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POD Outdoor Plaza Phase 1THE CITY OF DUB E ~,-~-~ MEMORANDUM March 27, 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Port of Dubuque Outdoor Plaza Phase 1 CIP: 3601865 City Engineer Gus Psihoyos recommends initiation of the bidding process for the Port of Dubuque Outdoor Plaza Phase 1 Project, and further recommends that a public hearing be set for May 7, 2007. I concur with the recommendation and respectfully request Mayor and City Council approval. ~. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer THE CITY OF Dus E MEMORANDUM ~-~~ March 26, 2007 TO: Michael C. Van Milligen, City Manage FROM: Gus Psihoyos, City Engineer SUBJECT: Port of Dubuque Outdoor Plaza Phase 1 CIP: 3601865 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Port of Dubuque Outdoor Plaza Phase 1 Project. BACKGROUND On July 5, 2006, the City Council approved the selection of Durrant Group, Inc. to provide architectural and engineering services for the Port of Dubuque park, outdoor plaza, and parking lot festival enhancements associated with the McGraw-Hill building project. On a regular basis, City staff, including Assistant City Manager Cindy Steinhauser, Project Manager Steve Brown, Economic Development Director David Heiar, Leisure Services Manager Gil Spence, Park Division Manager Bob Fritsch, Parking System Supervisor Tim Horsfield and Associate Planner Kyle Kritz, have met with representatives from McGraw-Hill and Durrant to discuss design issues and coordination of project construction. As part of the design process for the park, the view corridor established with the construction of the Grand River Center will be preserved. In addition, there are six retail vendor locations identified along Bell Street and Fifth Street. These vendor locations provide an alternate to the first floor retail component that is normally required in new construction at the Port of Dubuque. The design for the park and parking lot also maximizes the utilization of this area for public, private, and commercial usage as a festival site area. Based on available funding, the project has been divided into two phases. - Phase I includes the construction of amenities for the parking lot including a gated control system, emergency telephone system locators, 5th Street storm sewer extension, electrical and water services for the festival site, retail vending locations, a plaza area in front of the McGraw-Hill facility main entrance, landscaping and turf establishment. Phase I is anticipated to be completed by July 18, 2007. - Phase II includes the: landscaping (40-foot wide decorative concrete surface for the length of the view corridor, raised flower beds, ornamental trees, shrubbery, and accent lighting for the park) and an approximate 40- by 40-foot children's play area at the western end of the park. Funding for Phase II has been budgeted in FY12. DISCUSSION As part of the development agreement, the City of Dubuque is responsible for the design and construction of the following: A public outdoor plaza area that will consist of an approximately 45-foot by 30-foot area between the Bell Street sidewalk and the front entrance to the office building for McGraw-Hill Companies. - A park that consists of a greenspace area approximately 100-foot by 400-foot between the 5th Street sidewalk and the proposed McGraw-Hill building. A gated control system for the parking lot. McGraw-Hill will be responsible for construction of the parking lot that will consist of 513 parking spaces immediately west of the McGraw-Hill office building. This parking lot will primarily serve as office parking for employees of McGraw-Hill Companies from 7 a.m. to 6 p.m., Monday through Friday. The parking lot will also be used as a festival site for the Port of Dubuque, with electric and water services sufficient to support these events. The gate control system will be installed at three locations to control access into the parking lot. The system will let McGraw-Hill employees into the lot by card access and allow the public to pay by cash, debit or credit card when using the lot. PROJECT SCHEDULE Initiate Public Bidding Process April 2, 2007 1St Advertisement for Bids April 3, 2007 2"d Advertisement for Bids April 6, 2007 Pre-Bid Construction Conference April 17, 2007 Receipt of Bids April 25, 2007 Notice of Public Hearing on Plans and Specifications April 27, 2007 Public Hearing May 7, 2007 Award of Contract May 7, 2007 Completion Date July 18, 2007 RECOMMENDATION It is recommended that the City Council establish the date of the public hearing and authorize the City Clerk to advertise for proposals for the Port of Dubuque Outdoor Plaza Phase 1 Project. BUDGET IMPACT Port of Dubuque Outdoor Plaza Phase 1 and the associated costs are as follows: BASE DESIGN - Parking Control (Gated Access, Card Reader and Payment $ 144,761 System for McGraw-Hill Employees and the Public) - Parking Lot Festival Utility Enhancements $ 153,079 - Fifth Street and Bell Street -Plaza Area 73,405 - Construction Contingency (5%) 18,562 Construction Subtotal $ 389,807 BID ALTERNATES - Parking Control $ 140,785 - Vendor Spaces 81,032 - Fifth and Bell Irrigation 28 003 Alternate Subtotal $ 249,820 ASSOCIATED PROJECT EXPENDITURES - Consultants/City Engineering Fees $ 89,000 - Reimbursable Expenses 2,500 - Code Blue Emergency Telephone System Locations (2) 12,000 - Fiber Optic Installation for Parking Control 42,000 - Storm Sewer Extension to Accommodate Future Port of Dubuque 118,000 Site Development Other Cost Subtotal $263,500 Total Project Cost 903 126 The project funding summary is as follows: CIP No. Fund Descriation Fund Amount 3601855 McGraw-Hill Land Sale (General) $ 379,738 7001050 Ice Harbor/Port of DBQ Utilities 109,000 7001521 Port of Dubuque Existing Lots 45,945 7001511 Port of Dubuque Fiber Optics 76,166 Parking Construction Fund (Cash Balance) 200,000 7001052 Conference Center -Savings 92,277 Available Total Project Funding 903 126 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 attached resolutions. Prepared by Steven Sampson Brown, Project Manager cc: Cindy Steinhauser, Assistant City Manager David Heiar, Economic Development Director Jenny Larson, Budget Director Laura Carstens, Planning Services Manager Gil Spence, Leisure Services Manager Bob Fritsch, Park Division Manager Tim Horsfield, Parking System Supervisor Kyle Kritz, Associate Planner RESOLUTION NO. 187-07 PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE PORT OF DUBUQUE OUTDOOR PLAZA PHASE 1 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 Outdoor Plaza Phase 1, in the estimated amount $903,126, are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this 2nd day of April 2007. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 188-07 FIXING DATE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE PORT OF DUBUQUE OUTDOOR-PLAZA PHASE 1 Whereas, the City Council of the City of Dubuque, Iowa has given its preliminary approval to the proposed plans, specifications, form of contract, and estimated cost for the Port of Dubuque Outdoor Plaza Phase 1 (the Project) and ordered the same to be on file in the office of the City Clerk for public inspection. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That a public hearing will be held on the 7th day of May, 2007, 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 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. Passed, adopted and approved this 2nd day of April, 2007. Attest: Jeanne F. Schneider, CMC, City Clerk April , 2007. Roy D. Buol, Mayor RESOLUTION NO. 189-07 ORDERING THE ADVERTISEMENT FOR BIDS FOR THE PORT OF DUBUQUE OUTDOOR PLAZA PHASE 1 NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Port of Dubuque Outdoor Plaza Phase 1 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. That 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 more than twenty days but not more than forty-five days before the date for filing bids at 2:00 p.m. on the 25th day of April, 2007. 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 the public hearing at 6:30 p.m. on the 7th day of May, 2007, in the Public Library Auditorium, 360 West 11th Street, Dubuque, Iowa. Passed, adopted and approved this 2nd day of April , 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 OUTDOOR PLAZA PHASE 1 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 Outdoor Plaza Phase 1, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 7th day of May, 2007, in the Public Library Auditorium, 360 West 11th 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: - A public outdoor plaza area that will consist of an approximately 45-foot by 30-foot area between the Bell Street sidewalk and the front entrance to the office building for McGraw-Hill Companies. - A park that consists of a greenspace area approximately 100-foot by 400-foot between the 5th Street sidewalk and the proposed McGraw-Hill building. A gated control system for the parking lot. McGraw-Hill will be responsible for construction of the parking lot that will consist of 513 parking spaces immediately west of the McGraw-Hill office building. This parking lot will primarily serve as office parking for employees of McGraw-Hill Companies from 7 a.m. to 6 p.m., Monday through Friday. The parking lot will also be used as a festival site for the Port of Dubuque, with electric and water services sufficient to support these events. The gate control system will be installed at three locations to control access into the parking lot. The system will let McGraw-Hill employees into the lot by card access and allow the public to pay by cash, debit or credit card when using the lot. 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 , 2007. Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT PORT OF DUBUQUE OUTDOOR PLAZA PHASE 1 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 25, 2007, in the Office of the City Clerk, City Hall -First Floor, 50 West 13th 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 April 25, 2007, at City Hall - Conference Room B, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on May 7, 2007. 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 July 18, 2007. 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 astate-chartered or federally chartered bank, or a certified share draft drawn on astate-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 in the City Engineer's office, City Hall -Second Floor, 50 West 13th Street, Dubuque, Iowa at the City Hall. 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 Outdoor Plaza Phase 1, CIP: 360-1855 The scope of the Project is as follows: - A public outdoor plaza area that will consist of an approximately 45-foot by 30-foot area between the Bell Street sidewalk and the front entrance to the office building for McGraw-Hill Companies. - A park that consists of a greenspace area approximately 100-foot by 400-foot between the 5th Street sidewalk and the proposed McGraw-Hill building. A gated control system for the parking lot. McGraw-Hill will be responsible for construction of the parking lot that will consist of 513 parking spaces immediately west of the McGraw-Hill office building. This parking lot will primarily serve as office parking for employees of McGraw-Hill Companies from 7 a.m. to 6 p.m., Monday through Friday. The parking lot will also be used as a festival site for the Port of Dubuque, with electric and water services sufficient to support these events. The gate control system will be installed at three locations to control access into the parking lot. The system will let McGraw-Hill employees into the lot by card access and allow the public to pay by cash, debit or credit card when using the lot. Pre-Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre-Bid Construction Conference to be held at 10 AM on April 17, 2007, at the City Hall -Conference Room A, 50 West 13th Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, April 3 and 6, 2007.