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Stoneman Road Reconstruction Project AcceptanceCity of Dubuque City Council Meeting Consent Items # 09. Copyrighted January 17, 2023 ITEM TITLE: Stoneman Road Reconstruction Project Acceptance SUMMARY: City Manager recommending adoption of the resolutions to accept the public improvements, approve the Final Schedule of Assessments, and to authorize the payment of the final contract to McDermott Excavating for the Stoneman Road Reconstruction Project and levy the special assessments. SUGGESTED DISPOSITION: ATTACHMENTS: Description MVM Memo Staff Memo Acceptance Resolution Assessment Resolution RESOLUTION Accepting the Stoneman Road Reconstruction Project and authorizing the payment of the contract amount to the contractor RESOLUTION Adopting the Final Assessment Schedule for the Stoneman Road Reconstruction Project Suggested Disposition: Receive and File; Adopt Resolution(s) Engineer's Certificate of Completion Notice of Assessment Schedule of Assessments Type City Manager Memo Staff Memo Resolutions Resolutions Supporting Documentation Supporting Documentation Supporting Documentation THE C DUj!BQTE Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Stoneman Road Reconstruction Project Acceptance CIP# 5521000021, 5586500009, 4281000005 DATE: January 10, 2023 Dubuque WAWca 914 ii 2007-2012.2013 2017*2019 City Engineer Gus Psihoyos is recommending City Council adopt the attached resolutions to accept the public improvements, approve the Final Schedule of Assessments, and to authorize the payment of the final contract amount of $1,182,104.67 to McDermott Excavating for the Stoneman Road Reconstruction Project and levy the special assessments in the amount of $256,206.62. I concur with the recommendation and respectfully request Mayor and City Council approval. Mic ael C. Van Milligen If•[yT/f•iW111111111111111 111111111 Attachment cc: Crenna Brumwell City Attorney Cori Burbach, Assistant City Manager Gus Psihoyos, City Engineer Jon Dienst, Civil Engineer II THE CITY OF DUB E Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer DATE: January 10, 2023 RE: Stoneman Road Reconstruction Project Acceptance CIP# 5521000021, 5586500009, 4281000005 Dubuque Wild1l AP I 4`. 2007,2012.2013 2017*2019 INTRODUCTION The attached resolution for the acceptance of the construction contract and the establishment of the Final Schedule of Assessments for the Stoneman Road Reconstruction Project. BACKGROUND Stoneman Road was originally constructed in 1974. The pavement is in very poor condition and the stormwater drainage has been an issue for years. The street serves Hills and Dales Child Development, the Kennedy Mall, a dentist office, Tandem Tire and the future Green State Credit Union facility. The street has a cul-de-sac that was platted at the end of the street, but the cul-de-sac was never constructed. Public Works have had issues with plowing the street. They were turning around in the Hills and Dales parking lot. Since there is no cul-de-sac, it was difficult for Public Works to plow the street. DISCUSSION The Stoneman Road Reconstruction Project was completed by McDermott Excavating of Dubuque, Iowa in the final contract amount of $1,182,104.67 which is a 19.2% increase from the original contract amount of $991,650.35. The increase in the contract amount is attributed to additional costs related to rock removal to accommodate the installation