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POD Parking Facilities Project"I"HE CITY VI' ~~ DT.~B ~ ~ UE Mczster~7iecfr o~n tFic Mississippi MEMORANDUM June 28, 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Port of Dubuque Public Parking Facility Project CIP# 3601957 City Engineer Gus Psihoyos recommends City Council approval of the plans, specifications, form of contract and the estimated cost of $25,179,650 for the Port of Dubuque Public Parking Facility Project, re-set the deadline for submitting bids and authorize the City Clerk to re-advertise for bids based on the revised bid date of July 25, 2007. I concur with the recommendation and respectfully request Mayor and City Council approval. ~i~y~ / Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer THE CITY OF DuB E Masterpiece ors the Mississippi MEMORANDUM June 21, 2007 TO: Michael C. Van Milligen, City Manage FROM: Gus Psihoyos, City Engineer SUBJECT: Port of Dubuque Public Parking Facility Project CIP #: 3601957 INTRODUCTION The enclosed resolution is in reference to the public hearing on the Port of Dubuque Public Parking Facility Project. BACKGROUND The Port of Dubuque Public 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 third 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. "REVISED" PROJECT SCHEDULE Due to the potential of several out-of-area suppliers/manufacturers/contractors to be prospective bidders on the project, the City's Construction Manager, Conlon Construction has recommended that the bid-letting date be changed from July 12, 2007 to July 25, 2007. This two-week extension to the bid-letting date will allow out-of-area contractors sufficient time to receive copies of the bid documents and prepare a more thorough competitive bid. The "revised" 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 Pre-Bid Construction Conference Public Hearing on Plans & Specifications Republish Notice to Bidders, Readvertise for Bids Receipt of Bid Proposals (Bid Letting) Award Construction Contract (Special Council Meeting) Project Completion Date RECOMMENDATION June 18, 2007 June 22, 2007 June 22, 2007 June 28, 2007 July 2, 2007 July 6, 2007 July 25, 2007 August 14, 2007 November 11, 2008 recommend that the City Council approve the plans, specifications, form of contract and the estimated cost for the Port of Dubuque Public Parking Facility Project, re-set the deadline for submitting bids and authorize the City Clerk to readvertise for bids based on the revised bid date. BUDGET IMPACT The estimate of probable costs for the Port of Dubuque Public Parking Facility Project is as follows: Construction Cost Contingency - 10% Engineering/Architectural/Construction Admin/Inspection LEED Certification & Commissioning Total Base Project Cost Optional Add Alternates: 1) North Facade Treatment Options: Estimate $ 21,071,150 2,080,000 1,800,500 228,000 $ 25,179,650 a) Add Exterior Brick Precast Panels & Landscaping to North (Permanent) $ 1,100,000 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 380,000 30,250 16,500 24,000 - $ 670,000 Fund Amount 3601957 Port of Dubuque Public Parking Facility *** Total Project Funding *** There was some confusion about the financing explanation in the memorandum dated June 15, 2007. City Attorney Barry Lindahl advises that the funding is as follows: 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 the increment being created by the new Diamond Jo facility. The Diamond Jo will be required to sign a minimum assessment agreement that not only guarantees the base increment but also includes a provision requiring Diamond Jo to pay any additional amounts above the base increment that is necessary to retire the parking ramp bonds. The bonds will be further secured by a corporate guarantee from the parent company of the Diamond Jo, Peninsula Gaming. It is anticipated that the taxes levied on the Diamond Jo Gambling Facility will be adequate to fund the new public parking ramp. ACTION TO BE TAKEN The City Council is requested to approve the plans, specifications, form of contract and the estimated cost for the Port of Dubuque Public Parking Facility Project, re-set the deadline for submitting bids and authorize the City Clerk to readvertise for bids based on the revised bid date through the adoption of the enclosed resolutions. Prepared by Steven Sampson Brown, Project Manager cc: Jenny Larson, Budget Director David Heiar, Economic Development Director Tim Horsfield, Parking Division r RESOLUTION NO. 371-07 APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE PORT OF DUBUQUE PUBLIC PARKING FACILITY PROJECT 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 Public Parking Facility Project, in the estimated amount $25,179,650.00, are hereby approved. Passed, adopted and approved this 2nd day of July , X007. ,~ ,~ ~~ ~- ~ ~. ' Roy D. Buol, Mayor Attest: eanne F. Schneider, CMC, City Clerk RESOLUTION NO. 372-07 ORDERING THE RE-ADVERTISEMENT FOR BIDS FOR THE PORT OF DUBUQUE PUBLIC PARKING FACILITY PROJECT Whereas, by Resolution No. 348-07, the City Council ordered the advertisement for bids for the Port of Dubuque Public Parking Facility Project (the Project) and fixed the date for filing bids as the 12th day of July, 2007; and Whereas, the City Council believes it is in the public interest to extend the date for filing bids to the 25th day of July, 2007. NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Port of Dubuque Public Parking Facility Project is hereby ordered to be re-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 re-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 25th 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 5:00 p.m. on the 14th day of August, 2007, in the Public Library Auditorium, 360 West 11th Street, Dubuque, Iowa. Passed, adopted and approved this 2nd day of July , 2007. ~~ ~~ ~" ~. oy D. Buol, Mayor Attest: eanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT PORT OF DUBUQUE PUBLIC 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 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 July 25, 2007, at City Hall - Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at a special Council meeting on August 14, 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. Construction Plans and Specifications will be filed and available for viewing at the following plan room locations: • Dubuque Builders Exchange, 801 Cedar Cross Road, Dubuque, IA 52003 • McGraw-Hill Dodge, 3875 Elmore, Davenport, IA 52807 • Construction Update Plan Room, 221 Park Street, Des Moines, IA 50309 • Construction Update Plan Room, 612 Mulberry Street, Waterloo, IA 50703 • Construction Update Plan Room, 521 3rd Avenue SW, Cedar Rapids, IA 52404 • McGraw Hill Dodge, 939 Office Park Road, Suite 121, West Des Moines, IA 50265 • ILLOWA Plan Room, 520 24th Street, Rock Island, IL 61204 • Northern Illinois Building Contractors, 1111 S. Alpine Road, Suite 202, Rockford, IL 61108 • F. W. Dodge, 1411 Opus Place, Downers Grove, IL 60515 • Bid Plus Network, 4814 E. Broadway, Madison, WI 53716 • Builders Exchange of Milwaukee, 2600 North Mayfair Road, Milwaukee, WI 53226 • Contractors Exchange, 1513 S. 113th Street, West Allis, WI 53214 • La Crosse Builders Exchange, 427 Gillette Street, La Crosse, WI 54603 • Minneapolis Builders Exchange, 1123 Glenwood Avenue, Minneapolis, MN 55405 • Omaha Builders Exchange, 4255 South 94th Street, Omaha, NE 68127 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 Public 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 10:30 AM Central Time on June 28, 2007, at Five Flags Conventions Center -The Majestic Room, 4t" & Main Streets, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, July 6, 2007.