 - Amenities Building is summarized as follows: Estimate Bid Package No. 1 - Transient Docks and Utilities $ 2,500,265 Bid Package No. 2 - Amenities Building 968,000 Contingency 283,887 Consultant Services - Engineering Design 311,400 Construction Administration & Inspection 63,200 Total Project Cost $ 4,126,752 The project funding summary is as follows: CIP No. Fund Description 3501861 Boating Infrastructure (Tier II) Grant 3501861 Transient Boat Docks Total Project Funding Fund Amount $ 3,037,802 1,088,950 $ 4,126,752 The maximum budget for the project is $4,126,752 including preliminary and final design, environmental review and construction. The estimate of probable cost includes an 8% contingency and will also include several alternate bid items to allow for flexibility when reviewing bid proposals to ensure that the project remains within budget. 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 the adoption of the enclosed resolutions. Prepared by Robert Schiesl, Assistant City Engineer cc: Jenny Larson, Budget Director Marie Ware, Leisure Services Manager Laura Carstens, Planning Services Manager Martin Konrad, Iowa DNR Brett Oftedahl, JJR RESOLUTION NO. 84 - 11 PORT OF DUBUQUE MARINA PROJECT BID PACKAGE NO. 1 - TRANSIENT DOCKS AND UTILITIES 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 Port of Dubuque Marina Project, Bid Package No. 1 - Transient Docks and Utilities, in the estimated amount $4,126,752.00, 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 21 day of March, 2011, 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 Tess 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 Port of Dubuque Marina Project, Bid Package No. 1 - Transient Docks and Utilities 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 7 day of April, 2011. 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 18 day of April, 2011, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 7th day of March , 2011 1 Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE PORT OF DUBUQUE MARINA PROJECT BID PACKAGE NO. 1 — TRANSIENT DOCKS AND UTILITIES 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 Port of Dubuque Marina Project, Bid Package No. 1 — Transient Docks and Utilities, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 21 day of March, 2011, in the Historic Federal Building Council Chambers (second floor), 350 West 6 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. The scope of the Project is as follows: Dock fabrication, assembly and installation, fuel system installation, and the installation of water, sewer, electric, and communication services. 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 , 2011. Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT PORT OF DUBUQUE MARINA PROJECT BID PACKAGE NO. 1 — TRANSIENT DOCKS AND UTILITIES 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 April 7, 2011, in the Office of the City Clerk, City Hall - First Floor, 50 West 13 Street, Dubuque, Iowa. Time and Place Sealed Proposals Will be Opened and Considered. Sealed proposals will be opened and bids tabulated at 2:00 p.m. on April 7, 2011, at City Hall - Conference Room B, 50 West 13 Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on April 18, 2011. 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 1, 2011. 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. Paper copies of the construction documents may be obtained at the Engineering Department, City Hall — Second Floor, 50 West 13 Street, Dubuque, Iowa 52001 beginning December 27, 2010. 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. Port of Dubuque Marina Project, Bid Package No. 1 - Transient Docks and Utilities CIPs 1011861, 1021861, 3501861 Dock fabrication, assembly and installation, fuel system installation, and the installation of water, sewer, electric, and communication services Pre -Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre -Bid Construction Conference to be held at 1:00 PM on March 23, 2011, in Conference Room A, City Hall — 50 West 13 Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, March 10, 2011.