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Air Service Bldg ADA ImproveCITY OF DUBUQUE, IOWA MEMORANDUM July 10, 2001 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Dubuque Regional Air Service Building (FBO) ADA Improvements Public Works Director Mike Koch recommends initiation of the bidding process for the Dubuque Regional Air Service Building (FBO) ADA Improvements, and further recommends that a public hearing be set for August 20, 2001. 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 Michael A. Koch, Public Works Director CITY OF DUBUQUE, IOWA MEMORANDUM July 9, 2001 TO: FROM: SUBJECT: Michael C. Van Milligen, City Manager Michael A. Koch, Public Works Director Dubuque Regional Air Service Building (FBO) ADA Improvements INTRODUCTION The enclosed resolutions authorize the bidding procedure for the Dubuque Air Service Building (FBO) ADA Improvements. DISCUSSION This project provides for the renovation of the entrance and exit doors for the FBO building to comply with ADA requirements for improved accessibility and convenience by persons with disabilities and to the general public. The two bi-fold doors at each end (a total of four bi-fold doors) will be enlarged and equipped with automatic openers. The schedule for the project is as follows: Advertisement for Bid Notice of Public Hearing Receipt of Bids Public Hearing Award of Contract Completion July 20, 2001 August 3, 2001 August 9, 2001 August 20, 2001 August 20, 2001 November 1, 2001 I would recommend the City Council establish the date for the public hearing and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate for the project is as follows: Construction Contract Architectural Services Total Project Cost $40,000.00 4,500.00 $44,500.00 Available funds for this project are comprised of $44,500.00 from the Fiscal Year 2001 C.I.P. for Accessibility Barriers and Buildings Modification. ACTION TO BE TAKEN The City Council is requested to establish the date for the public hearing and to authorize the City Clerk to advertise for proposals through adoption of the enclosed resolutions. MAK/vjd Prepared by Gus Psihoyos, Assistant City Engineer cc: Pauline Joyce, Administrative Services Manager Bob Boleyn, Airport Kelly Larson, Human Rights Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th Street, Dubuque1 IA 52001-4864 RESOLUTION NO. 331-01 PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS 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 Dubuque Regional Air Service Building (FBO) ADA Improvements Project, in the estimated amount of $44,500.00, are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this Attest: Jeanne F. Schneider, City Clerk 16th day of July ,2001. Terrance M. Duggan, Mayor Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th Street, Dubuque, IA 52001-4864 RESOLUTION NO. 332-01 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 Clerk for public inspection of the Dubuque Regional Air Service Building (FBO) ADA Improvements Project. NOW THEREFORE, BE IT RESOLVED BY TH E CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That on the 20th day of August, 2001, 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, adopted and approved this 16th day of July 2001. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk Prepared by: Michael A, Koch, Public Works Director Address: 50 W. 13th Street, Dubuque, iA 52001-4864 RESOLUTION NO.333-01 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Dubuque Regional Air Service Building (FBO)ADA Improvements 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 forty-five days prior to the receipt of said bids at 2:00 p.m. on the 9th day of August, 2001. 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 20th day of August, 2001. Passed, adopted and approved this 16th day of July ,2001. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk 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 Dubuque Regional Air Service Building (FBO) ADA Improvements 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 Dubuque Regional Air Service Building (FBO)ADA Improvements Project, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m. on the 20th day of August, 2001 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. 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) 589-4193 in the Human Rights Department at least 48 hours prior to the meeting. Published by order of the City Council given on the 2001. day of Jeanne F. Schneider, City Clerk Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th Street1 Dubuque, IA 52001-4864 RESOLUTION NO. -01 RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 11th day of July, 2001, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Dubuque Regional Air Service Building (FBO) ADA Improvements Project. Whereas, notice of hearing on plans, specifications, form of contract, and estimated cost was published as required by law. