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Accepting the 22nd St./Kaufmann Ave. Storm Sewer Improvement Project (White to Kleine Streets) Copyrig hted October 19, 2020 City of Dubuque Consent Items # 16. City Council Meeting IT EM T IT LE: Accepting the 22nd St./Kaufmann Ave. Storm Sewer I mprovement Project (White Street to Kleine Street) SUM MARY: City Manager recommending acceptance of the 22nd Street/ Kaufmann Avenue Storm Sewer I mprovements Project (White Street to Kleine Street), as completed by Portzen Construction, I nc. RESOLUT ION Accepting the 22nd Street/ Kaufmann Avenue Storm Sewer I mprovements Project(W hite Street to Kleine Street)and authorizing the payment of the contract amount to the contractor RESOLUTION Adopting the Final Assessment Schedule for the3 22nd Street/ Kaufmann Avenue Storm Sewer I mprovements Project(W hite Street to Kleine Street) SUGGESTED Suggested Disposition: Receive and File;Adopt Resolution(s) DISPOSITION: ATTACHMENTS: Description Type 22nd/Kaufmann Avenue Storm Sewer Acceptance- City Manager Memo MVM Memo Staff Memo Staff Memo Acceptance Resolution Resolutions Engineer's Cert Supporting Documentation Assessment Resolution Resolutions Schedule of Assessments Supporting Documentation Dubuque THE CITY OF � ui-Aseria cih DuB E , . � . , � II � Maste iece on tj2e Mississi i zoo�•zoiz•zois YP pp zoi�*zoi9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: 22nd Street/Kaufmann Avenue Storm Sewer Improvements Project (White Street to Kleine Street) CIP# 2642769, PROJECT# 1X0006 CIP# 7202769, PROJECT# 4X0021 CIP# 3402768, PROJECT# 1X0003 DATE: October 12, 2020 City Engineer Gus Psihoyos is recommending acceptance of the 22nd Street/Kaufmann Avenue Storm Sewer Improvements Project (White Street to Kleine Street), as completed by Portzen Construction, Inc., in the final contract amount of $2,532,695.06, which is a 7.8% increase over the original contract in the amount of$2,349,054.47. This overage is primarily due to two items. In the original bid project, the temporary connection structure on the west end of the project was not included due to uncertainty of termination points with this project. This project originally was bid with a base plus alternate proposal. The alternate bid was not selected due to funding shortfalls. The second item causing the overage was this project bought trench grates in advance for the next phase of the project currently under construction on Kaufmann Avenue. This purchase was made to avoid the rising steel prices related to trade tariffs. It is further recommended that the City Council adopt the Final Schedule of Assessments in the amount of$560.05 for one private lead water service that was replaced. I concur with the recommendation and respectfully request Mayor and City Council approval. v Mic ael C. Van Milligen MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Gus Psihoyos, City Engineer Dubuque THE CITY OF � All•Ameriea Ciq� DuB E �,,,�.�,�� r , � �����, I I MRst� iece on the Mississi i zoo�•zoiz�zois � pp zo1�*zot� TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer DATE: October 12, 2020 RE: 22nd Street/Kaufmann Avenue Storm Sewer Improvements Project (White Street to Kleine Street) CIP# 2642769, PROJECT# 1X0006 CIP# 7202769, PROJECT# 4X0021 CIP# 3402768, PROJECT# 1X0003 INTRODUCTION The attached resolution for the acceptance of the construction contract and the establishment of the Final Schedule of Assessments for the 22nd Street/Kaufmann Avenue Storm Sewer Improvements Project (White Street to Kleine Street) DISCUSSION The 22nd Street/Kaufmann Avenue Storm Sewer Improvements Project (White Street to Kleine Street) is one phase of the Bee Branch Watershed Flood Mitigation Project. The project involved the replacement of the existing storm sewer with a large diameter storm sewer and additional storm drains (intakes) along 22nd Street/Kaufmann Avenue from White Street to Francis Street. Future improvement projects will continue up Kaufmann Avenue to Kane Street in future phase as fund become available. This work required the relocation and reconstruction of existing underground utilities to provide the necessary space for the larger storm sewer. It also required the complete removal and subsequent reconstruction of the street. Improvements included the installation of approximately 600 linear feet of 10-foot by 6- foot cast in