Westside Water System Improvements - Construction Inspection Contract Award Copyrighted
May 15, 2017
City of Dubuque Action Items # 6.
ITEM TITLE: Westside Water System Improvements - Construction
Inspection Contract Award
SUMMARY: City Manager recommending authorization to enter into an
agreement with IIW, P.C. to perform construction
administration and inspection services associated with the
water main extension to the former Central Iowa Water
Association's (CIWA)Vernon Water and Barrington Lakes
water systems.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Westside Water System Improw:ments Construction City Manager Memo
Inspection of Water Main Extension-MVM Memo
Staff Memo Staff Memo
Cost Breakdown Supporting Documentation
THE CITY OF Dubuque
DUB TENWinrkaCky
1111.
Masterpiece on the Mississippi 2007.2012.2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Westside Water System Improvements
English Mill Pumping Station and Water Main Extension to Vernon and
Barrington Lakes SRF Project 2017 — Construction Inspection of Water
Main Extension
DATE: May 11, 2017
Water Department Manager Denise Ihrig recommends City Council authorization to
enter into an agreement with IIW, P.C. to perform construction administration and
inspection services associated with the water main extension to the former Central Iowa
Water Association's (CIWA) Vernon Water and Barrington Lakes water systems for a
contract amount of$103,400. IIW, P.C. is the design engineering firm assisting the City
with planning, design, and permitting of the West Side Water System Improvements.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
THE CITY OF Dubuque
AII11-America CiI.ty
UB E1
Masterpiece on the Mississippi 2007.2012.2013
TO: Michael C. Van Milligen, City Manager
FROM: Denise Ihrig, Water Department Manager
SUBJECT: Westside Water System Improvements
English Mill Pumping Station and Water Main Extension to Vernon and
Barrington Lakes SRF Project 2017 - Construction Inspection of Water Main
Extension
DATE: May 10, 2017
INTRODUCTION
The purpose of this memorandum is to request your review and authorization to enter into an
agreement with IIW, P.0 of Dubuque, Iowa to perform construction administration and
inspection services. The services are associated with Water Main Extension to the former
Central Iowa Water Association's (CIWA) Vernon Water and Barrington Lakes water systems.
IIW, P.0 is the design engineering firm assisting the City with planning, design, and permitting of
the West Side Water System Improvements.
BACKGROUND
In 2016, following successful negotiations between CIWA and the City of Dubuque, the City
retained IIW to perform engineering services in preparation for obtaining favorable State
Revolving Fund (SRF) loan monies for the purchase of the Vernon and Barrington Lakes water
systems. In addition to the system purchases, the loan includes, planning, design, and
construction of water system improvements to connect these areas to the City of Dubuque's
water supply. In October 2016, the City entered in a professional services contract with IIW in
the amount of$25,000 to complete a preliminary engineering report, an Iowa SRF Intended Use
Plan application, and contracted services for environmental assessment services thereby
greatly increasing the City's ability to obtain funds to complete design and construction of the
improvements in 2017.
In January 2017, the City approved a contract for design services and partial construction
engineering inspection services with IIW in an amount of $226,700. Of which, $186,700 was for
design services associated with three contracts; Contract A: English Mill Road and North
Cascade Road Water Main Extension to Highway 20, Contract B: English Mill Pumping Station
and Contract C: Highway 20 Water Main Extension to Barrington Lakes, commonly referred to
as the Westside Water System Improvements Project; and $40,000 was for construction
engineering services associated with the English Mill Road Pumping Station. Under the current
contract, IIW has completed, bid and assisted the City with award of the English Mill Pumping
Station and English Mill Road and North Cascade Road Water Main Extension to Vernon and
Barrington Lakes (Contracts A and B), with a third and final Contract C ready for bid within the
upcoming month following easement procurement. IIW is cognizant of the City's firm deadline
with the Department of Natural Resources (DNR) to connect Barrington Lakes and the Vernon
Water systems to the City's water supply and has successfully worked with the City and the
DNR to keep the projects moving forward toward the target deadline date of December 31�`.
DISCUSSION
When design service approval was presented to the Council in January, construction
engineering services were to be shared between IIW, P.C. and City Engineering. Due to time
sensitive project workload and staff availability within the engineering department, I am
requesting the City look to IIW for assistance with construction inspection and administration for
the water main extension projects. IIW's cost proposal for design of the Westside Water
System Improvements Contracts A, B, and C included a cost proposal for Construction
Engineering Services in the amount of$143,400.00. Of which, $40,000 was awarded for
pumping station inspection services. The fees associated with construction inspection and
administration of the water main improvements under contracts B and C is $103,400.00.
