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POD Parking Facility ProjectTHE CT£Y OF '. DUB E Masterpiece vn the Mississippi MEMORANDUM June 15, 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Port of Dubuque Parking Facility Project City Engineer, Gus Psihoyos is recommending initiation of the bidding procedure for the Port of Dubuque Public Parking Facility project. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/LW Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Dave Heiar, Economic Development Director Gus Psihoyos, City Engineer Wayne Briggs, Chief Operating Officer, Platinum Services Jonathan Swain, Chief Operating Officer, Peninsula Gaming THE CITY OF DUB E Masterpiece on the Mississippi MEMORANDUM June 15, 2007 TO: Michael C. Van Milligen, City Mana FROM: Gus Psihoyos, City Engineer SUBJECT: Port of Dubuque Parking Facility Project C I P #: 3601957 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Port of Dubuque Parking Facility Project. BACKGROUND The Development Agreement with the Diamond Jo, LLC (Peninsula Gaming) requires the City of Dubuque to design and construct the public parking facility on the Public Parking Facility Real Estate located in the Port of Dubuque. On February 5, 2007, the City Council approved a contract for approximately $1,110,500 with The Durrant Group, Inc., (Durrant) for the architectural design of the parking facility. On February 20, the City Council then approved the award of the construction management services (scheduling, cost estimating, bid package preparation, and construction administration) to Conlon Construction for $535,000. DISCUSSION The Port of Dubuque Parking Facility will be a city-owned facility north of the new Diamond Jo Casino, east of the new Durrant office building (former Adams Company), and south of the planned mixed-use development along Fifth Street. The facility will have entrances/exits to Bell Street and Ice Harbor Drive. A third entrance into the garage will be located at the southwest corner and connect with the west end of the Diamond Jo parking lot. The Diamond Jo will need to provide the City with a public access easement for the entrance prior to construction. The facility will accommodate 1,130 vehicles on four levels. Each level is approximately 126,000 square feet for a total square footage of approximately 508,000 square feet. The levels are connected by speed ramps at the request of the Diamond Jo; and each level will have direct connection to the Diamond Jo at two locations. The facility will have connections to the mixed-use development at two locations on all 4 levels for people parking in the garage. The parking facility will have four (4) stair towers and two (2) elevators for ease of access to each level. Other amenities will include: public restrooms on the main level; a snow chute from the top level to the main level for ease of snow removal; amaintenance/storage area under the first speed ramp; and landscaping as part of the building facade on the main level. The exterior of the facility will be a combination of brick, limestone, colored precast concrete, and metal. The final facade treatment for the north face of the parking facility will be dependent on the construction schedule of the mixed-use development. Two Add Alternates for the north facade treatment have been included to provide the City with the flexibility to construct no facade treatment, a temporary facade treatment and/or a permanent facade treatment. The final selection of a facade treatment will be based on time lapse between completion of the mixed-use development and the parking facility. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process June 18, 2007 Publish Notice to Bidders, Advertise for Bids June 22, 2007 Publish Public Hearing Notice on Plans & Specs June 22, 2007 Public Hearing on Plans & Specifications July 2, 2007 Pre-Bid Construction Conference June 28, 2007 Receipt of Bid Proposals (Bid Letting) July 12, 2007 Award Construction Contract (Special Council Meeting) July 26, 2007 Project Completion Date November 11, 2008 RECOMMENDATION I recommend that the City Council establish a date for the public hearing and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate of probable costs for the Port of Dubuque Parking Facility Project is as follows: Estimate Construction Cost $ 21,071,150 Contingency - 10% 2,080,000 Engineering/Architectural/Construction Admin/Inspection 1,800,500 LEED Certification & Commissioning 228,000 Total Base Project Cost $ 25,179,650 Optional Add Alternates: 1) North Facade Treatment Options: a) Add Exterior Brick Precast Panels & Landscaping to North (Permanent) b) Add Frames and Vinyl Mesh Panels to North Facade (Temporary) 2) Paint Columns 3) Power Assisted Doors at Restrooms 4) Power Assisted Doors at Elevator Lobbies Optional Deduct Alternate: Alternate Concrete Pavement System for Main Floor The funding summary is as follows: