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Jaycees Peosta Channel TrailMEMORANDUM December 12, 2001 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Dubuque Jaycees/Peosta Channel Trail Project Public Works Director Mike Koch recommends initiation of the bidding process for the Dubuque Jaycees/Peosta Channel Trail Project, and further recommends that a public hearing be set for January 21, 2002. I concur with the recommendation and respectfully request Mayor and City Council approval. 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 December 12, 2001 Michael C. Van Milligen, City Manager Michael A. Koch, Public Works Director Dubuque Jaycees/Peosta Channel Trail Project INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Dubuque Jaycees/Peosta Channel Trail Project. BACKGROUND IIW Engineers and Surveyor, PC has been hired as the consultant on the Dubuque Jaycees/Peosta Channel Trail Project. City staff has been working with IIIW on conceptual plans, design parameters and the proposed alignment for the new 12-foot wide pedestrian/bike trail between 16th Street and Shiras Avenue. The current width of the top of the levee is 6-feet, which is not conducive to the joint use of the trail for both pedestrians and bicyclists. Upon review of survey data, a discrepancy in the design levee elevations versus the actual elevations was observed. A review of this issue with Dave Vamer, Flood Area Engineer, Corps of Engineers, concluded that the existing levee was overbuilt (above the design levee elevation) at several locations to accommodate for potential settlement after construction. Based upon existing survey data and Corps levee documentation, the design levee elevation at 16th Street is 619.7 feet (34.7 river stage), the design levee elevation at Shiras Avenue is 620.5 feet (35.5 river stage) and the lowest point along the levee is 619.1 feet (34.1 river stage). At one specific location, the existing levee is 621.4 feet, or approximately 1.5 feet higher than the design levee elevation. On February 5, 2001, City Council authorized staff to develop final construction plans and specifications for the Dubuque Jaycees/Peosta Channel Trail Project which includes making minor modifications to the top elevation of the levee, to not less than the design levee elevation. On June 26, 2001, both the Engineering and Planning Department staff facilitated an informational meeting in which the public and all adjacent property owners were invited to attend. Based upon citizen comments and feedback, it was the consensus opinion that widening the trail and adding both landscape and amenity improvements to the heavily used trail would be a great enhancement to the City's recreational trail system. DISCUSSION The existing Peosta Channel levee trail is approximately 6500 lineal feet long between 16th Street and Shires Avenue. Staff is proposing to lower the levee between 3" to 6" on approximately 1300 lineal foot section of trail, lowering the levee between 6" to 12" on approximately 1350 lineal foot section of trail, and lowering the levee between 12" to 1.5' on approximately 150 lineal foot section of trail. All proposed modifications to the top elevation of the existing levee are not less than the design levee elevation and are higher than the existing Iow point of 619.1 feet, thereby having no effect on the overall flood protection provided by the levee. Lowedng the existing levee at specific locations will provide several benefits to the overall trail project. There is a considerable project cost saving by lowering the top of the levee, which allows the project to be constructed within the existing levee easement limits, reducing the amount of embankment fill required and eliminating the need for additional right-of-way acquisition. The fiat top of the levee will be wider, which will allow the trail to gradually meander from side to side rather than having a relatively straight trail alignment which wilt make the trail more aesthetically pleasing. A wider levee top will also allow greater flexibility to include trail amenities, including landscaping, seating areas and potential small plaza viewing areas. The Dubuque Jaycees/Peosta Channel Trail Project has been separated into several project components and construction bid alternates. The following is a summary of the various project components, amenities and bid alternates. PROJECT BASE BID COMPONENTS The base construction bid includes the removal of the existing 6-foot asphalt surface, placing additional earthen fill and re-grading the existing levee between 16th Street and Shiras Avenue to accommodate the new 12-foot wide pavement with a 2-foot shoulder on each side of the trail, placing seed and landscaping amenities to restore disturbed areas and installing pavement markings to facilitate both pedestrian and bicycle usage. The project base bid includes the complete construction of a small landscaped area under the Highway 151/61 overpass. Currently, the existing trail passes under the Highway 151/61 overpass and is consistently shaded from sunlight, which does not allow vegetation to grow. Staff is proposing a landscaped area under the Highway 151 overpass, which will provide a seating and rest area in close proximity to the 16th Street trailhead at the future Pyatigorsk Park. The proposed seating and rest area will be constructed with a limestone-screening surface with random dimensioned native limestone block to function as landscaping features and public seating. The project base bid will also include the complete construction of a trailhead plaza area at the intersection of Shiras Avenue, which will provide a landscaped gateway and seating area at the northerly trail entrance. The proposed trail entry plaza area shall include a decorative stamped concrete surface, seating benches, trash receptacles and landscape plantings. The project base bid shall include the partial construction of a landscaped plaza area at the intersection of Hamilton Street, which will provide seating and a viewing overlook of the Peosta Channel. Staff is proposing a medium sized landscaped plaza which will include a shade structure, decorative stamped concrete surface, landscape retaining wall with railing, seating benches, trash receptacles and landscape plantings. Based upon initial estimates, there does not appear to be sufficient funding to completely construct the landscaped plaza seating and viewing area at Hamilton Street, thus staff is proposing to include the necessary site prep work, including the landscape retaining wall with railing and decorative pavement as base bid components and the site amenities will be included as a bid alternate. However, depending on bid proposals received, should there be surplus funds available, the alternate amenities component may be selected. The project base bid shall include the partial construction of a landscaped plaza area located behind the McGraw Hill facility at the intersection of the Stanton Street storm sewer extension gatewell structure, which will