place concrete box culvert with cast in place connections on both the west and east ends of the project. The project also included local storm sewer and intakes, roadway reconstruction with HMA pavement, PCC driveway, sidewalk, and curb ramp reconstruction, PCC wall, railing, and step construction, water main replacement, replacement of lead water services, sanitary sewer replacement, temporary storm water management, dewatering, mobilization, electrical conduits, fiber vaults, traffic signal replacement, miscellaneous restoration, erosion control, and traffic control. RECOMMENDATION I recommend that the City Council accept the improvements and authorize the payment of the contract amount of $2,532,695.06 to Portzen Construction, Inc. for the 22nd Street/Kaufmann Avenue Storm Sewer Improvements Project (White Street to Kleine Street). BUDGETIMPACT The project cost for the 22nd Street/Kaufmann Avenue Storm Sewer Improvements Project (White Street to Kleine Street) is as follows: Award Final Construction Contract $ 2,349,054.47 $ 2,532,695.06 Contingency 293,542.00 0.00 Construction Engineering & Inspection 443,438.36 379,904.26 Total Project Cost $ 3,086,034.83 $ 2,912,599.32 CIP No. Fund Description Fund Amount 2642769 — 1X0006 HUD National Disaster Resiliency $ 2,874,043.90 3402769 — 1X0003 Sales Tax Increment 33,527.62 7202769 —4X0021 Lead Service Line Replacement Program 4,467.75 Private Lead Water Service Assessment 560.05 Total Project Funding $ 2,912,599.32 Portzen Construction completed the improvements for $2,532,695.06 which is 7.8% over the original contract price. This overage is primarily due to two items. In the original bid project, the temporary connection structure on the west end of the project was not included due to uncertainty of termination points with this project. This project originally was bid with a base plus alternate proposal. The alternate bid was not selected due to funding shortfalls. The second item causing the overage was this project bought trench grates in advance for the next phase of the project currently under construction on Kaufmann Avenue. This purchase was made to avoid the rising steel prices related to trade tariffs. The improvements will be funded using the $23.1 million in Community Development Block Grant Program Disaster Recovery - National Disaster Resiliency funds for the Bee Branch Watershed Flood Mitigation Project. SPECIAL ASSESSMENTS Based upon final construction costs, the total assessed amount of private water service replacements is in the amount of $560.05. There was one (1) private lead water service replaced all the way to the meter in the home. FINANCIAL ASSISTANCE 2 Low- to moderate-income property owners subject to private lead water service replacement assessments will be eligible for financial assistance ranging from 20 to 100 percent of the water service assessment for residential property depending on family size and income level. This financial assistance program is made available through the Water Service Line Assistance fund. To allow sufficient administrative time to process financial assistance applications for low- to moderate-income families, eligible property owners will be given approximately 30 days from the date of mailing the Notice of Filing the Final Schedule of Assessments to apply for financial assistance that may reduce the amount of the assessment payable by the property owner. During this 30-day period, assessments may be paid in full or in part without interest at the City of Dubuque, Office of the City Treasurer. After approximately 30 days, any unpaid assessment will be levied against said benefited property with the Dubuque County Treasurer and any balance over $500 will be payable in 15 annual installments at the County Treasurer's Office and will draw annual interest at three percent (3%). Attached is the financial assistance chart that the City uses in determining financial aid availability for your reference. This chart is updated every year based on the US Department of Housing and Urban Development (HUD) guidelines. FINAL ASSESSMENT SCHEDULE The schedule for the Final Assessment process is as follows: Council Approve Final Schedule of Assessments October 19, 2020 Mail Final Special Assessments Notice to Property Owners October 23, 2020 Mail Financial Assessment Information to Property Owners October 23, 2020 Publish Notice of