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E.B. Lyons Interpretive Area Expansion Project_InitiateTHE CITY OF Dui Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: EB Lyons Interpretive Area Expansion Project (CIP 1002171) DATE: April 29, 2014 Dubuque band AI -America City r 2007 • 2012 • 2013 City Engineer Gus Psihoyos recommends initiation of the bidding process for the EB Lyons Interpretive Area Expansion Project, and further recommends that a public hearing be set for May 19, 2014. 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 Gus Psihoyos, City Engineer THE CITY OF DUB Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer/ DATE: April 25, 2014 SUBJECT: EB Lyons Interpretive Area Expansion Project (CIP 1002171) INTRODUCTION Dubuque Al-Amalca City 2007 • 2012 • 2013 The enclosed resolutions authorize the public bidding procedure for the EB Lyons Interpretive Area Expansion Project. BACKGROUND In 2011 the City, Iowa Department of Natural Resources (IDNR), Friends of the Mines of Spain (FMOS) and Iowa Natural Heritage Foundation (INHF) came together with a common goal of protection and expansion of the EB Lyons Interpretive Center. The Bottoms farm (52 acres) which abuts the EB Lyons Property came up for sale at auction in August 2011. The Iowa Natural Heritage Foundation purchased the property at that auction. The City and the Iowa Natural Heritage Foundation had a purchase agreement enacted for the property. The City then applied for grants to assist with the acquisition costs. The City formally acquired the property in December 2013. The Iowa Department of Natural Resources then led a planning effort for the addition. Community members, including the Friends of the Mines of Spain, were actively engaged in the planning process that resulted in a master plan for the EB Lyons Interpretive Area Addition. Through cooperative efforts led by Planning Services Manager Laura Carstens, grants have been received through the Iowa Department of Natural Resources Resource Enhancement and Protection Grant Program, Land and Water Conservation Fund grant program; Iowa Department of Transportation State Recreational Trails grant program and Integrated Roadside Vegetation Management Program. The Friends of the Mines of Spain has also been involved in private fundraising. In 2013, the remainder of the Edwin B. Lyons Irrevocable Trust was disbursed to the City of Dubuque in the amount of $471,000 to be used to help fund the expansion of EB Lyons Interpretive Center. In 2013, IIW, P.C. was selected by the City to provide professional engineering, surveying, construction management and grant administration for the proposed expansion project. Since June of 2013, Engineering, Planning, Leisure Services, INHF, IDNR, IDOT and IIW discussed in detail the project and coordination. The Engineering Department in coordination with the Wayne Buchholz, IDNR Ranger at EB Lyons, solicited bids and hired a local deconstruction firm to remove the existing farm buildings from the property in preparations for the upcoming expansion project. Wayne Sharkey and his crew removed the buildings beginning in November 2013 and completed the work in March 2014. DISCUSSION The EB Lyons Interpretive Area Expansion Project will include a new ADA accessible trail from the current EB Lyons building to a new trail along a planted prairie with an overlook, two new parking lots to serve the trail, a shelter, a pit latrine toilet, drinking fountain, kiosk, expanded parking near the nature center building and improved visibility for the entrance into EB Lyons Interpretive Center. In particular, the expansion of EB Lyons Interpretive Area will include: — Construction of a concrete trail and concrete pad to serve as an outdoor classroom including associated grading and culvert installations — Construction of concrete sidewalks to connect the current interpretative center to the trail and parking lots — Construction of stormwater management components — Construction of two parking Tots and associated grading — Expansion of one parking lot and associated grading — Construction of a toilet facility and associated electric services — Construction of an open air pavilion and associated electric services — Construction of a kiosk — Installation of a water service — Site grading and utilities to accommodate a maintenance shop — Provide and install limestone benches The Iowa Department of Natural Resources is bidding a separate project to replace the existing maintenance building at EB Lyons. They will manage that project separately but in coordination with this project. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Publish Public Hearing Notice on Plans & Specs 2 May 5, 2014 May 9, 2014 May 9, 2014 Public Hearing on Plans & Specs, Spec Assessments Receipt of Bid Proposals (Bid -Letting) Award Construction Contract Project Completion Date RECOMMENDATION May 19, 2014 June 5, 2014 June 16, 2014 July 31, 2015 I recommend that the City Council give preliminary approval to the construction plans and specifications and approve the Resolution of Necessity, establish May 19, 2014, as the date of the public hearing, and hereby authorize the City Clerk to advertise for bid proposals for the EB Lyons Interpretive Area Expansion Project. BUDGET IMPACT The estimate of probable cost for the EB Lyons Interpretive Area Expansion Project is as follows: Estimate Construction Contract $ 893,079.00 Contingency 89,308.00 Construction Engineering & Inspection 71 750.00 Total Project Cost $1.054,137.00 The project funding summary is as follows: Fund CIP No. Fund Description Amount 1002171 Land and Water Conservation Grant $ 33,900.00 IDOT State Recreational Trails Grant 170,500.00 Resource Enhancement and Protection Grant (REAP) 200,000.00 Friends of the Mines of Spain Fundraising 178,737.00 EB Lyons Trust 471,000.00 Total Project Funding $1,054.137.00 REQUESTED ACTION The City Council is requested to give preliminary approval to the Resolution of Necessity, establish the date of the public hearing, and authorize the City Clerk to advertise for bid proposals through the adoption of the enclosed resolutions for the EB Lyons Interpretive Area Expansion Project. Prepared by Jon Dienst, PE cc: Jenny Larson, Budget Director Laura Carstens, Planning Services Manager Marie Ware, Leisure Services Manager Angela Corio, Iowa DNR Julie Neebel, IIW 3 RESOLUTION NO. 138-14 E. B. LYONS EXPANSION 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 E. B. Lyons Expansion Project in the estimated amount $1,054,137.00, 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 19th day of May, 2014, 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 EB Lyons Expansion 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 5th day of June, 2014. 