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Grove Terrace_11th Street Steps Repair ProjectTHE CITY OF Dubuque a DUB E 1 - Masterpiece on the Mississippi 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: 11th Street Steps & Grove Terrace Retaining Wall Project CIP: 2501029 -Stone Retaining Walls, 3002022 - Foye/Merchants/Gold, Historic Preservation Funds DATE: July 1, 2008 City Engineer Gus Psihoyos is recommending initiation of the public bidding procedure for the 11th Street Steps and Grove Terrace Retaining Wall Project and that a public hearing be set for July 21, 2008. I concur with the recommendation and respectfully request Mayor and City Council approval. V `Z, Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer 200 TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer ~ ~ . SUBJECT: 11th Street Steps & Grove Terrace Retaining Wall Project CIP: 2501029 -Stone Retaining Walls, 3002022 - Foye/Merchants/Gold, Historic Preservation Funds DATE: June 30, 2008 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the 11T" Street Steps & Grove Terrace Retaining Wall Project. BACKGROUND In the West 11th Street Historic District, there is a City-owned limestone retaining wall around the 11th Street stairs at Grove Terrace that was known to be in deteriorating condition. Last year the Engineering Department noticed that the walls around the 11th Street steps were bowing and showing signs of distress. IIW Engineers & Surveyors PC (IIW) was hired to investigate the structural integrity of the walls and stairs. Preliminary plans were developed and engineering staff went before the Historic Preservation commission in December 2007 for a design review. City staff reviewed the comments made at that HPC meeting and directed IIW to incorporate those changes in subsequent plans. When the engineering staff was prepared to go to bid for the stairs and related retaining wall repairs, the retaining wall on Grove Terrace failed on April 1St, 2008 just north of the original project limits. Due to the record snowfall and heavy rains this spring, the structural integrity of the wall, Grove Terrace, and utilities were severely compromised. For public safety, this area has been closed to vehicular/pedestrian traffic since the initial collapse on April 1. In the interest of public safety, the resident of 1108 Grove Terrace had limited access to his home for approximately 7 days and the residents of the Teresa Shelter on Bluff Street were evacuated to temporary housing for a period of 2 weeks. On May 7, Tschiggfrie Excavating was hired on an emergency basis to begin the wall deconstruction work. This work included: the removal of a wall section and native earth material back to the existing rock shelf and natural bluff; the placement of plastic sheeting over the exposed slopes and temporary curbs to redirect water away from the excavated area; and the temporary bypass of the sanitary sewer on Grove Terrace to Bluff Street. Also, since the initial wall collapse, IIW was hired to provide ongoing inspection and to assist in the design of a replacement wall system. For the past two months the engineering department and IIW have discussed a comprehensive repair for the Grove Terrace retaining wall and the 11th Street Stairs. The final design includes the installation of concrete backfill and geofoam blocks to limit the stresses on the new retaining wall and allow the reuse of a significant portion of the existing limestone block. The project will also include installation of reinforced concrete over the existing 11th Street stairs arch to stabilize the arch. The section of Grove Terrace around the stairs will be reconstructed with 7" concrete pavement with integral curb and gutter. The rest of Grove Terrace will be reconstructed with asphalt pavement and concrete curb and gutter. The existing 8" sanitary sewer will be reconstructed along with the replacement of 2 sanitary manholes. The 11th Street stairs retaining walls will be partially reconstructed with salvaged limestone blocks and new limestone. The stairs will be partially reconstructed along with the replacement of some handrail and the refurbishing of the remaining railing. Wrought iron hoop railing will be installed at the top of the stairs. The installation of a new historic street light will help illuminate the stairway and provide for roadway lighting at the top of the stairs. DISCUSSION The 11th Street Steps and Grove Terrace Retaining Wall Reconstruction Project includes the following: PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process July 7, 2008 Advertisement for Bids July 9, 2008 Notice of Public Hearing on Plans& Specifications July 11, 2008 Public Hearing July 21, 2008 Pre-Bid Conference July 10, 2008 Receipt of Bids July 16, 2008 Award Construction Contract July 21, 2008 Project Completion Date November 1, 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 Due to the