of the storm sewer, significant unplanned sanitary sewer repair, additional private utility connections requested by property owners and additional concrete paving costs. The additional utility connection costs are offset through special assessments to the affected property owners. The Stoneman Road Reconstruction Project included the reconstruction of pavement, installation of a sidewalk on the north side of the street, reconstruction of storm sewer, sanitary sewer spot repairs, reconstruction of some watermain and installation of new streetlights. City staff coordinated with local utilities on the project to see if they want to make changes or upgrades while construction occurs. The project was also bid with paving alternatives. This allowed both the asphalt and concrete industry to bid on the project. The pavement selected was 9" HMA pavement on Stoneman Road. RECOMMENDATION I recommend that the City Council accept the improvements and authorize the final payment of the contract amount of $1,182,104.67 to McDermott Excavating for the Stoneman Road Reconstruction Project. BUDGETIMPACT The project cost for the Stoneman Road Reconstruction Project is as follows: Award Final Construction Contract $ 991,650.35 $ 1,182,104.67 Contingency 112,638.72 0.00 Construction Engineering & Inspection 123,902.59 168,349.31 Total Project Cost $ 1,228,191.66 $ 1,350,453.98 CIP Fund Description Fund Amount 5521000021 Stoneman Road Reconstruction $ 893,534.861 5586500009 Stoneman Road Storm Sewer 85,000.00 4281000005 Watermain Construction 115,712.50 Special Assessment — Street Improvement, Commercial 142,687.67 Special Assessment — Commercial Deficiency 0.00 Sidewalk Assessment — 100% Assessable 18,121.53 Green State Credit Union Development 76,317.42 Cafaro Water and Sanitary Service 19,080.00 Total Project Funding $1,350,453.98 SPECIAL ASSESSMENTS The final public improvements assessment (includes street and sidewalk work) based on the engineers estimate, including contingency and engineering is $160,809.20. This is 2.8% lower than the preliminary assessment based on contract prices for the project. The assessed properties in this project are both commercial use and therefore not eligible for the normal owner -occupied residential financial assistance. Additionally, Green State Credit Union has total assessments of $76,317.42 as part of a development agreement. Cafaro (Kennedy Mall) also has a sewer and water assessment of $19,080.00. Cafaro requested this additional work during the project to accommodate a future out lot development. Special 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 E 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%). FINAL ASSESSMENT SCHEDULE The schedule for the Final Assessment process is as follows: Council Approve Final Schedule of Assessments January 17, 2023 Mail Final Special Assessments Notice to Property Owners January 20, 2023 Publish Notice of Final Assessment 1st Publication: January 20, 2023 2nd Publication: January 27, 2023 Deadline for Paying Assessment to City, Without Interest February 24, 2023 REQUESTED ACTION The City Council is requested to adopt the attached resolutions to accept the public improvements, approve the Final Schedule of Assessments, and to authorize the payment of the final contract amount of $1,182,104.67 to McDermott Excavating for the Stoneman Road Reconstruction Project and levy the special assessments in the amount of $256,206.62. Attach. Prepared by Jon Dienst, P.E. cc: Jenny Larson, Budget & Finance Director Chris Lester, Water Department Manager Deron Muehring, Civil Engineer II 3 Prepared by Jon Dienst, Civil Engineer, 50 W. 1311 St Dubuque IA 52001 (563) 589-4276 Return to Adrienne N. Breitfelder, City Clerk, 50 W. 131h St., Dubuque, IA 52001, (563) 589-4100 RESOLUTION NO. 14-23 ACCEPTING THE STONEMAN ROAD RECONSTRUCTION PROJECT AND AUTHORIZING THE PAYMENT OF THE CONTRACT AMOUNT TO THE CONTRACTOR WHEREAS, the Public Improvement Contract for the Stoneman Road Reconstruction Project (the Project) has been completed by the contractor, McDermott Excavating (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 $1,182,104.67; and WHEREAS, the Contractor has previously been paid $1,115,723.64, leaving a balance of $66,381.04; 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 $66,381.04 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 17th day of January 2023. auA4e� Laura L. Rouss J , My yor Pro Tern Attest: Adrienne N. Breitfelder, CMC, City Clerk CITY ENGINEER'S CERTIFICATE OF FINAL COMPLETION OF THE STONEMAN ROAD RECONSTRUCTION PROJECT The undersigned City Engineer of the City of Dubuque, Iowa, hereby certifies that he has inspected the Stoneman Road Reconstruction Project has been performed in compliance with the terms of the Public Improvement Contract, and that the total cost of the completed work is $1,350,453.98. Dated this 12t" day of January 2023. Gus Psihoyos, City Engineer Filed in the office of the City Clerk on the 13th day of January, 2023. Adrienne N. Breitfelder, CIVIC, City Clerk Prepared by Jon Dienst Civil Engineer, 50 W 131h St Dubuque IA 52001 (563) 589-4276 Return to Adrienne N. Breiffelder, City Clerk, 50 W. 1311 St., Dubuque, IA 52001, (563) 589-4100 RESOLUTION NO. 15-23 ADOPTING THE FINAL ASSESSMENT SCHEDULE FOR THE STONEMAN ROAD RECONSTRUCTION PROJECT NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. After full consideration, the Final Schedule of Assessments as shown on the attached Exhibit A, is hereby approved for the Stoneman Road Reconstruction Project. 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 § 362.3, 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 Engineer, 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 17th day of January 2023. dd Laura/J. Rous!�, M or Pro Tern Attest: N A.*44 Adrienne N. Breitfelder, CIVIC, City Clerk NOTICE TO PROPERTY OWNERS FOR FILING OF THE FINAL SCHEDULE OF ASSESSMENTS FOR THE STONEMAN ROAD RECONSTRUCTION PROJECT TO THE PERSONS OWNING PROPERTY WITHIN THE DISTRICT DESCRIBED AS FOLLOWS IN THE CITY OF DUBUQUE, IOWA: The public improvement and location is as follows: — All properties abutting or served by utilities on Stoneman Road. Consisting of the properties which are described as follows: 3505 Stoneman Road 3455 Stoneman Road 3455 Stoneman Road 3455 Stoneman Road 3455 Stoneman Road 3455 Stoneman Road 3435 Stoneman Road 3425 Stoneman Road 1475 John F. Kennedy Road 555 John F. Kennedy Road The proposed district to be benefited and subject to assessment for the cost of such improvements is described as follows: Reconstruction of the following Street: • Stoneman Road — Removal of the existing pavement and curb and gutter — Excavation of the subgrade to allow the placement of granular sub -base — Installation of storm sewer — Reconstruction of a portion of the watermain — Spot repairs of the sanitary sewer — Installation of sub -drains — Installation of 8-inch PCC pavement — Installation of curb and gutter — Installation of sidewalk along the north side of the street — Installation of new streetlights — Installation of conduit to streetlight needs All abutting property included with the areas described be assessed. You are hereby notified that the Final Schedule of Assessments attached exhibit "A" against the benefited properties within the district described above, a copy of which Final Schedule of Assessments is attached exhibit A, 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 Engineer, City Hall, 50 W. 13t" 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. Adrienne N. Breitfelder, CIVIC City Clerk Exhibit A CITY OF DUBUQUE, IOWA Stoneman Road FINAL SCHEDULE OF VALUATION AND PROPOSED ASSESSMENTS DATE: 12-27-2022 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. public pvmt and private water & sewer total PARCEL NUMBER PROPERTY OWNER NAME LOT DESCRIPTION STREET ADDRESS NET ASSESSED VALUATION VALUATION WITH IMPROVEMENT NET PAVING IMPROVEMENT COST TOTAL PUBLIC IMPROVEMENT COST SIDEWALK WATER SERVICE SANITARY SERVICE STORM SEWER STUB GSCU COSTS TOTAL PUBLIC ASSESSMENT 1028230013 HILLS AND DALES CHILD DEVELOPMENT CENTER LOT 2-2-1-2-1-2-2-2-2-2 NE 1/4 NE 1/4 SEC 28 T89N-R2E 3505 Stoneman Road $1,476,400 $1,493,783.88 $11,305.23 $11,305.23 $6,078.65 $17,383.88 1028230015 FINAL GRAVITY LLC LOT 1-2-1-2-1-2-2-2-2-2 NE 1/4 NE 1/4 SEC 28 T89N-R2E UND 1/4 INT 3455 Stoneman Road $239,300 $243,783.06 $3,092.45 $3,092.45 $1,390.61 $4,483.06 1028230016 PECKOSH, VALERIE B DMD & THOMAS F JR LOT 1-2-1-2-1-2-2-2-2-2 NE 1/4 NE 1/4 SEC 28 T89N-R2E (LIND 1/4 INT 3455 Stoneman Road $239,300 $243,783.06 $3,092.45 $3,092.45 $1,390.61 $4,483.06 1028230018 PECKOSH, THOMAS F JR & VALERIE B LOT 1-2-1-2-1-2-2-2-2-2 NE 1/4 NE 1/4 SEC 28 T89N R2E (LIND 1/8 INT 3455 Stoneman Road $116,210 $118,451.53 $1,546.22 $1,546.22 $695.31 $2,241.53 1028230017 MB REAL ESTATE OF DUBUQUE LLC LOT 1-2-1-2-1-2-2-2-2-2 NE 1/4 NE1/4 SEC 28 T89N-R2E (LIND 1/8 INT 3455 Stoneman Road $116,210 $118,451.53 $1,546.22 $1,546.22 $695.31 $2,241.53 1028230014 BIERIE DENTAL BUILDING LLC LOT 1-2-1-2-1-2-2-2-2-2 NE 1/4 NE 1/4 SEC 28 T89N-R2E (LIND 1/4 INT 3455 Stoneman Road $239,300 $243,783.05 $3,092.44 $3,092.44 $1,390.61 $4,483.05 1028230019 M&D Real Estate 1 LLC LOT 1-1-2-1-2-2-2-2-2 NE 1/4 NE 1/4 SEC 28 T89N-R2E 3435 Stoneman Road $798,350 $817,200.21 $12,369.78 $12,369.78 $6,480.44 $18,850.21 1028230020 GREENSTATE CREDIT UNION LOT 1 GREENSTATE PLACE 3425 STONEMAN ROAD $268,300 $299,681.70 $17,789.32 $17,789.32 $7,274.78 $4,678.60 $1,639.00 $31,381.70 1028230021 GREENSTATE CREDIT UNION LOT 2 GREENSTATE PLACE 1475 John F. Kennedy R $1,685,780 $1,763,327.15 $14,822.11 $14,822.11 $1,507.88 $61,217.16 $77,547.15 1028276002 KENNEDY MALL INC BAL LOT 1-1-1-1-1 HAWKEYE STOCK FARM 555 John F. Kennedy Ro $4,050,000 $4,143,111.45 $74,031.45 $74,031.45 $19,080.00 $93,111.45 $142,687.67 $18,121.53 $256,206.62 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: 01/20/2023 01/27/2023 and for which the charge is 154.35 Subscribed to before me, a Notary Public in and for Dubuque County, Iowa, thin 97th day of January, 2023 Notary P(jic in and for Dubuque' County, Iowa. 00 JANET K. PAPE Commisslon Number 199a59 E' My Commission Expires 12/11/2025 Ad text : CITY OF DUBUQUE, IOWA OFFICIAL NOTICE NOTICE TO PROPERTY OWNERS FOR FILING OF THE FINAL