Montcrest Street Sanitary Sewer Extension Project_InitiationTHE CTTY OF Dubuque
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Masterpiece on the Mississippi
2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Montcrest Sanitary Sewer Extension Project
DATE: August 27, 2008
City Engineer Gus Psihoyos is recommending authorization to begin the public bidding
procedure for the Montcrest Sanitary Sewer Extension Project and preliminary approval
of the construction plans and specifications, approval of the Resolution of Necessity,
approval of the Preliminary Schedule of Assessments, and that September 15, 2008, be
set as the date for the public hearing.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mi ael C. Van illigen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
THE CITY OF Dubuque
DT T~ ~ All-Amer~aCiiY
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Masterpiece on tl~e Mississippi
2007
TO: Michael C. Van Milligen, City Man
FROM: Gus Psihoyos, City Engineer ~ J _ ~`~
DATE: August 25, 2008
SUBJECT: Montcrest Sanitary Sewer Extension Project
CIP 7101309
INTRODUCTION
The attached resolutions authorize the public bidding procedure for the Montcrest
Sanitary Sewer Extension Project.
BACKGROUND
In December 1994, the City Council directed staff to enforce connection to sanitary
sewers for properties that were within 200 feet of public sanitary sewer main as specified
in Section 44-14 of the Code of Ordinances. To date, 129 connections have been made
out of an identified 158 residences. The more difficult, costly connections remain.
The City Council recognized the increased financial hardship due to these more difficult
connections. In September of 1996 they established a policy to cap a property owner's
financial participation for the connection to the City sewer main at fifteen percent (15%)
of the value of the property. Since FY98 the CIP budget has included the annual Sanitary
Lateral Connection Assistance Program (CIP#7101309).
In December of 2001 the City Council revised the policy. To avoid inconsistencies and
irregularities with private bids, the City now administers the bidding process. In addition,
the policy now allows for an appraisal to establish the value of the property. Previously,
the assessed value was utilized.
DISCUSSION
Three of the properties within 200 feet of the City sewer main and are still on a septic
system are 795 Montcrest Street, 805 Montcrest Street, and 777 Seward Street. The
proposed Montcrest Sanitary Sewer Extension Project includes the extension of 475 feet
of 8-inch diameter sanitary sewer main, the installation of 255 of 4-inch diameter sewer
laterals from the main to the three houses, and ditch remediation at the end of Spires
Court. Once complete, the three homes will be connected to the City's sanitary sewer
system.
During the design process for this project, City staff has met numerous times with the
property owners to discuss the project, the preliminary assessments that have been
calculated, and the probable construction schedule.
The proposed schedule for the project is as follows:
Initiate Public Bidding Process
Publish Notice to Bidders, Advertise for Bids
Publish Public Hearing Notice on Plans, Specs, Assessments
Mail Special Assessment Notice to Property Owners
Publish Notice of Special Assessment: 1 st Publication:
2nd Publication:
Public Hearing on Plans & Specs, Spec. Assessments
Receipt of Bid Proposals (Bid-Letting)
Award Construction Contract
Project Completion Dates: Substantially Complete:
Complete;
RECOMMENDATION
September 2, 2008
September 5, 2008
September 5, 2008
September 5, 2008
September 5, 2008
September 12, 2008
September 15, 2008
September 18, 2008
October 6, 2008
December 5, 2008
May 1, 2009
recommend that the City Council give preliminary approval to the construction plans
and specifications, approve the Resolution of Necessity, approve the Preliminary
Schedule of Assessments, establish September 15, 2008 as the date of the public
hearing, and hereby authorize the City Clerk to advertise for bid proposals for the
Montcrest Sanitary Sewer Project.
BUDGET IMPACT
The estimate of probable cost is summarized as follows:
Construction Contract
Contingency (10%)
Construction Engineering & Inspection (15%)
Total Project Cost
The project funding summary is as follows:
CIP No.