CIP No. Fund Description 3601957 Port of Dubuque Parking Facility Total Project Funding $ 1,100, 000 380,000 30,250 16, 500 24,000 - $ 670,000 Fund Amount ** ** The project costs, including all architectural, design, inspection, testing services, documentation, construction management, engineering services, construction work, 10% construction contingency, interim financing, and any other related costs are being funded by Urban Renewal Tax Increment Revenue Bonds issued by the City of Dubuque and escrowed funds provided by the Diamond Jo. The source of bond repayment is solely from the increment being created by the new Diamond Jo facility, along with a corporate guarantee from the Diamond Jo. The Diamond Jo is also required to pay $6,500,000 in cash up front which will be controlled by the City in an escrow account. It is anticipated that the taxes levied on the Diamond Jo Gambling Facility will be inadequate to fund the City's new public parking ramp. Therefore, the Diamond Jo will be required to sign a minimum assessment agreement that guarantees the base increment and any additional amount to the base increment that is sufficient to retire the parking ramp bonds. 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. Prepared by Steven Sampson Brown, Project Manager cc: Jenny Larson, Budget Director RESOLUTION NO. 348-07 PORT OF DUBUQUE PARKING FACILITY 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 Port of Dubuque Parking Facility Project, in the estimated amount $24,951,650 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 2~d day of July, 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. The Port of Dubuque Parking Facility 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 12 day of July, 2007. Bids shall be opened and read by the City Clerk at said time and will be submitted to the City Council, at a special Council meeting, for final action at the public hearing at 5:00 p.m. on the 26t" day of July, 2007, in the Public Library Auditorium, 360 West 11t" Street, Dubuque, Iowa. Passed, adopted and approved thisl8th day of June ~;''~007. ~' ~ <' r; fRoy D. Buol, Mayor Attest: r ,x ;. ~, ~ .Jeanne F. Schneider, CMC, City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE PORT OF DUBUQUE PARKING FACILITY 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 Port of Dubuque Parking Facility Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 2nd day of July, 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: The project consists of a 1,130-car parking facility at the Port of Dubuque in Iowa. This 508,000 square foot facility is designed as apost-tensioned cast in- place structure on an auger cast deep foundation system. It will have a 126,000 square foot on grade foot print and three elevated levels which will be accessed by three separate speed ramps, two stair towers and two elevator/stair towers. This facility will have the latest in security, mechanical ventilation, maintenance, and restroom areas. The facade will consist of precast panels, inlayed brick and limestone. 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 PARKING FACILITY 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 July 12, 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 July 12, 2007, at City Hall - Conference Room B, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at a special Council meeting on July 26, 2007 at 5 p.m. in the Public Library Auditorium, 360 West 11th Street, Dubuque, Iowa. 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 November 11, 2008. 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 at Tri- State Blue Print & Framing Company, 696 Central Avenue, Dubuque, Iowa 52001 (Voice: 563.566.3030). A plan deposit in the amount of $150.00 per set of construction documents or receipt of an AGC, AMC, AMEC, MBI, or NECA card is required. Deposits will be refunded upon return of the construction documents in good condition with ten (10) days after bid opening. Copies of the construction documents are also available at www.aeplans.com to view and print without charge. 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 Parking Facility The project consists of a 1,130-car parking facility at the Port of Dubuque in Iowa. This 508,000 square foot facility is designed as apost-tensioned cast in-place structure on an auger cast deep foundation system. It will have a 126,000 square foot on grade foot print and three elevated levels which will be accessed by three separate speed ramps, two stair towers and two elevator/stair towers. This facility will have the latest in security, mechanical ventilation, maintenance and restroom areas. The facade will consist of precast panels, inlayed brick and limestone. Pre-Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre-Bid Construction Conference to be held at 10:00 AM Central Time on June 28, 2007, at 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, June 22, 2007.