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the said plans, specifications, form of contract and estimated cost are hereby approved as the plans, specifications, form of contract and estimated cost for said improvements for said project. Passed, adopted and approved this day of ,2001. Attest: Terrance M. Duggan, Mayor Jeanne F. Schneider, City Clerk NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE DUBUQUE REGIONAL AIR SERVICE BUILDING (FBO) ADA IMPROVEMENTS Sealed proposals will be received by the City Clerk of the City of Dubuque, Iowa, at the Office of City Clerk in City Hall no later than 2:00 o'clock p.m. on the 9~h day of August, 2001, for the Dubuque Regional Air Service Building (FBO)ADA Improvements. Copies of the plans and specifications may be obtained in the City Engineer's Office at City Hall. Payment to the contractor will be made from funds as may be legally used for such purposes. All work herein provided for shall be commenced within ten (10) days after the notice to proceed has been issued, and shall be fully completed on the 1st day of November, 2001. All bids must be submitted on the Bid Form bound in the specifications. Each bid shall be accompanied by a satisfactory Bid Bond executed by the Bidder and an acceptable surety; or a cashier's or certified check payable to the City Treasurer, City of Dubuque, drawn on a bank in Iowa or a bank chartered under the laws of the United States, in the amount of ten percent (10%) of the bids submitted as security that the bidder will enter into a contract for doing the work and will give bond with proper securities for the faithful performance of the contract in the form attached to the specifications. The successful bidder will be required to furnish a performance bond in an amount equal to one hundred percent (100%) of the contract price. Said bond is to be issued by a responsible surety company approved and acceptable to the City Council, and shall guarantee the faithful performance of the contract and terms and conditions therein contained, and shall guarantee the prompt payment of all materials and labor and protect and save harmless the City of Dubuque, Iowa, from claims and damages of any kind caused by the operations of the Contractor. Said maintenance shall also guarantee the material and the maintenance of the improvement(s) constructed for a minimum period of two (2) years from and after its completion and acceptance by the City Council. No bid submitted by any Contractor which contains a condition or qualification shall be recognized or accepted by the City Council and any letter or communication accompanying the bid which contains a condition or qualification upon the bid which has the effect of qualifying or modifying any provision of the specifications in any manner will be construed as a non-qualifying bid and will be rejected by the City Council as not responsive. All proposals must be made on blanks furnished by the City Engineer and each bidder will be required to state his prices for doing all the items in each section on which he makes a bid and for all things necessary to make a complete job. The Bidder's attention is directed to the City of Dubuque's Affirmative Action Program which is included in the Contract Specifications and the provisions thereof and hereby made a part of the Contract Documents by reference and incorporated therein. The Contractor, when requested by the City of Dubuque, will furnish a statement of his financial and practical qualifications as provided for in the General Requirements of the Specifications. By virtue of statutory authority, a preference will be given to products and provisions grown and coal produced within the State of Iowa and to Iowa domestic labor. The City Council reserves the right to reject any and all bids or to waive any technicalities and irregularities. All bids will be publicly opened and read by the City Clerk at 2:00 o'clock p.m. on the 9th day of August, 2001, and will be submitted to the Council for final action at a meeting to be held in the Public Library Auditorium, at said City at 6:30 p.m. on the 20~ day of August, 2001. A contract will be awarded at that time or such subsequent time as the City Council may determine. Published by order of the City Council of the City of Dubuque, Iowa and dated this day of ,2001. Jeanne F. Schneider, City Clerk CONSTRUCTION SCHEDULE AND LIQUIDATED DAMAGES Work herein provided for shall be commenced within ten (10) days after notice to proceed has been issued and shall be fully completed by November 1, 2001. For each calendar day that any work shall remain uncompleted beyond the completion schedule, $100.00 per calendar day will be assessed, not as a penalty but as predetermined and agreed liquidated damages. The Contractor will be separately invoiced for this amount, and final payment will be withheld until payment has been made of this invoice. The assessment of liquidated damages shall not constitute a waiver of the City's right to collect any additional damages which the City may sustain by failure of the Contractor to carry out the terms of his contract. An extension of the contract period may be granted by the City for any of the following reasons: Additional work resulting from a modification of the plans. Delays caused by the City. Other reasons beyond the control of the Contractor, which in the City's opinion, would justify such extension.