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Elm Street Parking Lot 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: Elm Street Parking Lot DATE: July 16, 2014 Dubuque band AI -America City r 2007 • 2012 • 2013 Parking Division Manager Tim Horsfield recommends initiation of the public bidding process for the construction of the Elm Street Parking Lot Project, and further recommends that a public hearing be set for August 4, 2014. 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 Tim Horsfield, Parking Division Manager THE CITY OF Dui Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Tim Horsfield, Parking Division Manager SUBJECT: Elm Street Parking Lot DATE: July 14, 2014 Dubuque bitetri All -America City 1 r 2007 • 2012 • 2013 INTRODUCTION The enclosed resolutions authorize the public bidding for the construction of an 82 stall public parking lot within the Historic Millwork District. This parking lot will provide a portion of the parking included in the development agreement with Novelty Iron Works. BACKGROUND In 2013 The City of Dubuque entered into a development agreement with Novelty Iron Works to provide up to 120 parking within the Historic Millwork District, to assist in the redevelopment of the Novelty Iron Works building. The City purchased the property, between 9th and 11th street and adjacent to Elm Street, from the Iowa Department of Transportation. A portion of the property is being used for the terminal portion of the Intermodal Transportation Center This parking lot will be immediately adjacent to the terminal facility. DISCUSSION The Capital Improvement Budget includes $3,280,151 to begin the development of public parking within the Historic Millwork District. The parking will be constructed with concrete curb and gutter and asphalt pavement. The parking lot will have lighting that matches the street lighting used throughout the District and will be gate controlled. A Phase I and Phase II Environmental Site Assessments (ESA) were completed for the area, of the proposed parking lot, in May and June of this year. The Phase II ESA found two areas that show elevated levels of contaminants above the Statewide Standard for Contaminants in Soil. The environmental engineer provided the City with a map documenting the extent of the impacted soils and made recommendations for disposal of the impacted soils. The recommendation is to dispose of the impacted soils at a landfill that is able to accept the material. The Dubuque Metropolitan Area Solid Waste Agency (DMASWA) is capable of accepting this material. The estimated volume of impacted soils to be disposed at a landfill is approximately 1,600 tons. DMASWA quoted a price of $76.84 per ton for disposal. Engineering has estimated that an additional $6.25 per ton would be needed for trucking to this facility. The total fee per ton is estimated to be $83.09 per ton. DMASWA does provide a rebate to the City of $6.73 per ton after three months. This would reduce the fee to$76.36 per ton. The City is exploring other options for the disposal of the impacted soils, in an attempt to reduce project costs. The quantity of impacted soils may vary depending on what is or isn't found during construction. Excavation, along with additional soil sampling and testing, may find additional impacted soils or determine a lessor amount of impacted soils needing to be disposed of at a landfill. The current construction estimate is based on disposal of the impacted soil at the DMASWA facility until further testing can be completed during construction. PROJECT SCHEDULE The proposed development schedule for the Elm Street Public Parking Lot is: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Publish Public Hearing Notice on Plans & Specs Public Hearing on Plans & Specifications Receipt of Bid Proposals (Bid Letting) Award Construction Contract Project Completion Date July 21, 2014 July 25, 2014 July 25, 2014 August 4, 2014 August 7, 2014 August 18, 2014 October 1, 2014 RECOMMENDATION I recommend that the City Council establish a date for the public hearing for the construction of the Elm Street Parking Lot and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate of probable cost for Elm Street Parking Lot Project is summarized as follows: Construction Cost Estimate Contingency (10%) Engineering & Inspection Total Estimate Project Cost 2 Parking Lot $448,275.70 44, 827.57 73, 965.49 $567,068.76 The project funding summary is as follows: CIP No. FY Fund Description 3602250 2014 Millwork District Parking Total Project Funding Fund Amount $3,280,150.77 $3,280,150.77 The EIm Street Parking Lot project will be funded through the Millwork District Parking capital improvement project appropriation in the amount of $567,068.76. 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 adoption of the enclosed resolutions for the EIm Street Parking Lot project Prepared by Todd Irwin Cc: Jenny Larson, Budget Director Maurice Jones, Economic Development Director Gus Psihoyos, City Engineer Jon Dienst, Civil Engineer II Todd Irwin, Engineering Technician 3 RESOLUTION NO. 216-14 ELM STREET PARKING LOT 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 EIm Street Parking Lot Project, 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 4th day of August, 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 EIm Street Parking Lot 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 Tess than four but not more than forty-five days before the date for filing bids before 2:00 p.m. on the 7th day of August, 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 18th day of August, 2014, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubu• ue, Iowa. Passed, adopted and approved this 21st day of July, 2014. Roy D. Buol, Mayor NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE ELM STREET PARKING LOT 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 Elm Street Parking Lot Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 4th day of August, 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: Construct an 82 stall public parking lot within the Historic Millwork District. 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) 556-9948 at least 48 hours prior to the meeting. 2014. Published by order of the City Council given on the day of Kevin S. Firnstahl, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT ELM STREET PARKING LOT 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 7th day of August, 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 7th day of August, 2014, at City Hall - Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on 18th day of August, 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 commenced within 10 days after the Notice to Proceed has been issued and shall be fully completed by 1st day of October, 2014. 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. 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. Elm Street Parking Lot Project Construct an 82 stall public parking lot within the Historic Millwork District Published in the Telegraph Herald, 25m day of July, 2014.