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Asphalt Paving Program 2008TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: 2008 Asphalt Paving Program DATE: May 13, 2008 City Engineer Gus Psihoyos recommends initiation of the bidding process for the 2008 Asphalt Paving Project, and further recommends that a public hearing be set for June 2, 2008. I concur with the recommendation and respectfully request Mayor and City Council approval. l~ Micha I C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer THE CITY OF Dubuque -~.. - ~~~ E AAN-Ame~caCAy T Masterpiece on the Mississippi 2007 TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer ~~ -- SUBJECT: 2008 Asphalt Paving Program (CIPs 3501866, 3902007, 3001972) DATE: May 12, 2008 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the 2008 Asphalt Paving Program. DISCUSSION The 2008 Asphalt Paving Program includes the following overlay improvements: - Resurfacing of the main roadway and parking areas of Eagle Point Park. - Milling and resurfacing of the parking lot adjacent to the Jet Center at the Dubuque Regional Airport. It will also include the replacement of the entrance drive to the Jet Center and expansion of parking on the south and east portions of the upper parking lot adjacent to the Jet Center. HMA full-depth patching along the curb of Hill Street at a few locations between 3~d Street and Solon Street. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process May 19, 2008 Advertisement for Bids May 23, 2008 Notice of Public Hearing on Plans& Specifications May 23, 2008 Public Hearing June 2, 2008 Receipt of Bids June 5, 2008 Award Construction Contract June 16, 2008 Project Completion Date October 31, 2008 RECOMMENDATION I recommend that the City Council establish a date for the public hearing and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate of probable cost for the 2008 Asphalt Paving Program is as follows: Estimate Construction Contract $185,385.96 Contingency (10%) 18,538.60 Construction Engineering & Inspection (10%) 20,392.46 Total Project Cost $224,317.02 The project funding summary is as follows: CIP No. Fund Description Fund Amount 3501866 Eagle Point Park -Overlay Main Road $127,000.00 3902007 Asphalt Pavement Maintenance for Parking Lots 93,136.36 3001972 2009 Annual Street Program 4,180.66 Total Project Funding $224,317.02 ACTION TO BE TAKEN The City Council is requested to establish the date of the public hearing and to authorize the City Clerk to advertise for proposals through adoption of the enclosed resolutions for the 2008 Asphalt Paving Program. Prepared by Jon Dienst, Civil Engineer cc: Jenny Larson, Budget Director Don Vogt, Public Works Director John Klostermann, Operations & Maintenance Supervisor Bob Green, Water Plant Manager Gil Spence, Leisure Services Manager Todd Dalsing, Dubuque Regional Airport Bob Schiesl, Assistant City Engineer Deron Muehring, Civil Engineer Shawn Frazier, Engineering Assistant RESOLUTION NO. 167-08 2008 ASPHALT PAVING PROGRAM PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; AND ORDERING THE ADVERTISEMENT FOR BIDS NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: the proposed plans, specifications, form of contract and estimated cost for the 2008 Asphalt Paving Program, in the estimated amount $224,317.02, are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. a public hearing will be held on the 2"d day of June, 2008, at 6:30 p.m. in the Historic Federal Building Council Chambers at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and estimated cost of said Project, and the City Clerk be and is hereby directed to cause the attached notice of the 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 published not less than four days nor more than twenty days prior to the date of such hearing. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, form of contract, or estimated cost of the Project. The 2008 Asphalt Paving Program is hereby ordered to be advertised for bids for construction. 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. The City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, by publishing the attached Notice to Bidders to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not less than four but not more than forty-five days before the date for filing bids before 2:00 p.m. on the 5th day of June, 2008. Bids shall be opened and read by the City Clerk at said time and will be submitted to the City Council for final action at 6:30 p.m. on the 16th day of June, 2008, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 19th day of May , 2008. Roy D. Buol, Mayor Attest: Kevin S. Firns hl, Assist nt City lerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE 2008 ASPHALT PAVING PROGRAM NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimated cost for the 2008 Asphalt Paving Program, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 2"d day of June, 2008, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Said proposed plans, specifications, form of contract and estimated cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto. The scope of the Project is as follows: - Resurfacing of the main roadway and parking areas of Eagle Point Park. - Milling and resurfacing of the parking lot adjacent to the Jet Center at the Dubuque Regional Airport. It will also include the replacement of the entrance drive to the Jet Center and expansion of parking on the south and east portions of the upper parking lot adjacent to the Jet Center. - HMA full-depth patching along the curb of Hill Street at a few locations between 3~d Street and Solon Street. 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) 690-6678 at least 48 hours prior to the meeting. Published by order of the City Council given on the day of , 2008. Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT 2008 ASPHALT PAVING PROGRAM Time and Place for Filing Sealed Proposals. Sealed bids for the work comprising each improvement as stated below must be filed before 2:00 p.m. on June Stn, 2008, in the Office of the City Clerk, City Hall -First Floor, 50 West 13tH Street, Dubuque, Iowa. Time and___Placed Sealed Proposals Will be Opened and Considered. Sealed proposals will be opened and bids tabulated at 2:00 p.m. on June 5 , 2008, at City Hall -Conference Room B, 50 West 13tH Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on June 16tH, 2008. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time for Commencement and Completion of Work. Work on each improvement shall be commenced within 10 days after the Notice to Proceed has been issued and shall be fully completed by October 31St, 2008. Bid Security. Each bidder shall accompany its bid with a bid security as security that the successful bidder will enter into a contract for the work bid upon and will furnish after the award of contract a corporate surety bond, acceptable to the governmental entity, for the faithful performance of the contract, in an amount equal to one hundred percent of the amount of the contract. The bid security shall be in the amount of ten percent (10%) of the amount of the contract and shall be in the form of a cashier's check or certified check drawn on a state- chartered or federally chartered bank, or a certified share draft drawn on a state- chartered or federally chartered credit union, or the governmental entity may provide for a bidder's bond with corporate surety satisfactory to the governmental entity. The bid bond shall contain no conditions excepted as provided in this section. Contract Documents. Copies of the construction documents may be obtained at the Engineering Department, City Hall -Second Floor, 50 West 13tH Street, Dubuque, Iowa 52001. No plan deposit is required. Preference for Iowa Products and Labor. By virtue of statutory authority, preference will be given to products and provisions grown and coal produced within the State of Iowa, and to Iowa domestic labor, to the extent lawfully required under Iowa statutes. Sales Tax. The bidder should not include sales tax in its bid. A sales tax exemption certificate will be available for all material purchased for incorporation in the project. General Nature of Public Improvement. 2008 Asphalt Paving Program, CIPs: 3501866, 3902007, 3001972 - Resurfacing of the main roadway and parking areas of Eagle Point Park. - Milling and resurfacing of the parking lot adjacent to the Jet Center at the Dubuque Regional Airport. It will also include the replacement of the entrance drive to the Jet Center and expansion of parking on the south and east portions of the upper parking lot adjacent to the Jet Center. - HMA full-depth patching along the curb of Hill Street at a few locations between 3~d Street and Solon Street. Published in the Telegraph Herald, May 23~d, 2008.