Fund Description
Estimate
$47,140.28
4,714.03
7,778.15
$59,632.45
Fund Amount
$23,378.40
7101309 Sanitary Lateral Connection Assistance Program
Special Assessments
7201004 Stormwater Ditch Remediation
25,311.80
10,942.25
Total Project Funding $59,632.45
ACTION TO BE TAKEN
I respectfully request that the City Council adopt the attached resolutions establishing the
preliminary approval to the Resolution of Necessity, approve the Preliminary Schedule of
Assessments, establish the date of the public hearing, and authorize the City Clerk to
advertise for bid proposals through the adoption of the enclosed resolutions for the
Montcrest Sanitary Sewer Extension Project.
Prepared by Deron Muehring, Civil Engineer
cc: Jenny Larson, Budget Director
Deron Muehring, Civil Engineer
RESOLUTION NO. 295-08
MONTCREST SANITARY SEWER EXTENSION 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 Montcrest Sanitary Sewer Extension Project, in the estimated amount
$59,632.45, 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 15th 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 Montcrest Sanitary Sewer Extension 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 18th 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 the 6th day of
October, 2008, in the Historic Federal Building Council Chambers (second floor),
350 West 6th Street, Dubuque, Iowa.
Passed, adopted and approved this 2nd day of September, 2008
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 296-08
MONTCREST SANITARY SEWER EXTENSION PROJECT
APPROVING THE PLAT, SCHEDULE OF ASSESSMENTS AND ESTIMATE
OF TOTAL COST AND SETTING DATE OF PUBLIC HEARING ON
RESOLUTION OF NECESSITY
Whereas, the proposed Resolution of Necessity for the Project has been
introduced for the Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
The attached plat, schedule of assessments, and estimate of total cost for
the Montcrest Sanitary Sewer Extension Project and the proposed Resolution of
Necessity are hereby approved and ordered placed on file in the Office of the
City Clerk.
The City Council will meet on the 15th day of September, 2008, at 6:30
o'clock p.m. at the Historic Federal Building Council Chambers (second floor),
350 West 6t" Street, Dubuque, Iowa, at which time the owners of property subject
to assessment for the proposed improvement or any other person having an
interest in the matter may appear and be heard for or against the making of the
improvement, the boundaries of the district, the cost, the assessment against any
lot, or the final adoption of a resolution of necessity.
A property owner will be deemed to have waived all objections unless at
the time of hearing the property owner has filed objections with the City Clerk.
The City Clerk be and is hereby authorized and 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 once each week for two consecutive weeks, the first
publication of which shall be not less than ten days prior to the day fixed for its
consideration.
Passed, approved and adopted this 2nd day of September, 2008.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 297-08
RESOLUTION OF NECESSITY
FOR THE
MONTCREST SANITARY SEWER EXTENSION PROJECT
Whereas, the plat, schedule of assessments, and estimate of total cost for
the Montcrest Sanitary Sewer Extension Project have been duly prepared and
approved by the City Council of the City of Dubuque and ordered placed on file in
the office of City Clerk.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
The Montcrest Sanitary Sewer Extension Project includes the extension of
475 feet of 8-inch diameter sanitary sewer main, the installation of 255. of 4-inch
diameter sewer laterals from the main to the three houses, and ditch remediation
at the end of Spires Court.
There is on file in the office of the City Clerk an estimated total cost of the
work, and a preliminary plat and schedule showing the amount proposed to be
assessed to each lot for the improvement.
The date, time, and place the council will hear property owners subject to
the assessment and interested parties for or against the improvement, its cost,
the assessment, or the boundaries of the district:
The City Council deems it advisable and necessary for the public welfare
to make the herein mentioned improvements.
Unless a property owner files objections with the City Clerk at the time of
hearing on the resolution of necessity, the property owner is deemed to have
waived all objections pertaining to the regularity of the proceeding and the
legality of using the special assessment procedure.
Said improvements shall be constructed in accordance with the plans and
specifications which have been approved by the City Council and are now on file
in the Office of the City Clerk. The cost of making such improvement will be
assessed against property lying with the assessment limites.
The above resolution was introduced, approved and ordered placed on file
with the City Clerk this 2nd day of September, 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 MONTCREST SANITARY
SEWER EXTENSION 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 Montcrest Sanitary Sewer Extension Project,
in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on
the 15th 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 Montcrest Sanitary Sewer Extension Project includes the extension of
475 feet of 8-inch diameter sanitary sewer main, the installation of 255 of 4-inch
diameter sewer laterals from the main to the three houses, and ditch remediation
at the end of Spires Court.
