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2001 Harbor Dredging ProjectMEMORANDUM September 10, 2001 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager 2001 Harbor Maintenance Dredging Project The City of Dubuque has a contractual obligation under various riverfront-leased properties to maintain adequate harbor depths for navigation. The City is required to perform maintenance dredging operations at several river terminals and marina locations as required per lease agreements to facilitate adequate depth for commercial barge and recreational navigation. Public Works Director Mike Koch recommends initiation of the bidding process for the 2001 Harbor Maintenance Dredging Project, and further recommends that a public hearing be set for October 15, 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 TO: FROM: SUBJECT: September 10, 2001 Michael C. Van Milligen, City Manager Michael A. Koch, Public Works Director 2001 Harbor Maintenance Dredging Project INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the 2001 Harbor Maintenance Dredging Project. BACKGROUND The City of Dubuque has a contractual obligation under various riverfront-leased properties to maintain adequate harbor depths for navigation. The City is required to perform maintenance dredging operations at several river terminals and marina locations as required per lease agreements to facilitate adequate depth for commercial barge and recreational navigation. DISCUSSION Per the current lease agreements, the City is required to dredge six (6) docking facilities: one located outside the Ice Harbor Gates--Dubuque Terminals (Newt Marine Service); three of which are located in Dove Harbor--Alliant/Interstate Power, Agri- Grain and Koch Materials; one located in the Peosta Channel--Peavey Company; and one located at the Dubuque Yacht Basin (Shanley Marina). The quantity of material required to dredge the six (6) docking facilities to a harbor depth specified per the lease agreements is approximately 37,100 cubic yards, which correlates to an estimated cost of approximately $520,000. However, because the cost to dredge the six (6) docking facilities exceeds the available budget, the quantity to be dredged has been scaled back to the budgeted funds. Below is a list of the leased riverfront properties which outlines the quantity of material required per lease agreements and the allowable quantity of dredge material per available funding. Dredge Quantity Dredge Quantity Necessary Per Lease Per Available Funds Dubuque Terminals (Newt Marine Service) Outside Ice Harbor 4,200 Cu.Yd. 000 Cu.Yd. Alliant/Interstate Power Company Dove Harbor River Terminal 4,800 Cu.Yd. 000 Cu.Yd. Agri-Grain Dove Harbor River Terminal 700 Cu.Yd. 000 Cu.Yd, Koch Materials Dove Harbor River Terminal 8,900 Cu.Yd. 000 Cu.Yd. Peavey Company Peosta Channel Terminal 000 Cu.Yd. 000 Cu.Yd. Dubuque Yacht Basin (Shanley Marina) 18,500 Cu.Yd. 6,400 Cu.Yd. Total Dredge Quantity 37,100 Cu.Yd. 6.400 Cu.Yd, In 1998, the City performed maintenance dredging operations at four (4) of the above docking facilities, including: Dubuque Terminals (Newt Marine Service); Alliant/Interstate Power; Agri-Grain; and Koch Materials. The Dubuque Yacht Basin has waited the longest and has the greatest current need for dredging operations. It is, therefore, recommended that the City concentrate all the available funds to this one site. The proposed project scope of work includes the mechanical dredging of one (1) marina area located at the Dubuque Yacht Basin. A map is attached which shows the dredge project location and the temporary disposal site. The dredged material will be loaded onto a barge and then off loaded at a temporary disposal site north of the 16th Street Bridge at the Peosta Channel. There, the material will be allowed to dewater; and under a future contract, the dried dredged material will be loaded into trucks and transported to an upland disposal site. PROJECT SCHEDULE The schedule for the project will be as follows: Advertisement for Bids Receipt of Bids Notice of Public Hearing on Plans and Specifications Public Hearing Award of Contract Completion Date September 21, 2001 October 4, 2001 October 5, 2001 October 15, 2001 October 15, 2001 December 14, 2001 RECOMMENDATION I would recommend that the City Council establish the date for the public hearing, and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The cost estimate for the 2001 Harbor Maintenance Dredging Project is as follows: Dredging Contract Contingency (10%) Engineering & Inspection (5%) Total Dredging Estimate $ 94,100 9,410 5,175 $108,685 Temporary Disposal Site Prep 20,000 Total Dredge Project Estimate $128.685 The project will be funded from the Local Option Sales Tax Fund under a Capital Improvement Program appropriation in the amount of $50,000 for FY 2002 and a carryover balance from FY 2001 in the amount of $80,000, for a total available budget of $130,000. After bids are received, the quantity of material to be dredged will be adjusted to correspond with the available budget. The total estimated cost to dredge the six (6) docking facilities, as required per the lease agreements, is approximately $520,000. Additional funds will be programmed for the disposal and placement of the dredged material at the six (6) docking facilities in Fiscal Year 2003 and future CIP projects for dredging the balance of the material required for compliance with the leases. 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 Robert Schiesl, Civil Engineer cc: Pauline Joyce, Administrative Services Manager e Permit Location Map (~ Hawthorne Street Boat Ramp ~ Peavey Company Peos~ Channel Te~inal Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th Street, Dubuque, IA 52001-4864 RESOLUTION NO. 417-01 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 2001 Harbor Maintenance Dredging Project, in the estimated amount of $128,685, are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, approved and adopted this 17th day of September, 2001. Attest: Jeanne F. Schneider, City Clerk dayof September ,2001. Terrance M. Duggan, Mayor Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th Street, Dubuque, IA 52001-4864 RESOLUTION NO. 418-01 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 2001 Harbor Maintenance Dredging Project. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That on the 15t~ day of October, 2001, a public hearing will be held at 6:30 p.m. in the Pubic 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 17th day of September, 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 2001 Harbor Maintenance Dredging 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 2001 Harbor Maintenance Dredging Project, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m. on the 15th day of October, 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 Street, Dubuque, IA 52001-4864 RESOLUTION NO. -01 RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 12th day of September, 2001, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the 2001 Harbor Maintenance Dredging 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, approved and adopted this day of ,2001. Attest: 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. 419-0'1 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the 2001 Harbor Maintenance Dredging 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 4th day of October, 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 15th day of October, 2001. Passed, approved and adopted this 17th Attest: Jeanne F. Schneider, City Clerk dayof September, 2001. Terrance M. Duggan, Mayor NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE 2001 HARBOR MAINTENANCE DREDGING 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 4th day of October, 2001 of the 2001 Harbor Maintenance Dredging 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 be commenced within ten (10) days after the notice to proceed has been issued, and shall be fully completed on the 14th day of December, 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. 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 bythe City Clerk at 2:00 o'clock p.m. on the 4~h day of October, 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 15th day of October, 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 December 14, 2001. For each calendar day that any work shall remain uncompleted beyond the completion schedule, $500.00 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 dght 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: 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.