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Sewer, Harvest View EstatesCITY OF DUBUQUE, IOWA MEMORANDUM August 1, 2001 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Harvest View Estates Sanitary Sewer Project Public Works Director Mike Koch recommends initiation of the bidding process for the extension of sanitary sewer of Harvest View Estates - Phase I, and further recommends that a public hearing be set for August 20, 2001. As discussed at the July 16 City Council work session, Harvest Development will repay the City as each lot is sold, with a five year balloon payment. Assistance is only being provided for owner-occupied housing. 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 TO: FROM: SUBJECT: CITY OF DUBUQUE, IOWA MEMORANDUM July 31, 2001 Michael C. Van Milligen, City Manager Michael A. Koch, Public Works Director Harvest View Estates Sanitary Sewer Project INTRODUCTION The enclosed resolutions authorize the bidding public procedure for the extension of sanitary sewer of Harvest View Estates - Phase I. BACKGROUND On April 17, 2001, Harvest Development Group requested the City's assistance and cooperation in several facets of its 70-acre development north of Asbury Road (between Hacienda Drive and the Northwest Arterial). During the July 16, 2001 Council work session, the Council tentatively agreed to assist Harvest Development in the Phase I extension of approximately 5,500 feet of 8" ductile iron pipe to service 62 residential lots that are zoned R-1 or R-2 Residential, that is owner-occupied housing. In addition, 2,350 feet of 4" lateral will be installed to service the 62 individual properties developed under this phase. DISCUSSION The project will be funded through the Sanitary Sewer Extension Funds. A connection fee would be established for each lot and would be payable to the City of Dubuque by Harvest Development Group, successors, or assignees upon the sale of each lot. The schedule for the project is as follows: Advertisement for Bids Notice of Public Hearing Receipt of Bids Public Hearing Award of Contract Final Completion Date August 7, 2001 August 10, 2001 August 14, 2001 August 20, 2001 August 20, 2001 November 22, 2001 RECOMMENDATION It is recommended that 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: Construction Contract Contingency Engineering $265,000.00 26,500.00 NA Total Project Cost $291,500.00 The project will be funded from capital improvement programs for extensions to new developments, with a current balance of $812,220.00. ACTION REQUESTED The City Council is requested to establish the date of public hearing and to authorize the City Clerk to advertise for proposals through the adoption of the enclosed resolutions. MAK/vjd Prepared by Gus Psihoyos, Assistant City Engineer Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 15th Street, Dubuque, IA 52001-4864 RESOLUTION NO.357-01 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 Harvest View Estates - Phase I Sanitary Sewer Project, in the estimated amount of $291,500.00, are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, approved and adopted this Attest: 6th day of August ,2001. Terrance M. Duggan, Mayor Jeanne F. Schneider, City Clerk Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th Street, Dubuque~ IA 52001-4864 RESOLUTION NO. 358-01 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 Harvest View Estates - Phase I Sanitary Sewer Project. NOW THEREFORE, BE IT RESOLVED BY THE 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, approved and adopted this 6th Attest: 6th day of August, 2001. Terrance M. Duggan, Mayor Jeanne F. Schneider, City Clerk Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th Street, Dubuque, IA52001-4864 RESOLUTION NO.359-01 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Harvest View Estates - Phase I Sanitary Sewer 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 14'h 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 20t~ day of August, 2001. Passed, approved and adopted this 6th day of August , 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 Harvest View Estates - Phase I Sanitary Sewer 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 Harvest View Estates - Phase I Sanitary Sewer 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 NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE HARVEST VIEW ESTATES - PHASE 1 (BETWEEN HACIENDA DRIVE AND THE NORTHWEST ARTERIAL) SANITARY SEWER EXTENSION PROJECT 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 14th day of August, 2001, for the Harvest View Estates - Phase I Sanitary Sewer Extension Project. 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 commence no later than Tuesday, August 22, 2001, and shall be fully completed in the following manner: September 22, 2001 October 22, 2001 November 22, 2001 Matthew John, from Asbury to Cedar Heights Harvest View Drive Remainder of Phase I Sewer Main 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. Said bond 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. 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. 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 14th 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 7:00 p.m. on the 20th 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 22, 2001. For each calendar day that any work shall remain uncompleted beyond the completion schedule, $500.00 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 pedod may be granted by the City for any of the following reasons: 1. Additional work resulting from a modification of the plans. 2. Delays caused by the City. Other reasons beyond the control of the Contractor, which in the City's opinion, would justify such extension.