Final Assessment 1 St Publication: October 23, 2020 2na Publication: October 30, 2020 Deadline for Financial Assistance Applications November 23, 2020 Deadline for Paying Assessment to City, Without Interest November 27, 2020 REQUESTED ACTION The City Council is requested to adopt the attached resolutions accepting the improvements, approving the Final Schedule of Assessments, establishing the final contract amount of $2,532,695.06, and for the payment of the contract amount to Portzen Construction for the 22nd Street/Kaufmann Avenue Storm Sewer Improvements Project (White Street to Kleine Street). Attach. Prepared by Jon Dienst, P.E. cc: Crenna Brumwell, City Attorney Jenny Larson, Budget & Finance Director John Tharp, Grant Administrator Denise Ihrig, Water Department Manager Deron Muehring, Civil Engineer 3 RESOLUTION NO. 321-20 ACCEPTING THE 22ND STREET/KAUFMANN AVENUE STORM SEWER IMPROVEMENTS PROJECT (WHITE STREET TO KLEINE STREET) AND AUTHORIZING THE PAYMENT OF THE CONTRACT AMOUNT TO THE CONTRACTOR WHEREAS, the Public Improvement Contract for the 22nd Street/Kaufmann Avenue Storm Sewer Improvements Project (White Street to Kleine Street) (the Project) has been completed by the contractor, Portzen Construction, Inc. (Contractor), and the City Engineer has examined the work and recommends that the Project be accepted; and WHEREAS, the final contract amount for the Project is $2,532,695.06; WHEREAS, the Contractor has previously been paid $2,490,499.41, leaving a balance of $42,195.65; and WHEREAS, the City Council finds that the recommendation of the City Engineer should be accepted. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. The recommendation of the City Engineer is approved and the Project is hereby accepted. Section 2. The Director of Finance and Budget is hereby directed to pay the balance of the retainage of $42,195.65 as provided in Iowa Code chapter 573, and to pay such retainage in accordance with the provisions of Iowa Code chapter 573 or Iowa chapter 26.13. Passed, approved and adopted this 19th day of October 2020 Roy D. Buol, Mayor Attest: Kevin S. Firnst, CM'C, City Clerk � � 9 �CITY ENGINEER'S CERTIFICATE OF FINAL COMPLETION OF THE 22ND ;; STREET/KAUFMANN AVENUE STORM SEWER IMPROVEMENTS PROJECT (WHITE STREET TO KLEINE STREET) �!� � I The undersigned City Engineer of the City of Dubuque, lowa, hereby certifies that i� he has inspected the 22nd Street/Kaufmann Avenue Storm Sewer Improvements Project (White Street to Kleine Street) has been perFormed in compliance with the terms of the � Public Improvement Contract, and that the total cost of the completed work is $2,912,599.32. � � :i Dated this 12th day of October 2020. ; ��µ�+.��' i ..��..�"'.. � I� Gus Psihoyos, City Engineer ;� �'I �; Filed in the office of the City Clerk on the ���day o �, 2020. --- ,; ,�._ , , � � ; � li Kev'� S. Firnstah , CMC, City Clerk I� ,; ,;i I'i �� � I � I' �i I; li �III lil I � � 9 � s g � � � � I � � u i „ � RESOLUTION NO. 322-20 ADOPTING THE FINAL ASSESSMENT SCHEDULE FOR THE 22ND STREET/KAUFMANN AVENUE STORM SEWER IMPROVEMENTS PROJECT (WHITE STREET TO KLEINE STREET) NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA THAT: Section 1. After full consideration, the Final Schedule of Assessments as shown on the attached sheet(s), Page 1 to Page 1 inclusive is hereby approved for the 22nd Street/Kaufmann Avenue Storm Sewer Improvements Project (White Street to Kleine Street) Section 2. There is hereby assessed and levied as a special tax against and upon each of the benefited properties, the respective sums indicated. The amounts shown in said Final Schedule of Assessments as deficiencies are found to be proper and levied conditionally against the respective properties benefited by the improvements as shown in the Final Schedule of Assessments, subject to the provisions of Iowa Code § 384.63. Said assessments against said lots are hereby declared to be in proportion to the special benefits conferred and not in excess of twenty-five percent of the value of same. Section 3. The City Clerk be and is hereby directed to certify the Final Schedule of Assessments to the County Treasurer of Dubuque County, Iowa, and to publish notice of said certification once each week for two consecutive weeks in the manner provided in Iowa Code § 369.3, the first publication of which shall be not more than fifteen days from the date