Iowa and Locust Street Parking Ramps Repair Project AwardTHE CITY OF
Dui
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Iowa and Locust Ramp Repair Project Bid Award
DATE: March 25, 2014
Dubuque
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2007 • 2012 • 2013
Sealed bids were received for the Iowa and Locust Ramp Repair Project. Parking
Division Manager Tim Horsfield recommends award of the contract to the low bidder,
Western Waterproofing Company, in the amount of $364,087, which is 2.5% under the
engineer's estimate of $389,200.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
.1„.1-t44 ,,,,,
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Tim Horsfield, Parking Division Manager
THE CITY OF
DUB
Masterpiece on the Mississippi
Dubuque
kiAtZidi
AO -America City
1111 r
2007 - 2012 - 2013
Parking Division
830 Bluff Street
Dubuque, IA 52001
563-589.4267
www. cityofdubuque. org/parking
March 25, 2014
To: Michael C. Van Milligen, City Manager
From: Tim Horsfield, Parking Division Manager
Subject: Iowa and Locust Ramp Repair Project Bid Award
Introduction
This memo will provide information regarding the bidding process for structural repairs to the
Iowa and Locust Street parking ramps.
Background
As part of an ongoing Capital Improvement Project, each year the City has one of the parking
ramps inspected and evaluated by a professional structural engineering to verify the stability
of the facility for continued usage. This year we actually had two of the facilities inspected by
Walker Parking, those being the Iowa and Locust Street ramps. Though the ramps are safe
for vehicle parking, they are advising that some structural repairs are in need of completion
this year if at all possible. This report also coincides with a report six years ago by Desman
Associates and is actually the phase II of their recommendation.
Discussion
Subsequent to the original findings of the inspection, Walker Parking was contracted to
establish plans and specifications to complete the necessary repairs at this time. The repairs
include several concrete repairs in both ramps in the parking and travel areas of both ramps.
Some of these repairs will include replacement of rebar along with placement of several
areas of new deck sealant/coatings in both ramps. Also in both ramps, extensive stair tower
repair will be completed which will include the actual closing of stair towers for a period of
time. In addition, in the Locust Ramp, it was discovered that several areas of the limestone
cladding on the exterior of the ramp have deteriorated to the point that several of the metal
anchors are in need of replacement
As the repairs are being completed, we will at times have to relocate monthly customers from
their assigned areas. We hope to be able to accommodate these moves within the ramp
which they park. We will most likely displace some public/hourly parking areas to accomplish
this move. Anticipated completion date is August 29, 2014.
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On March 19, 2014, sealed bids were received. The results of which are indicated below.
Bi State Masonry $455,640.00
Innovative Masonry $546,739.00
Project Rest. $410,519.00
Vector Const. $373,370.00
E & H Restoration
Merit Const.
Ram Const.
Western Water.
$523,000.21
$561,027.00
$669,000.00
$364,087.00
The lowest bid submitted by Western Waterproofing from West Des Moines Iowa is 2.5%
under the engineer's estimate of $389,200.00. Funding for this project is included in the
Capital Improvement Plan (CIP # 730-1671).
Recommendation
I am recommending your approval and subsequent approval of awarding the contract to
Western Waterproofing Company in the amount of $364,087.00.
Cc: Maurice Jones, Economic Development Director
Jennifer Larson, Budget Director
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RESOLUTION NO. 112-14
AWARDING PUBLIC IMPROVEMENT CONTRACT FOR THE IOWA AND LOCUST
PARKING RAMP REPAIR PROJECT
Whereas, sealed proposals have been submitted by contractors for the Iowa and
Locust Parking Ramp Repair Project pursuant to Resolution No. 65-14 and Notice to
Bidders published in a newspaper in the City of Dubuque, Iowa on the 21st day of
February, 2014.
Whereas, said sealed proposals were opened and read on the 19th day of March,
2014 and it has been determined that Western Waterproofing of West Des Moines,
Iowa, with a bid in the amount of $364,087.00 is the lowest responsive, responsible
bidder for the Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
That a Public Improvement Contract for the Project is hereby awarded to Western
Waterproofing Company and the City Manager is hereby directed to execute a Public
Improvement Contract on behalf of the City of Dubuque for the Project.
Passed, approved and adopted this 7th day of April, 2014.
Attest:
�.. /i
°re;
Kevin �irnstahl, CM ,'City Clerk
PI 4/
Roy D. Buol, Mayor
THE CITY OF
Dui
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Proposed Changes to Special Events Permit Ordinance
DATE: March 27, 2014
Dubuque
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AI -America City
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2007 • 2012 • 2013
Assistant City Manager Cindy Steinhauser, City Clerk Kevin Firnstahl and Assistant City
Attorney Crenna Brumwell recommend City Council approval to changes to the Special
Events Permit Ordinance. They will be making a presentation.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
IA/1144 ,,,,„
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Cindy Steinhauser, Assistant City Manager
Kevin Firnstahl, City Clerk
Crenna Brumwell, Assistant City Attorney
THE CITY OF
Dui
Masterpiece on the Mississippi
March 25, 2014
To: Michael C. Van Milligen, City Manager
From: Cindy Steinhauser, Assistant City Manager
Kevin Firnstahl, City Clerk
Crenna Brumwell, Assistant City Attorney
Re: Proposed Changes to Special Events Permit ordinance
Dubuque
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AI -America City
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2007 • 2012 • 2013
Introduction
The purpose of this memorandum is to recommend changes to the Special Events
Permit ordinance.