provide additional seating and a viewing ovedook of the Peosta Channel. Staff is proposing a medium sized landscaped plaza, which will include a decorative stamped concrete surface, landscape retaining wall with railing, seating benches, trash receptacles and landscape plantings. Based upon initial estimates, there does not appear to be sufficient funding to completely construct the landscaped plaza seating and viewing area located behind the McGraw Hill facility, thus staff is proposing to include the necessary site prep work as base bid components and the site amenities will be included as a bid alternate. However, depending on bid proposals received, should there be surplus funds available, the alternate amenities component may be selected. PROJECT ALTERNATE BID COMPONENTS The project will include a Bid Alternate No.1 - 5" Portland Cement Concrete (PCC) Pavement, which will allow contractors to provide a bid proposal to include a 5" PCC pavement for the entire length of the new 12-foot wide trail. This will allow staff to evaluate the cost of asphalt (base bid) versus a PCC pavement, and select the pavement option which is in the best interest of the City. The project will include a Bid Alternate No.2, which will include the site amenities to complete the landscaped plaza seating and viewing area at the intersection of Hamilton Street. The site amenities to be included are the shade structure, seating benches, trash receptacles and landscape plantings. The project will include a Bid Alternate No.3, which will include the site amenities to complete the landscaped plaza seating and viewing area located behind the McGraw Hill facility at the intersection of the Stanton Street storm sewer extension gateweil structure. The site amenities to be included are the seating benches, trash receptacles and landscape plantings. PROJECTSCHEDULE The schedule for the project will be as follows: Advertisement for Bids Notice of Public Headng on Plans and Specifications Public Hearing Receipt of Bids Award of Contract Completion Date January 11, 2002 January 11, 2002 January 21, 2002 January 31, 2002 February 18, 2002 June 15,2002 RECOMMENDATION I would recommend that the City Council establish the date for the public hearing, and authorize the City Clerk to advertise for proposals. PROJECT FUNDING The City has received an Iowa Department of Transportation Recreational Trails Grant in the amount of $166,341. Additional funding is available from the Heritage Trail Primary Route Capital Improvement budget in the amount of $248,267, resulting in a total project funding of $414,608. The project funding for the Dubuque Jaycees/Peosta Channel Trail Project is as follows: Heritage Trail Primary Route Iowa DOT Recreational Trails Grant $248,267.00 166,341.00 Total Project Funding $414,608.00 IIW Engineers and Surveyor, PC has been hired as the consultant on the Dubuque Jaycees/Peosta Channel Trail Project. The consultant contract was in the amount not to exceed $40,000, leaving a project funding balance of $374,608 to cover the cost of construction, construction staking and inspection services. The base bid construction estimate for the Dubuque Jaycees/Peosta Channel Trail Project is $381,940.00. The base bid construction estimate for the Dubuque JayceeslPeosta Channel Trail Project is as follows: Base Bid Construction Estimate Contingency (10%) Engineering Consultant Contract Construction Staking & Inspection $381,940.00 38,194.00 40,000.00 15,000.00 Total Base Bid Project Cost Estimate $475,134.00 The trail project has been separated into several project components and construction bid alternates. Based upon the review of bid proposals received, should bids be lower than the base bid construction estimate and surplus funds are available, a specific alternate or a combination of altemate components may be selected. The following a summary of the estimated costs for each respective bib alternates. Bid Alternate No.1 PCC Pavement $69,530.00 Bid Alternate No.2 Plaza SeatingNiewing Area at Hamilton Street $39,792.00 Bid Alternate No.3 Plaza SeatingNiewing Area Behind McGraw Hill $ 2,460.00 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. Prepared by Robert D. Schiesl, Civil Engineer CC: Pauline Joyce, Administrative Services Manager Laura Carstens, Planning Services Manager Lisa Sesterhenn, Assistant Planner Julia Neebel, IIW Engineers & Surveyors Pat Norton, IIW Engineers & Surveyors Dave Varner, COE Rock Island District Roger Walton, Local Systems, Iowa DOT DUBUQUE JAYCEES PEOSTA CHANNEL TRAIL LOCATION MAP SC r' ISLAND CITY OF DUBUQUE Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th Street, Dubuque, IA 52001-4864 RESOLUTION NO. 556-01 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 Jaycees/Peosta Channel Trail Project, in the estimated amount of $475,134.00, are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, approved and adopted this 'i7th day of December, 2001. Attest: Jeanne F. Schneider, City Clerk Terrance M. Duggan, Mayor Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th Street, Dubuque, IA 52001-4864 RESOLUTION NO. 557-01 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 Jaycees/Peosta Channel Trail Project. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That on the 21st day of January, 2002, 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 cimulation 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 December, 2001. Attest: Jeanne F. Schneider, City Clerk Terrance M. Duggan, Mayor Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th Street, Dubuque, IA 52001-4864 RESOLUTION NO. 558-01 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Dubuque Jaycees/Peosta Channel Trail 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 31st day of January, 2002. 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 18th day of February, 2002. Passed, approved and adopted this 17th day of December, 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 Jaycees/Peosta Channel Trail 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 Jaycees/Peosta Channel Trail Project, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m. on the 21st day of January, 2002, 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 pdor 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 DUBUQUE JAYCEES/PEOSTA CHANNEL TRAIL 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 31st day of January, 2002, for the construction of Dubuque Jaycees/Peosta Channel Trail 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 June 15, 2002. 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 often 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. 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. 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 31 st day of January, 2002, 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 18th day of February, 2002. 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 June 15, 2002. 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 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.