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.
2008.
Published by order of the City Council given on the day of ,
Jeanne F. Schneider, CMC, City Clerk
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NOTICE TO PROPERTY OWNERS
MONTCREST SANITARY SEWER EXTENSION PROJECT
Notice is given that there is now on file for public inspection in the office of
the clerk of the City of Dubuque, Iowa, a proposed Resolution of Necessity, an
estimate of cost and schedule showing the amounts proposed to be assessed
against each lot and the valuation of each lot within a district approved by the
City Council of the City of Dubuque, Iowa, for a public improvement of the type(s)
and in the location(s) as follows:
The Montcrest Sanitary Sewer Extension Project includes the extension of
475 feet of 8-inch diameter sanitary sewer main, the installation of 255 of 4-inch
diameter sewer laterals from the main to 795 Montcrest Street, 805 Montcrest
Street and 777 Seward Street, and ditch remediation at the end of Spires Court.
The cost to perform the ditch remediation will not be assessed to the property
owners.
The proposed district to be benefited and subject to assessment for the
cost of such improvements is described as follows:
Montcrest Sanitary Sewer Extension Project: Three properties (795
Montcrest, 805 Montcrest, and 777 Seward Street) that are to be
served by the extension of the sanitary sewer.
The City Council will meet on the 15th day of September, 2008, at the
Historic Federal Building, 350 West 6th Street, Dubuque, Iowa, at which time the
owners of property subject to assessment for the proposed improvement or any
other person having an interest in the matter may appear and be heard for or
against the making of the improvement, the boundaries of the district, the cost,
the assessment against any lot, or the final adoption of the Resolution of
Necessity. A property owner will be deemed to have waived all objections unless
at the time of hearing the property owner has filed objections with the clerk.
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 (563) 690-6678 at least 48 hours prior to the meeting.
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO.
RESOLUTION OF NECESSITY
FOR THE
MONTCREST SANITARY SEWER EXTENSION PROJECT
Whereas, the plat, schedule of assessments, and estimate of total cost for
the Montcrest Sanitary Sewer Extension Project have been duly prepared and
approved by the City Council of the City of Dubuque and ordered placed on file in
the office of City Clerk.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
The Montcrest Sanitary Sewer Extension Project includes the extension of
475 feet of 8-inch diameter sanitary sewer main, the instaalation of 255 of 4-inch
diameter sewer laterals from the main to the three houses, and ditch remediation
at the end of Spires Court.
There is on file in the office of the City Clerk an estimated total cost of the
work, and a preliminary plat and schedule showing the amount proposed to be
assessed to each lot for the improvement.
The date, time, and place the council will hear property owners subject to
the assessment and interested parties for or against the improvement, its cost,
the assessment, or the boundaries of the district:
The City Council deems it advisable and necessary for the public welfare
to make the herein mentioned improvements.
Unless a property owner files objections with the City Clerk at the time of
hearing on the resolution of necessity, the property owner is deemed to have
waived all objections pertaining to the regularity of the proceeding and the
legality of using the special assessment procedure.
Said improvements shall be constructed in accordance with the plans and
specifications which have been approved by the City Council and are now on file
in the Office of the City Clerk. The cost of making such improvement will be
assessed against property lying with the assessment limits.
The above resolution was introduced, approved and ordered placed on file
with the City Clerk this day of , 2008.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
NOTICE TO BIDDERS
CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT
MONTCREST SANITARY SEWER EXTENSION 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 18, 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 18,
2008, at City Hall -Conference Room B, 50 West 13th Street, Dubuque, Iowa, for
consideration by the City Council (Council) at its meeting on October 6, 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 May 1, 2009.
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. The Construction documents will be made available in
the Office of the City Engineer, 50 W. 13th Street, Dubuque, IA, 52001. No plan
deposit will be 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.
Montcrest Sanitary Sewer Extension Project, CIP: 7101309
The proposed Montcrest Sanitary Sewer Extension Project includes the
extension of 475 feet of 8-inch diameter sanitary sewer main, the installation of
255 of 4-inch diameter sewer laterals from the main to the three houses, and
ditch remediation at the end of Spires Court.
Published in the Telegraph Herald, September 5, 2008