Background
The City of Dubuque has a special event permit process and an established special
events committee that reviews and makes recommendations for special events held in
the city limits. This committee includes staff from the following departments: Police,
Fire, Engineering, Health, Parking, Transit, Emergency Communications and the City
Manager's office. Also included on the review team is Dan LoBianco from Dubuque
Main Street Ltd. On average, this committee reviews 125 — 140 special events
applications each year.
Attached for your review is a copy of the city of Dubuque Special Event Permit Booklet
and application. This application provides information on the various city requirements
for a special event and includes everything from site management, signage, parking,
traffic control, food service to public safety. Also included in this booklet is contact
information for the various city departments and helpful tips for a successful event. This
packet is distributed through the City Clerk's department and as part of the distribution
process the Permit Clerk walks the applicant through the process explaining each
section. The city also works with Dubuque Main Street to hold informational sessions
prior to festival season to go over the special event permit process.
The types of events that are required to fill out a Special Event Permit include: parades,
rallies or marches, block parties, festivals, fundraisers such as a walk or run, street
closures, fireworks, vigils, dedication ceremonies, remembrance ceremonies and events
on city property or right of way. This application is covered under Title 10-4 of the city
Code of Ordinances.
In March 2014, after a review of the existing special events ordinance, city staff
recommended revision of the ordinance to the City Council. These revisions involved
clarifying when a special event permit would be required on public or private property as
well as establishing a waiver policy in response to repeated requested from
organizations hosting special events. At the March 3, 2014 City Council meeting staff
presented their recommendations. Based upon the discussion, the City Council referred
the matter back to staff for additional information, clarification on what was being
proposed and the impact to the existing process. The purpose of this memo is to
provide additional information and clarification.
The first issue addressed in this memo involves courtesy permits. In 2004 and 2005, the
city saw an increase in gatherings on public right of way and many of these gatherings
were for the purposes of protesting a specific business. As a result, the city fielded a
number of citizen complaints regarding these demonstrations because they were
blocking access to public right of way (specifically access to sidewalks and streets). In
several specific instances, sidewalks were impassable and residents living in a cul-de-
sac could not access their homes or driveways due to the number of people gathered
and vehicles blocking the street. As a result of this and based upon research conducted
by city staff from the Police Department and City Attorney's office, the city code was
amended to require that groups of twenty -fine (25) or more would be required to obtain
a courtesy permit from the city of Dubuque. No one would be denied a permit and this
permit would be issued without charge and would simply include the day, time, manner
and conditions of the event. This policy allowed public safety officials to have the
contact information of the organizer(s) in advance in case there were complaints or calls
for service to the event that needed public safety response. This policy was later revised
based upon first amendment case law to require a courtesy permit for gatherings of 24
or less persons. However, the city code was not amended to reflect a change in
procedure.
Following the end of the 2011 special event season, the Special Event Permit
committee met to discuss issues regarding 2011 events and to suggest changes to the
existing permit process. This year-end review has been our practice for over 10 years.
Attached is the memo from January 2012 summarizing the year-end review and
requesting approval of several recommendations. Included in this memo was the
recommendation that special event permits be required for parish festivals and
motorized rides or runs. When the special event permit application process was
originally established parish festivals and motorized rides or runs were exempted. City
staff involved with the process at the time was unable to find documentation justifying
this exemption.
During the 2011 event season, the city experienced several motorcycle rides and runs
that impacted traffic management and safety. In addition, a local church festival
experienced a fire that had the potential to become a significant incident. In the case of
the church festival witnesses to the fire identified hazards and areas of concern. These
matters are typically addressed through the special event permit process including set-
up, fire safety hazards and ingress/egress. These situations raised concerns that these
private events have an impact on public safety and should be required to submit a
special event permit. As a result, in February 2012 City Council approved the
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recommendation that these events be required to obtain a special event permit.
Recognizing that this is a new requirement, the City Council approved for the first year
only that the special event permit fees be waived for these previously exempted
properties/events. City staff hosted a series of trainings/meetings in March 2012 to
review the permit application process, give tips in their area of expertise and to answer
specific questions by the organizers.
Lastly, as part of the permit process applicants are required to submit a completed
application a minimum of 30 -days prior to their event. As part of this submittal,
applicants must include a refundable deposit ($50 for non-alcoholic events, $300 for
events involving alcohol), a signed indemnity agreement and provide proof of insurance
as required by the city. Applicants are also charged a $50 non-refundable processing
fee to review and process the applications. In the past the city has received requests to
waive each of the various requirements and in response to recommendations from the
Safe Community Task Force, the City Council has waived the application fee, deposit
and insurance requirement for events such as neighborhood block parties.