fact the City has never bid a project of this nature with the Geofoam material and reinforced concrete backfill we have added a 15% contingency due to the complexity of the project. The estimate of probable cost for the 11T" Street Steps & Grove Terrace Retaining Wall Project is as follows: Estimate Construction Contract $508,942.50 Contingency (15%) $76,341.38 Construction Engineering & Inspection $87,792.58 Total Project Cost $673,076.46 The current FY 2009 Capital Improvement Program includes funding for the reconstruction of Foye, Merchants and Gold Streets. Because there is a funding shortfall in the Stone Retaining Walls CIP, it is proposed that the Foye, Merchants, Gold Reconstruction Project be eliminated to fund this project. The Foye, Merchants, Gold Reconstruction Project would be scheduled in a future CIP. The project funding summary is as follows: CIP No. Fund Description Fund Amount Historic Preservation Funds $90,000.00 2501029 Stone Retaining Walls $191,647.47 3002022 Foye/Merchant/Gold Reconstruction $391,428.99 Total Project Funding $673,076.46 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 11th Street Steps & Grove Terrace Retaining Wall Reconstruction Project. Prepared by Robert Schiesl, Assistant City Engineer cc: Jenny Larson, Budget Director Jon Dienst, Civil Engineer RESOLUTION NO. 222-08 11T" STREET STEPS & GROVE TERRACE RETAINING WALL RECONSTRUCTION PROJECT 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 11t" Street Steps & Grove Terrace Retaining Wall Reconstruction Project, in the estimated amount $673,076.46, 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 21St day of July, 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 11t" Street Steps & Grove Terrace Retaining Wall Reconstruction Project 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 16t" day of July, 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 the public hearing at 6:30 p.m. on the 21St day of July, 2008, in the Historic Federal Building Council Chambers (second floor), 350 West 6t" Street, Dubuque, Iowa. Passed, adopted and approved this nth day of ,7u,~y , 2008. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE 11T" STREET STEPS & GROVE TERRACE RETAINING WALL RECONSTRUCTION PROJECT 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 11th Street Steps & Grove Terrace Retaining Wall Reconstruction Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 21St day of July, 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: The 11th Street Steps and Grove Terrace Retaining Wall Reconstruction Project will provide for the reconstruction of existing limestone retaining walls, sanitary sewer, roadway sub-base, construction of concrete and asphalt roadway and concrete reinforcement of an existing limestone arch. This project also includes partial reconstruction of stairs, railing and fencing. The retaining wall reconstruction will include utilizing existing limestone block as well as new limestone block. The retaining wall backfill material will include a mix of reinforced concrete backfill, geofoam backfill and granular backfill. The retaining walls, arch and stairs are in a historic district of downtown Dubuque and are of particular historical significance. 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 11T" STREET STEPS & GROVE TERRACE RETAINING WALL RECONSTRUCTION PROJECT 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 July 16tH, 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 July 16 , 2008, at City Hall -Conference Room A, 50 West 13tH Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on July 21St, 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 November 1, 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. 11T STREET STEPS & GROVE TERRACE RETAINING WALL RECONSTRUCTION PROJECT, CIP 2501029 AND CIP 3002022. The 11tH Street Steps and Grove Terrace Retaining Wall Reconstruction Project will provide for the reconstruction of approximately 4070 SF of existing limestone retaining wall, 100 LF of sanitary sewer with two manholes, roadway sub-base, construction of 600 SY of concrete roadway, 190 SY of asphalt roadway and concrete reinforcement of an existing limestone arch. This project also includes partial reconstruction of stairs, railing and fencing. The retaining wall reconstruction will include utilizing existing limestone block as well as new limestone block. The retaining wall backfill material will include a mix of reinforced concrete backfill, geofoam backfill and granular backfill. The retaining walls, arch and stairs are in a historic district of downtown Dubuque and are of particular historical significance. Pre-Bid Construction Conference. Each prospective bidder is encouraged to attend .the Pre-Bid Construction Conference to be held at 1:30 PM on July 10tH 2008, in Conference Room B, City Hall, 50 West 13tH Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, July Stn, 2008.