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 16th day of June, 2014, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 5th day of May, 2014. Attest: ,D Roy D. Buol, Mayor NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE: EB LYONS EXPANSION 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 EB Lyons Expansion Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 19th day of May, 2014, in the Historic Federal Building Council Chambers (second floor), 350 West 6th 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: Construction of a trail, parking lots, pavilion, pit toilet, kiosk, and site grading at the E.B. Lyons Interpretative Center - Construction of a PCC trail and concrete pad to serve as an outdoor classroom including associated grading and culvert installations - Construction of concrete sidewalks to connect the current interpretative center to the trail and parking lots - Construction of stormwater management components - Construction of two parking lots and associated grading - Expansion of one parking lot and associated grading - Construction of a pit toilet facility and associated electric services - Construction of an open air pavilion and associated electric services — Construction of a kiosk Installation of a water service - Site grading and utilities to accommodate a maintenance shop — Provide and install limestone benches 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 2014. Kevin S. Firnstahl, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT E. B. LYONS INTERPRETIVE AREA EXPANSION 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 the 5th day of June, 2014, in the Office of the City Clerk, City Hall - First Floor, 50 West 13th 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 the 5th day of June, 2014, at City Hall - Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on 16th day of June, 2014. 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 completed based on the following schedule: Site grading associated with the maintenance building shall be completed by August 15, 2014. All conduits and foundations for electrical components shall be set by October 17, 2014. The trail, outdoor learning center, sidewalks, water services, pavilion, pit toilet, kiosk, and parking lots A and B shall be completed and open for use by October 22, 2014. Work on parking lot C in the area of the existing maintenance shop shall not be able to be started until June 1, 2015 and shall be completed by July 31, 2015. All work shall be fully completed by the 31St day of July 2015. Liquidated damages in the amount of $1,000.00 per calendar day will be assessed for each day that the work shall remain uncompleted. 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 13th Street, Dubuque, Iowa 52001. The Contract Documents will also be available on the City's website at www.cityofdubuque.orglbids.aspx 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. E. B. Lyons Interpretive Area Expansion Project C I P 1002171 Construction of a trail, parking lots, pavilion, pit toilet, kiosk, and site grading at the E. B. Lyons Interpretative Center — Construction of a PCC trail and concrete pad to serve as an outdoor classroom including associated grading and culvert installations — Construction of concrete sidewalks to connect the current interpretative center to the trail and parking lots — Construction of stormwater management components — Construction of two parking lots and associated grading — Expansion of one parking lot and associated grading — Construction of a pit toilet facility and associated electric services — Construction of an open air pavilion and associated electric services — Construction of a kiosk — Installation of a water service — Site grading and utilities to accommodate a maintenance shop — Provide and install limestone benches This project is funded in part by the Iowa Department of Transportation State Recreational Trail fund. Under the RT program bidders are required to make positive efforts to solicit bids/quotes from targeted small business (TSB) enterprises for material and/or subcontract work and submit such documentation with the bid. Published in the Telegraph Herald, 9th day of May, 2014. E.B. Lyons Interpretive Area Addition Mines of Spain State Recreation Area Woodland Expansion a r Wildlife Buffer Mown Path Overlook/ Outdoor Classroom ADA Accessible Trail To Existing Meskwaki Trail 1 Mines of Spain Existing Trails Mown Path Shelter -1 Restroom Youth Group Camp Area Information/Orientation Kiosk Existing E.B. Lyons lntrepretive Center Existing Historic Wine Cellar Prairie Trailhead Park Service Building Biorentention CeII Parking Expansion Existing Historic Pine Chapel Existing Historic 'Root Cellar Entrance & Visibility Improvements EB Lyons Interpretive Area Addition - Proposed Improvements .--.— February 2012 E. B. Lyons Interpretive Area Addition �.� E.B. Lyons Interpretive Area Boundary 0' 150' Mi ncs Sprain 300' 600' Masterpiece on the Mississippi Produced By: RDg Iowa Natural HrriLt t Foundation