POD Outdoor Plaza Phase 1THE CITY OF
DUB E
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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
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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.