Discussion
In response to increase requests to waive the fee, deposit, indemnity and insurance
requirements city staff from the City Manager's Office, City Clerks and Legal
Department met to review and develop a standardized Special Event Waiver Policy.
During the course of this review staff identified additional language in the ordinance that
needed revision based upon the background provided above. The following revisions
are being recommended in the proposed ordinance:
Despite the policy of requiring a courtesy permit for gatherings of 24 or less persons or
a special event permit for gatherings of 25 or more persons the existing ordinance
addresses groups of 25 or more and does not distinguish on the location of the group.
As a result, the current ordinance requires a permit for any gathering of 25 or more
whether that event takes place on public or private property. This is inconsistent with the
original intent of the policy and needs to be modified to reflect the original intent and
current practice. The proposed revision would also allow for gatherings of 24 or less to
file a courtesy permit if they so choose. This courtesy permit will be for informational
purposes only to facilitate public safety and will only include the day, time, location and
nature of the event. No fees, insurance or indemnity would be required.
The proposed revision further requires a special event permit for gatherings of 25 or
more persons on public right -or -way with requirements for fees, insurance and
indemnification.
Currently, for events on private property the current practice does not require a permit.
However, the ordinance does require a permit. This needs to be changed for
consistency. The proposed amendment to the code will specifically state that events on
private property ordinarily do not require a special events permit. A permit stating the
time, manner and location of such event will be required when the event sponsor knows
or reasonably should know that the event will substantially affect public health or safety
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or the peace and quiet of a neighborhood by reason of the number of persons attending
such event, the use of outdoor music or amplified noise, and the likely effect on traffic
and parking, and:
a. A fee is charged to attendees; or
b. The property possesses a zoning classification other than residential and
the event is outside of the original intent or purpose of the property or facility on
the property.
Example #1 (Permit required):
A big box retailer (zoned commercial) decides to hold a public monster truck rally in
their parking lot? The answers to the following questions must all be yes before a
permit will be required.
• Will the event substantially affect public health, safety, area noise, traffic and
parking?
• Is a fee charged to public attendees?
• Is the zoning other than residential?
• Is the event outside of the original intent or purpose of the facility/property?
Example #2 (No permit required):
An individual property owner is having a private wedding or graduation party (invitation
only) at their home? If the answer to any of the following questions is no, then a permit
is not required.
• Will the event substantially affect public health, safety, area noise, traffic and
parking?
• Is the event open to the public?
• Is a fee charged to attendees?
• Is the zoning other than residential?
• Is the event outside of the original intent or purpose of the facility/property?
Fees
There are no proposed changes to the existing fee structure or refundable deposit. The
proposed language simply cleans up and codifies the language regarding the permit fee
and refundable deposit.
Waiver Policy
The proposed language provides for the establishment of a waiver policy. A summary of
the waiver policy recommendation is as follows:
Permit Application Fee Waiver criteria:
• Veteran's events: including memorial services, parades, and Federal or State
designated holidays. The event for veterans must be organized by a Veteran's
organization.
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• Events that are identified as furthering the Safe Community Task Force
recommendations including such events as neighborhood gatherings,
neighborhood or community -wide cleanup.
• Vigils and parades for Federal or State designated holidays.
Deposit Fee Waiver (non-alcoholic events only):
• Veteran's events: including memorial services, parades, and Federal or State
designated holidays. The event for veterans must be organized by a Veteran's
organization.
• Events that are identified as furthering the Safe Community Task Force
recommendations including such events as neighborhood gatherings,
neighborhood or community -wide cleanup.
Insurance and Indemnity Waivers (non-alcoholic events only):
• Low -impact events: including events confined to a specific area and do not
encroach upon the travel portion of streets or sidewalks.
• Veteran's events: including memorial services, parades, and Federal or State
designated holidays. The event for veterans must be organized by a Veteran's
organization.
• Events that are identified as furthering the Safe Community Task Force
recommendations including such events as neighborhood gatherings,
neighborhood or community -wide cleanup.
This recommendation was developed after a review of current practices,
recommendations from the Safe Community Task Force and case law. The attached
ordinance establishes authority for the City Manager under Title 10-4 to grant waivers to
the Special Event Permit Application process.
The remaining changes to the ordinance, such as valet parking, are not substantial and
are noted as a revision simply due to separating the requirements from the special
events process.
While much of the proposed ordinance is the same as what was previously presented in
March 2014, there is one significant difference. The language referring to private
property and when a permit was or was not required was moved into its own section.
This was done because the previously proposed ordinance appeared to create
confusion between the distinction of private property and public right of way and when a
permit would be required.
Action
The requested action is for City Council to adopt the proposed ordinance revisions.
Cc: Pam McCarron, Permit Clerk
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