SCHEDULE OF ASSESSMENTS FOR THE STONEMAN ROAD RECONSTRUCTION PROJECT TO THE PERSONS OWNING PROPERTY WITHIN THE DISTRICT DESCRIBED AS FOLLOWS IN THE CITY OF DUBUQUE, IOWA: The public improvement and location is as follows: - All properties abutting or served by utilities on Stoneman Road. Consisting of the properties which are described as follows: CITY OF DUBUQUE, IOWA STONEMAN ROAD FINAL ASSESSMENT SCHEDULE PROPERTY OWNER NAME; LOT DESCRIPTION; PARCEL NUMBER; STREET ADDRESS; VALUATION WITH IMPROVEMENT; TOTAL PUBLIC IMPROVEMENT COST; SIDEWALK; WATER SERVICE; SANITARY SERVICE; STORM SEWER STUB; GSCU COSTS; TOTAL PUBLIC ASSESSMENT HILLS AND DALES CHILD DEVELOPMENT CENTER; LOT 2-2-1-2-1-2-2-2-2-2 NE 1/4 NE 1/4 SEC 28 T89N-R2E;1028230013; 3505 Stoneman Road; $1,493,783.88; $11,305.23; $6,078.65; N/A; N/A; N/A;N/A;$17,383.88 FINAL GRAVITY LLC; LOT 1-2-1-2-1-2-2-2-2-2 NE 1/4 NE 1/4 SEC 28 T89N-R2E UND 1/4 INT;1028230015;3455 Stoneman Road; $3,092.45; $243,783.06; $1,390.61; N/A; N/A; N/A; N/A; $4,483.06 PECKOSH, VALERIE B DMD & THOMAS F JR; LOT 1-2-1-2-1-2-2-2-2-2 NE 1/4 NE 1/4 SEC 28 T89N-R2E (UND 1/4 INT); 1028230016; 3455 Stoneman Road; $243,783.06; $3,092.45; $1,390.61; N/A; N/A; N/A; N/A; $4,483.06 PECKOSH, THOMAS F JR & VALERIE B; LOT 1-2-1-2-1-2-2-2-2-2 NE 1/4 NE 1/4 SEC 28 T89N R2E (UND 1/8 INT); 1028230018; 3455 Stoneman Road; $118,451.53; $1,546.22; $695.31; N/A; N/A; N/A; N/A;$2,241.53 MB REAL ESTATE OF DUBUQUE LLC; LOT 1-2-1-2-1-2-2-2-2-2 NE 1/4 NEl/4 SEC 28 T89N-R2E (UND 1/8 INT); 1028230017; 3455 Stoneman Road; $118,451.53; $1,546.22; $695.31; N/A; N/A; N/A; N/A;$2,241.53 BIERIE DENTAL BUILDING LLC; LOT 1-2-1-2-1-2-2-2-2-2 NE 1/4 NE 1/4 SEC 28 T89N-R2E (UND 1/4 INT); 1028230014; 3455 Stoneman Road; $243,783.05; $3,092.44; $1,390.61; N/A; N/A; N/A; N/A;$4,483.05 M&D Real Estate 1 LLC; LOT 1-1-2-1-2-2-2-2-2 NE 1/4 NE 1/4 SEC 28 T89N-R2E; 1028230019; 3435 Stoneman Road; $817,200.21; $12,369.78;$6,480.44; N/A; N/A; N/A; N/A;$18,850.21 GREENSTATE CREDIT UNION; LOT 1 GREENSTATE PLACE; 1028230020; 3425 STONEMAN ROAD; $299,681.70; $17,789.32; N/A; $7,274.78; $4,678.60; $1,639.00; N/A; $31,381.70 GREENSTATE CREDIT UNION; LOT 2 GREENSTATE PLACE; 1028230021; 1475 John F. Kennedy R; $1,763,327.15; $14,822.11; N/A; N/A; N/A; $1,507.88; $61,217.16; $77,547.15 KENNEDY MALL INC; BAL LOT 1-1-I-I-1 HAWKEYE STOCK FARM; 1028276002; 555 John F. Kennedy Ro; $4,143,111.45; $74,031.45; N/A;$19,080.00; N/A; N/A; N/A;$93,111.45 The proposed district to be benefited and subject to assessment for the cost of such improvements is described as follows: Reconstruction of the following Street: - Stoneman Road - Removal of the existing pavement and curb and gutter - Excavation of the subgrade to allow the placement of granular sub -base - Installation of storm sewer - Reconstruction of a portion of the watermain - Spot repairs of the sanitary sewer - Installation of sub -drains - Installation of 8-inch PCC pavement - Installation of curb and gutter - Installation of sidewalk along the north side of the street - Installation of new streetlights - Installation of conduit to streetlight needs 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 on file with the City Clerk, 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 Engineer, 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 Treasurers 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. Adrienne N. Breitfelder, CMC, City Clerk 2t 1/20,1/27