of filing of the Final Schedule of Assessments. On or before the date of the second publication of the notice, the City Clerk shall also mail a copy of said notice to property owners whose property is subject to assessment, as provided in Iowa Code § 384.60. Section 4. The assessments may be paid in full or in part without interest at the office of the City Treasurer, City Hall, 50 W. 13th Street, Dubuque, Iowa, at any time within 30 days after the date of the first notice of the Final Schedule of Assessments. Thereafter, unpaid assessments of $500.00 or more are payable in 15 annual installments at the County Treasurer's Office, Dubuque County Courthouse, 720 Central Avenue, Dubuque, Iowa, and will draw annual interest at three percent (3%) computed to December 1 next following the due dates of the respective installments as provided in Section 384.65 of the Code of Iowa. Each installment will be delinquent from October 1 following its due date on July 1 of each year. However, when the last day of September is a Saturday or Sunday, that amount shall be delinquent from the second business day of October. Delinquent installments will draw the same delinquent interest as ordinary taxes. Property owners may elect to pay any annual installments semi-annually in advance. Passed, approved and adopted this 19th day of October 2020. Roy D. Buol, Mayor Attest: Key n S. Firnstafil, C C, City Clerk CITY OF DUBUQUE,IOWA 22ND-KAUFMANN AVENUE FROM WHITE STREET TO KLEINE STREET FINAL SCHEDULE OF VALUATION AND PROPOSED ASSESSMENTS DATE: OCTOBER 2,2020 _._ ._._....;,-- ___ _ __- --� ---.......-- - - — --_...—� -�-----— -- --------.._. _.._....,_._._..___ shown in the title together with the amount proposed to be assessed against each lot and the valuations shown opposite each lot are hereby fixed as the true valuations of such lots by the City Council of the City of Dubuque. WATER PARCEL NUMBER PROPERTY OWNER NAME LOT DESCRIPTION STREET ADDRESS NET SERVICE TOTAL NET ASSESSED PRIVATE ASSESSMENT VALUATION COST 1024134006 JHONY E.RAMIREZ LOT 32 MARSH'S ADDITION 120 Kaufmann Avenue $ 79,290.00 $ 560.05 $ 560.05 $560.05 $560.05 NOTICE TO PROPERTY OWNERS OF FILING OF THE FINAL SCHEDULE OF ASSESSMENTS FOR THE 22ND STREET/KAUFMANN AVENUE STORM SEWER IMPROVEMENTS PROJECT (WHITE STREET TO KLEINE STREET) TO THE PERSONS OWNING PROPERTY WITHIN THE DISTRICT DESCRIBED AS FOLLOWS IN THE CITY OF DUBUQUE, IOWA: Properties abutting the areas described below: • 22na Street and Kaufmann Avenue from White Street to North Main Street — Replacement of lead water services with copper water services The proposed district to be benefited and subject to assessment for the cost of such improvements is described as follows: All properties abutting the following street which had identified lead services: • 22nd Street and Kaufmann Avenue from White Street to North Main Street All abutting property included with the areas described be assessed. You are hereby notified that the Final Schedule of Assessments against the benefited properties within the District described above, a copy of which Final Schedule of Assessments is attached hereto, has been adopted and the assessments confirmed by the City Council of the City of Dubuque, lowa, and that said Final Schedule of Assessments has been certified to the Dubuque County Treasurer. The assessments may be paid in full or in part without interest at the office of the City Treasurer, City Hall, 50 W. 13th Street, Dubuque, lowa, at any time within 30 days after the date of the first notice of the Final Schedule of Assessments. Thereafter, unpaid assessments of $500.00 or more are payable in 15 annual installments at the County Treasurer's Office, Dubuque County Courthouse, 720 Central Avenue, Dubuque, lowa, and will draw annual interest at three percent (3%) computed to December 1 next following the due dates of the respective installments as provided in Section 384.65 of the Code of lowa. Each installment will be delinquent from October 1 following its due date on July 1 of each year. However, when the last day of September is a Saturday or Sunday, that amount shall be delinquent from the second business day of October. Delinquent installments will draw the same delinquent interest as ordinary taxes. Property owners may elect to pay any annual installments semi-annually in advance. Kevin S. Firnstahl, CMC, City Clerk STATE OF