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Fire Station No. 2 Parking Lot ReconstructionTHE CITY OF DUB E Masterpiece on tie Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Fire Station No. 2 -John F. Kennedy Road Parking Lot Reconstruction Project (CIP 1012055) DATE: August 12, 2008 Dubuque AIFAmedcal~lr 2007 City Engineer Gus Psihoyos is recommending initiation of the public bidding process for the Fire Station No. 2 -John F. Kennedy Road Parking Lot Reconstruction Project and that a Public Hearing be set for September 2, 2008. I concur with the recommendation and respectfully request Mayor and City Council approval. Mi ael C. Van Milligen MCVM/Iw Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer THE CITY OF ~ Dubuque -. - DT Tj~ ~ AN-AmericaCitY ~„J iJ Masterpiece on the Mississippi 2007 TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer SUBJECT: Fire Station No. 2 -John F. Kennedy Road Parking Lot Reconstruction Project (CIP 1012055) DATE: August 11, 2008 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Fire Station No. 2 -John F. Kennedy Road, Parking Lot Reconstruction Project. DISCUSSION The Fire Station No. 2 -John F. Kennedy Road, Parking Lot Reconstruction Project involves the reconstruction of the existing driveway entrance and parking lot for Fire Station No. 2. The new driveway entrance and parking lot will be constructed of an fl- inch concrete pavement on an improved granular sub-base to better handle the heavy axle loads imposed by emergency vehicles. The project will also include the installation of a new storm sewer intake to manage the parking lot surface drainage which will connect to an existing storm sewer system. Should bid proposals be favorable and there is sufficient funds budgeted, the project also provides for an alternate bid to construct an additional 9-feet of concrete pavement along the easterly edge of the parking lot which will provide additional staff parking. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process August 18, 2008 Advertisement for Bids August 22, 2008 Notice of Public Hearing on Plans& Specifications August 22, 2008 Public Hearing September 2, 2008 Receipt of Bids September 4, 2008 Award Construction Contract September 15, 2008 Project Completion Date November 14, 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 Fire Station No. 2 -John F. Kennedy Road, Parking Lot Reconstruction Project is as follows: Estimate Construction Contract -Base Bid $74,256.50 Contingency (10%) 7,425.65 Construction Engineering & Inspection (15%) 12,252.32 Total Project Cost 93 934.47 Alternate No. 1 -Additional Parking $7,532.75 Contingency (10%) 753.28 Construction Engineering & Inspection (15%) 1,242.90 Alternate No. 1 Cost 9 528.93 A summary of available project funding is as follows: Available CIP No. Fund Description Funding 1012055 Fire Station No. 2 - JFK Parking Lot Reconstruction $115,000.00 Total Project Funding $115,000.00 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 Fire Station No. 2 - John F. Kennedy Road, Parking Lot Reconstruction Project. Prepared by Greg Doeden, Civil Engineer Bob Schiesl, Assistant City Engineer cc: Jenny Larson, Budget Director Dan Brown, Fire Chief RESOLUTION NO. 276-08 FIRE STATION NO. 2 -JOHN F. KENNEDY ROAD PARKING LOT 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 Fire Station No. 2 -John F. Kennedy Road Parking Lot Reconstruction Project, in the estimated amount $93,934.47, 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 2nd day of September, 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 Fire Station No. 2 -John F. Kennedy Road Parking Lot 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 4t" day of September, 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 15t" day of September, 2008, in the Historic Federal Building Council Chambers (second floor), 350 West 6t" Street, Dubuque, Iowa. Passed, adopted and approved this 18th day of August, 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 FIRE STATION NO. 2 -JOHN F. KENNEDY ROAD PARKING LOT 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 Fire Station No. 2 -John F. Kennedy Road Parking Lot Reconstruction Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 2"d day of September, 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 Fire Station No. 2 -John F. Kennedy Road, Parking Lot Reconstruction Project involves the reconstruction of the existing driveway entrance and parking lot for Fire Station No. 2. The new driveway entrance and parking lot will be constructed of an 8-inch concrete pavement on an improved granular sub-base to better handle the heavy axle loads imposed by emergency vehicles. The project will also include the installation of a new storm sewer intake to manage the parking lot surface drainage which will connect to an existing storm sewer system. Should bid proposals be favorable and there is sufficient funds budgeted, the project also provides for an alternate bid to construct an additional 9-feet of concrete pavement along the easterly edge of the parking lot which will provide additional staff parking. 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 FIRE STATION NO. 2 -JOHN F. KENNEDY ROAD PARKING LOT 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 September 4, 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 September 4, 2008, at City Hall -Conference Room B, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on September 15, 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 14, 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 astate-chartered or federally chartered bank, or a certified share draft drawn on astate-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. The Fire Station No. 2 -John F. Kennedy Road, Parking Lot Reconstruction Project involves the reconstruction of the existing driveway entrance and parking lot for Fire Station No. 2. The new driveway entrance and parking lot will be constructed of an fl- inch concrete pavement on an improved granular sub-base to better handle the heavy axle loads imposed by emergency vehicles. The project will also include the installation of a new storm sewer intake to manage the parking lot surface drainage which will connect to an existing storm sewer system. Should bid proposals be favorable and there is sufficient funds budgeted, the project also provides for an alternate bid to construct an additional 9-feet of concrete pavement along the easterly edge of the parking lot which~will provide additional staff parking. Published in the Telegraph Herald, August 22, 2008.