A summary of the construction inspection services that IIW will provide are as follows:
• Provide deliverables including but not limited to, construction meeting minutes,
submittals, contract documentation, payment requests, project certification, and
construction record drawings.
• Conduct preconstruction meetings
• Provide water main staking layout for the contractor to use
• Ensure adherence to the City's standards for water main installation by providing onsite
inspection services
• Review all submittals, brochures, samples, and test results provided by the contractor for
compliance with the contract documents
• Assist the City with preparation and negotiation of change orders
• Provide the City with contract progress reports and attend meetings as necessary
IIW has worked closely with the City and the Iowa DNR to ensure all deadlines were met. This is
due in part not only to their commitment to working for and in the community as a local
professional engineering firm, but also to their commitment to the project since 2013.
BUDGET AND SCHEDULE
The Westside Water System Improvements: English Mill Pump Station and associated water
main improvements identified in the Intended Use Plan as submitted to the Iowa DNR SRF
program in December 2016 included reimbursement of engineering planning and design fees.
The Intended Use Plan reflects planning and design engineering fees of$355,100. Should the
City be in agreement to enter into a contract with IIW to fulfill the remainder of the proposal and
provide construction engineering (staking, inspection, and administration) services, the contract
amount will increase to $355,100.00 as presented herein and is eligible for reimbursement.
The budget summary of the work currently being performed by IIW on the Westside Water
System Improvements is as follows:
Date Authorized Contract Services Authorized Contract
Amount
October 2016 Iowa SRF and City coordination and submittal of the $25,000.00
Preliminary Engineering Report and Intended Use
Plan
Subtotal $25,000.00
January 2017 Design of Westside Water Improvements, Contracts $186,700.00
A, B, and C
January 2017 Construction Engineering Services: English Mill $40,000.00
Pumping Station Only
Subtotal $226,700.00
Total Authorized Contract Services $251,700.00
The requested increase to the contract for water main construction engineering services as
described above will add $103,400.00 to the Total Authorized Contract Services of$251,700.00
totaling $355,100.00, as presented below.
Requested Contract
Requested Contract Services Amount
May 2017 Construction Engineering Services: Contract A: $103,400.00
English Mill Road and North Cascade Road Water
Main Extension to Highway 20, and Contract C:
Highway 20 Water Main Extension to Barrington
Lakes
Subtotal $103,400.00
Total Authorized Contract Services $251,700.00
Total Authorized & Requested Contract Services $355,100.00
The attached cost breakdown proposal from IIW reflects these total design fees including
construction engineering services.
REQUESTED ACTION
I respectfully request your authorization to enter into an agreement with IIW, P.0 of Dubuque,
Iowa to complete construction engineering inspection services associated with the Westside
Water System Improvements to Vernon and Barrington Lakes water systems for a contract
amount of $103,400.00.
cc: Jenny Larson, Budget Director
Alexis Steger, Budget Analyst
Jean Nachtman, Finance Director
Gus Psihoyos, City Engineer
Section A - SRF PER, Coordination
with IDNR and City
Section B - Preliminary Design
Section C - Final Design
Total for Design
English Mill English Mill Road North Cascade
Pump Station Water Main Road Water Main
$ 11,800.00
$ 17,700.00
$ 29,500.00
Section D - Bidding and Contract Award $
1
Section E - Construction Basic 1 $ 14,900.00
Section F - Construction Observation 1 $ 25,500.00
Total for Construction 1 $ 40,400.00
$ 8,500.00 $
$ 7,500.00 $
$ 16,000.00 $
$ 14,400.00
$ 18,900.00
$ 33,300.00
Subtotals
25,000.00 $ 25,000.00
43,500.00 $ 63,800.00
16,300.00 $ 41,500.00
59,800.00 $105,300.00
10,500.00 $ 10,500.00
$ 12,100.00 $ 41,400.00
$ 18,800.00 $ 63,200.00
$ 30,900.00 $104,600.00
Subtotal $245,400.00
Highway 20
Water Main
$ 47,200.00
$ 17,700.00
$ 64,900.00
$ 6,000.00
1
1 $ 13,500.00 1
1 $ 25,300.00 1
1 $ 38,800.00 1
Highway
$109,700.00
20 Total '
Totals
$ 25,000.00
1
$ 111,000.00 1
$ 59,200.001
$ 170,200.00 1
$ 16,500.00
$ 54,900.00
$ 88,500.00
$ 143,400.00
Project $ 355,100.00
Total
1