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Port Dbq Utility Relocate Ph 3MEMORANDUM May 23, 2002 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Port of Dubuque Utility Relocation and Extension Project - Phase III Assistant City Engineer Gus Psihoyos recommends initiation of the bidding process for the Port of Dubuque Utility Relocation and Extension Project- Phase Ill, and further recommends that a public hearing be set for July 1, 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 Gus Psihoyos, Assistant City Engineer - © C~ MEMORANDUM May 22, 2002 TO: FROM: Michael C. Van Milligen, City Manager Gus Psihoyos, Assistant City Engineer SUBJECT: Port of Dubuque Utility Relocation and Extension Project - Phase III INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Port of Dubuque Utility Relocation and Extension Project - Phase Ill. BACKGROUND The first two phases of the development of the utility infrastructure for the Port of Dubuque have been completed. Phase 1, which was completed in August, 2001, included the relocation of City and public utilities within the footprint of the Mississippi River Discovery Center, and the extension of the utilities to Bell Street. Phase II, which was completed in May, extended watermain, sanitary sewer, storm sewer, and conduit to the Hotel & Conference Center. DISCUSSION Phase III includes the extension of watermain, storm sewer, and conduit from the Bell and 5th Street intersection north along Bell Street and to the Star Brewery. After Phase III, the Hotel, Conference Center, and Star Brewery will have access to adequate infrastructure. Additional phases may be required as future development occurs. The schedule for the project will be as follows: Advertisement for Bids Notice of Hearing on Plans & Specifications Receipt of Bids Public Hearing Award of Contract Completion Date June 7, 2002 June 14, 2002 June 20, 2002 July 1, 2002 July 1, 2002 September 30, 2002 RECOMMENDATION I recommend that the City Council establish the date for the public hearing, and authorize the City Clerk to advertise for bids for the Port of Dubuque Utility Relocation and Extension Project - Phase Ill. BUDGET IMPACT The construction cost estimate for the Port of Dubuque Utility Relocation and Extension Project - Phase Ill is: Sanitary Sewer Construction Watermain Storm Sewer Construction Public Utility Conduit 11,729.25 51,516.08 277,844.65 15,650.33 Project Subtotal $356.740.31 Contingency Engineering 35,674.03 58,862.15 Total Project Cost $451,276.49 The watermain budget balance after the completion of Phase I and II of the utility extension projects is $60,822. The current estimate for Phase III is $65,168. The remaining $4,346 balance will come from the General Watermain Construction Fund. The sanitary sewer cost for Phase I and I1 ran over its budget by $27,001. The current estimate for Phase Ill is $14,837. This leaves this project $41,838 under-funded. Thus unfunded amount will be paid for by the balance left after the construction of the Moore Heights Sanitary Sewer Project, which was $103,859. The storm sewer budget balance, plus the storm sewer budget for the Pine Street Storm Sewer, is $260,004. The current estimate for Phase III is $351,473. The $91,469 shortfall will be obtained from construction balance of the following projects: Wallis Street Storm Sewer, $60,753; Sheddan Road Storm Sewer, $6,152; Wilbricht Lane Storm Sewer, $3,457; Crescent Court Storm Sewer, $6,160; the Walker Street/Toledo Street Storm Sewer, $4,000; and the balance of $10,947 from the General Storm Sewer Construction Fund. ACTION REQUESTED 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 attached resolutions. CC: Pauline Joyce, Administrative Services Manager Gus Psihoyos, Assistant City Engineer Bob Green, Water Plant Manager Mike Brekke, Water Distribution Supervisor Mike Felderman, Civil Engineer Jim Kolf, Durrant tOTEL t / , " EDU. l CONF. CENTER SITE LOCATION MAP NOT TO SCALE PURPOSE: PORT OF DUBUQUE UTILI~ RELOCATION & E~ENTION PROJECT PHASE III ~ ~ ~ EXHIBIT RESOLUTION NO. -02 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 Port of Dubuque Utility Relocation and Extension Project - Phase III in the estimated amount $451,276.49 are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this __ day of 2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. ~2 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 Port of Dubuque Utility Relocation and Extension Project - Phase Ill. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That a Public Hearing will be held on 1st day of July, 2002, 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 circulation 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, adopted and approved this .day of 2002. Terrance M. Duggan, Mayor Attest: Jeanne, F, Schneider, CMC, 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 Port of Dubuque Utility Relocation and Extension Project - Phase II1. 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 Port of Dubuque Utility Relocation and Extension Project - Phase Ill, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the 1st day of July, 2002, in the Public Library Auditorium, 360 West 11th Street, 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 headng 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 prior to the meeting. Published by order of the City Council given on the ,2002. day of Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. -02 RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 29th of May, 2002, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Port of Dubuque Utility Relocation and Extension Project - Phase III. Whereas, notice of hearing on plans, specifications, form of contract, and estimated cost was published as required by law. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the said plans, specifications, form of contract and estimated cost are hereby approved as the plans, specifications, form of contract and estimated cost for said improvements for said project. Passed, adopted and approved this day of ,2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. -02 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Port of Dubuque Utility Relocation and Extension Project - Phase III is hereby ordered to be advertised for bids for construction. BE IT FURTHER RESOLVED, that the amount of the secudty to accompany each b~d 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 20th day of June, 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 1st day of July, 2002. Passed, adopted and approved this day of .,2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneidier, CMC, City Clerk NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE PORT OF DUBUQUE UTILITY RELOCATION AND EXTENSION PROJECT - PHASE III 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 20t~ day of June, 2002, for the construction of Port of Dubuque Utility Relocation and Extension Project - Phase III. Copies of the plans and specifications may be obtained in the City Engineer's office a! City Hall. No plan deposit is required. Payment to the contractor will be made from funds as may be legally used for such purposes. I All work herein provided for shall be commenced within ten (10) days after the Notice To Procleed has been issued, and shall be fully completed by the 30th day of September,i 2002. All bids mu~t 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 of ten 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 w be requ red to furnish a performance bond in an amount equal to o0e hundred percent (100%) of the contract price. Said bend is to be issued by a responsible surety company approved and acceptable to the City Council, and ~hall 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 land damages of any kind caused by the operations of the Contractor. Said B~ond 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 completio~and acceptance by the City Council. No bid sul~mitted by any Contractor which contains a condition or qualification shall b~ recognized or accepted by the City Council and any letter or communication acC°mpanying 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. 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 technical ties and irregularities. All bids will be publicly opened and read by the City Clerk at 2:00 o'clock p.m. on the 20th day of June, 2002, and will be submitted to the City Council for final action at a meeting to be held in the Public Library Auditorium, 360 West 11th Street, at said City at 6:30 p.m. on the Ist day of July, 2002. A contract will be awarded at that time or such subsequent time as the City may determine. Published by order of the City Council of the City of Dubuque, Iowa and dated this of ,2002. Jeanne F. Schneider, CMC, City Clerk CONSTRUCTION SCHEDULE AND LIQUIDATED DAMAGES Work herein provided for shall be commenced within the (10) days after notice to proceed has been issued and shall be fully completed by September 30, 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 pedod 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.