IOWA SS: DUBUQUE COUNTY CERTIFICATE OF PUBLICATION I, Kathy Goetzinger, a Billing Clerk for Woodward Communications, Inc., an Iowa corporation, publisher of the Telegraph Herald, a newspaper of general circulation published in the City of Dubuque, County of Dubuque and State of Iowa; hereby certify that the attached notice was published in said newspaper on the following dates: 10/23/2020 10/30/2020 and for which the charge is 82.84 Subscribed to Lre me, a Notary Public in and for Dubuque County, Iowa, this 30th day of October, 2020 Notary/Priblic in and for Dubuque CoAty, Iowa. JANET K. PAPE Comnm Isslon Number 199,559 My Comm, Exp. DEC 11, 2022 Ad text : CITY OF DUBUQUE, IOWA OFFICIAL NOTICE NOTICE TO PROPERTY OWNERS OF FILING OF THE FINAL SCHEDULE OF ASSESSMENTS FOR THE 22ND STREET/KAUFMANN AVENUE STORM SEWER IMPROVEMENTS PROJECT (WHITE STREET TO KLEINE STREET) TO THE PERSONS OWNING PROPERTY WITHIN THE DISTRICT DESCRIBED AS FOLLOWS IN THE CITY OF DUBUQUE, IOWA: Properties abutting the areas described below: ? 22nd Street and Kaufmann Avenue from White Street to North Main Street ? Replacement of lead water services with copper water services The proposed district to be benefited and subject to assessment for the cost of such improvements is described as follows: All properties abutting the following street which had identified lead services: ? 22nd Street and Kaufmann Avenue from White Street to North Main Street All abutting property included with the areas described be assessed. You are hereby notified that the Final Schedule of Assessments against the benefited properties within the District described above, a copy of which Final Schedule of Assessments is attached hereto, has been adopted and the assessments confirmed by the City Council of the City of Dubuque, Iowa, and that said Final Schedule of Assessments has been certified to the Dubuque County Treasurer. The assessments may be paid in full or in part without interest at the office of the City Treasurer, City Hall, 50 W. 13th Street, Dubuque, Iowa, at any time within 30 days after the date of the first notice of the Final Schedule of Assessments. Thereafter, unpaid assessments of $500.00 or more are payable in 15 annual installments at the County Treasurer's Office, Dubuque County Courthouse, 720 Central Avenue, Dubu-que, Iowa, and will draw annual interest at three percent (3 %) computed to December 1 next following the due dates of the respective installments as provided in Section 384.65 of the Code of Iowa. Each installment will be delinquent from October 1 following its due date on July 1 of each year. However, when the last day of September is a Saturday or Sunday, that amount shall be delinquent from the second business day of October. Delinquent installments will draw the same delinquent interest as ordinary taxes. Property owners may elect to pay any annual installments semi-annually in advance. Kevin S. Firnstahl, CMC, City Clerk SCHEDULE OF ASSESSMENTS 22ND - KAUFMANN AVENUE FROM WHITE STREET TO KLEINE STREET FINAL SCHEDULE OF VALUATION AND PROPOSED ASSESSMENTS OCTOBER 23, 2020 The following schedule is hereby determined to show each lot proposed to be assessed for the improvement shown in the title together with the amount proposed to be assessed against each lot and the valuations shown opposite each lot are hereby fixed as the true valuations of such lots by the City Council of the City of Dubuque. �ARCEL NUMBER -PROPERTY OWNER NAME; LOT DESCRIPTION; STREET ADDRESS; NET ASSESSED VALUATION; WATER SERVICE PRIVATE COST; TOTAL NET ASSESSMENT 1024134006; Jhony E. Ramirez; Lot 32 Marsh's Addition; 120 Kaufmann Avenue; $79,290.00; $560.05; $560.05 2t 10/23, 30 1 Adrienne Breitfelder From:Adrienne Breitfelder Sent:Monday, November 30, 2020 1:35 PM To:Randy Wedewer Cc:Kerry Bradley Subject:City of Dubuque Close out of Fund #2020-10-23 22nd Street / Kaufmann Ave Storm Sewer Improvement project Attachments:Fund#2020_10_23 22nd St. Kaufman Ave. Schedule of Assessments FINAL.pdf; Fund# 2020_10_23 22nd St. Kaufman Ave. Schedule of Assessments FINAL.xlsx Hi Randy, Attached is the final schedule of assessments for Fund #2020-10-23 22nd Street / Kaufmann Ave Storm Sewer Improvement project. No payments were received. Thank you, Adrienne N. Breitfelder (she/her/hers) City Clerk, City of Dubuque abreitfe@cityofdubuque.org 563-589-4121 (office) 563-581-6473 (cell)