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Miller Riverview Park RewiringMEMORANDUM February 25, 2002 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Miller-Riverview Park Campsite Re-wiring Project Leisure Services Manager Gil Spence recommends initiation of the bidding process for the Miller-Riverview Park Campsite Re-wiring Project, and further recommends that a public hearing be set for April 1, 2002. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gil D. Spence, Leisure Services Manager CITY OF DUBUQUE, IOWA MEMORANDUM TO: Michael C. Van Milligen, City Manager FROM: Gil D. Spence, Leisure Services Manager SUBJECT: Miller-Riverview Park Campsite Re-wiring Project February 25, 2002 INTRODUCTION The purpose of this memorandum is to request that the City Council initiate the bidding process for the Miller-Riverview Park, Campsite Re-wiring Project. DISCUSSION The campsites at Miller-Riverview Park were wired twenty-five years ago by volunteers and show signs of age and years of flooding. Today's big camping units require a higher level of electrical output than we can provide so they risk damage to their unit if they use our electricity. This project increases the electrical output, spreads out the campsites, and provides all new service to the sites. The bidding scheduled outlined in the attached resolutions would be as follows: Presentation to City Council Notice to bidders Receive bids Notice of public hearing Public hearing and award contract March 4, 2002 March 8, 2002 March 21, 2002 March 22, 2002 April 1,2002 There is $65,000 budgeted for design and construction. During the design phase it became evident that to meet electrical code and to put in the number of campsites desired by park users, the cost was going to be considerably more than what is budgeted. It is important to move the project forward, so we have decided to bid phase I now and then re-budget phase II for an out year. continued Miller-Riverview Park re-wiring page two Phase I will provide twenty-six new poles that wilI provide electricity for fifty-two camping units. This maintains the number of camping units we now have electricity available for, but more adequately addresses their power needs. Phase II will then add the remaining twenty-three poles that will serve an additional forty-six camping units. The cost estimate for Phase I is $74,520, which is still $17,520 over budget. We hope the estimate is high, but if bids come in over budget we will look for savings from other projects to enable this project to move forward. ACTION STEP The action requested is that the City Council adopt the attached resolutions giving preliminary approval to the plans and specifications, authorizing the advertisement for proposals, and establishing a date for the public hearing. GDS:et attachments Preparer Gil Spence Address: 2200 Bunker Hill Road Phone: 589-4263 RESOLUTION NO. 123-02 PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS 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 MILLER-RIVERVIEW PARK, CAMPSITE RE-WIRING PROJECT, in the estimated amount of $74,520.00, are hereby approved and ordered filed in the office of the City Clerk, for public inspection. Passed, approved and adopted this 4th day of March, 2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk March 4 , 2002. Terrance M. Duggan Mayor Preparer: Gl] Spence Address: 2200 Bunker Hill Road Phone: 589-4263 RESOLUTION NO. 124-02 FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS WHEREAS, the City Council of the City of Dubuque, Iowa has given its preliminary approval on the proposed plans, specifications, and form of contract and placed same on file in the office of the City Cterk for public inspection of the MILLER- RIVERVIEW PARK, CAMPSITE RE-WIRING PROJECT. NOW, THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA, that on the 1st day of April, 2002, a public hearing will be held 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 cost of said improvement, and the City Clerk be and is hereby directed to cause a notice of 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 not less than four days nor more than twenty days prior to the day fixed for its consideration. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, contract, or estimated cost of the improvement. Passed, approved and adopted this 4th day of Ha~'ch ,2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk PK Preparer: Gil Spence Address: 2200 Bunker Hill Road Phone: 589-4263 RESOLUTION NO. 125-02 ORDERING BIDS BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the MILLER-RIVERVIEW PARK, CAMPSITE RE-WIRING PROJECT 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 as a part of the plans and specifications heretofore adopted. That the City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall not be less than four days nor more than twenty days prior to the receipt of said bids at 2:00 p.m. on the 21st day of March, 2002. Bids shall be opened and read by the City Clerk at said time and will be submitted to the Council for final action at 6:30 p.m. on the 1 st day of April, 2002. Passed, approved and adopted this 4th day of Narch ,2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk PK Preparer: Gil Spence Address: 2200 Bunker Hill Road Phone: 589-4263 NOTICE OF HEARING ON PLANS AND SPECIFICATIONS Notice of public hearing on proposed plans and specifications, proposed form of contract and estimate of cost for the MILLER-RIVERVlEW PARK, CAMPSITE RE- WIRING PROJECT. NOTICE IS HEREBY GIVEN: The City Council of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimate of cost for the MILLER-RIVERVlEW PARK, CAMPSITE RE-WIRING PROJECT, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m. on the 1st day of April, 2002, in the Public Library Auditorium in Dubuque, Iowa. Said proposed plans, specifications, form of contract and estimate of cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto or to the cost of the improvements. Published by order of the City Council given on the day of ,2002. Jeanne F. Schneider City Clerk PK