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2002 Ice Harbor Gates DredgingMEMORANDUM July 8, 2002 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: 2002 Maintenance Dredging Project Ice Harbor Flood Control Gate Structure Sealed bids were received for the 2002 Harbor Maintenance Dredging Project - Ice Harbor Flood Control Gate Structure. Public Works Director Mike Koch recommends award of the contract to the Iow bidder, J.F. Brennan Company, in the amount of $89,950.00. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Michael A. Koch, Public Works Director CITY OF DUBUQUE, IOWA MEMORANDUM July 8, 2002 TO: Michael C. Van Milligen, City Manager FROM: Michael A. Koch, Public Works Director SUBJECT: 2002 Maintenance Dredging Project Ice Harbor Flood Control Gate Structure INTRODUCTION The enclosed resolution provides for the award of the construction contract for the 2002 Maintenance Dredging Project - Ice Harbor Flood Control Gate Structure. DISCUSSION Concerns have been raised during the annual cleaning process of the Ice Harbor Gates that sediment materials outside of the Harbor Gates have the potential to be washed into the sill of the Harbor Gate. Underwater soundings were therefore performed to determine the amount of sediment deposit that had accumulated outside the Ice Harbor gates and upstream in front of the River's Edge Plaza. This project involves the immediate removal of 8,300 cubic yards of sediment. This sediment removal should reduce the annual cleaning costs as well as potentially reduce the quantity of sediment material that is washed back in the Ice Harbor. Sealed bids were received on the project on July 3, 2002. J.F. Brennan Company of LaCrosse, Wisconsin, submitted the Iow bid in the amount of $89,950.00. This amount is 8% under the engineer's estimate. A summary of the bids received is as follows: J.F. Brennan Company, Inc. $ 89,950.00 Newt Marine Service, inc. $102,385.00 RECOMMENDATION I recommend that the contract be awarded to J.F. Brennan Company, Inc. in the amount of $89,950.00. BUDGET IMPACT The cost estimate for the 2002 Maintenance Dredging Project - Ice Harbor Flood Control Gate Structure is as follows: Bid Award Dredging Contract 98,300.00 89,950.00 Contingency 9,800.00 9,800.00 Engineering & Inspection 5,400.00 5,400.00 Total Dredging Project Cost $113,500.00 $105,150.00 The project will be funded from the remaining balance amount of $42,200 under the Harbor Maintenance Dredging Capital Improvement Program, a carryover balance from FY 2001 for Ice Harbor Gates Dredging in the amount of $51,400, and $20,000 from the Floodwall Post Flood Repair Program, budgeted in the Operations and Maintenance Department, for a total available budget of $105,150.00. ACTION TO BE TAKEN The City Council is requested to adopt the attached resolution awarding the construction contract to J. F. Brennan Company, Inc. MAK/vjd Prepared by Robert D. Schiesl, P.E., Civil Engineer cc: Pauline Joyce, Administrative Services Manager Don Vogt, Operations & Maintenance Manager John Klosterman, Operations & Maintenance Supervisor Dave Vamer, US Army Corps of Engineers RESOLUTION NO, 371-02 AWARDING CONTRACT Whereas, sealed proposals have been submitted by contractors for the 2002 Maintenance Dredging Project - Ice Harbor Flood Control Gate Structure pursuant to Resolution No. 316-02 and notice to bidders published in a newspaper published in the City of Dubuque, Iowa on the 21st day of June, 2002. Whereas, said sealed proposals were opened and read on the 3rd day of July, 2002, and it has been determined that the bid of J. F. Brennan Company, Inc. of LaCrosse, Wisconsin, in the amount of $89,950.00 was the lowest bid for the furnishings of all labor and materials and performing the work as provided for in the plans and specifications. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the contract for the above improvement be awarded to J.F. Brennan Company, Inc. and the Manager be and is hereby directed to execute a contract on behalf of the City of Dubuque for the complete performance of the work. BElT FURTHER RESOLVED: That upon the signing of said contract and the approval of the contractor's bond, the City Treasurer is authorized and instructed to return the bid deposits of the unsuccessful bidders. Passed, approved and adopted this 15th Attest: Jeanne F. Schneider, CMC, City Clerk day of July ., 2002. Terrance M. Duggan, Mayor CITY OF DUBUQUE - ENGINEERING DIVISION BID TABULATION SHEET BID TABULATION FOR: 2002 Maintenance Dredf)inl[] Project Ice Harbor Flood Control Gate Structure DATE: Jul)~3, 2002 ITEM QTY. BIDDER: J.F. BRENNAN COMPANY, INC, ENG. EST. ENG, EST. UNIT UNIT COST TOTAL COST UNIT COST TOTAL BIDDER: NEW'i' MARINE SERVICE, INC. UNIT COST TOTAL Mobilization and Demobil~zalion 2 Mechanical Dredging Ica Harbor Flood Control Gate Struclum 3 Suwey, Pre - Post Dredge Cross Sections 1,0 LUMP SUM $6,000.00 $5,000.00 $18,400.00 $18,400.00 $7,500.00 $7,500.00 8300.0 Cu. Yd. $11.00 $91~300.00 $8.50 $70,550.00 $10,95 $90,885.00 1.0 LUMP SUM $3,000.00 $2,000.00 $1,000.00 $1,000.00 $4~D00.00 $4,000.00 CONSTRUCTION CONTRACT: $98,3Q0.00 TOTAL EilO: $89,950.00 TOTAL BID: $t 02,385,0B % OVER / UNDER (-) -B% % OVER I UNDER (-) 4% UB E MEMORANDUM June 10, 2002 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: 2002 Maintenance Dredging Project Ice Harbor Flood Control Gate Structure The City of Dubuque is required to maintain the Ice Harbor gate structure to ensure adequate operation and function of the flood control structure during elevated river stages. Therefore, Public Works Director Mike Koch is recommending the initiation of the bidding procedure for the 2002 Maintenance Dredging Project for the Ice Harbor Flood Control Gate Structure. He further recommends that a public hearing be set for July 15, 2002. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barn/Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Mike Koch, Public Works Director CITY OF DUBUQUE, IOWA MEMORANDUM June 10, 2002 TO: Michael C. Van Milligen, City Manager FROM: Michael A. Koch, Public Works Directort~t~ t, SUBJECT: 2002 Maintenance Dredging Project Ice Harbor Flood Control Gate Structure INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the 2002 Maintenance Dredging Project - Ice Harbor Flood Control Gate Structure. BACKGROUND The City of Dubuque is required to maintain the Ice Harbor gate structure to ensure adequate operation and function of the flood control structure during elevated river stages. The City's standard operating procedure is to clean the concrete sill of the flood control gate structure in the fall of each year. This ensures that the majority of silt deposits that have accumulated on the concrete sill are removed and the Ice Harbor gates can be closed without being hampered by silt deposits in the spring if the river reaches flood stage. DISCUSSION Normally the annual cleaning of the concrete sill of the flood control gate structure does not include dredging outside the Ice Harbor gates. Concerns have been raised that sediment deposits have accumulated outside the Ice Harbor gates and upstream in front of the River's Edge Plaza. These sediment materials have the potential to be washed back in the area of the concrete gate sill due to river currents and turbulence generated by commercial navigation through the Ice Harbor gates. Earlier this spring, underwater soundings were performed outside the Ice Harbor gates and upstream in front of the River's Edge Plaza to determine the quantity of silt and sediment deposits that have accumulated along the river bottom. Upon reviewing the underwater sounding data, there is approximately 12,200 cubic yards of dredge material which could be removed from outside the Ice Harbor Gates. It is felt, however, that not all of this material needs to be removed immediately, and it is even questionable that all of the material needs to be completely removed. Staff is proposing to dredge approximately 8,300 cubic yards at this time and to monitor future sediment build-up to determine if additional funds will need to be programmed for dredging the remaining material outside the Ice Harbor gates in a future Capital Improvement Project. Staff is optimistic that removing the silt and sediment deposits that have accumulated outside the Ice Harbor gates will reduce the quantity of sediment materials that are washed back in the area of the concrete gate sill, thus reducing the annual costs associated with the annual cleaning of the flood control gate structure. PROJECT SCHEDULE The schedule for the project will be as follows: Advertisement for Bids June 21, 2002 Receipt of Bids July 3, 2002 Notice of Public Hearing on Plans July 5, 2002 and Specifications Public Hearing July 15, 2002 Award of Contract July 15, 2002 Completion Date November 1, 2002 RECOMMENDATION I would recommend that the City Council establish the date for the public hearing, and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The cost estimate for the 2002 Maintenance Dredging Project - Ice Harbor Flood Control Gate Structure is as follows: Dredging Contract 98,300 Contingency (10%) 9,800 Engineering & Inspection (5%) 5,400 Total Dredge Project Estimate 113,500 The project will be funded from the remaining balance amount of $42,200 under the Harbor Maintenance Dredging Capital Improvement Program, a carryover balance from FY 2001 for Ice Harbor Gates Dredging in the amount of $51,400, and $20,000 from the Floodwall Post Flood Repair Program, budgeted in the Operations and Maintenance Department, for a total available budget of $113,600. ACTION TO BE TAKEN 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 enclosed resolutions. Prepared by Robert D. Schiesi, P.E., Civil Engineer cc: Pauline Joyce, Administrative Services Manager Don Vogt, Operations & Maintenance Manager John Klosterman, Operations & Maintenance Supervisor Dave Vamer, US Army Corps of Engineers ICE HARBOR SITE LOCATION MAP NOTTO SCALE PURPOSE: ICE HARBOR GATES MAINTENANCE DREDGING 2002 EXHIBIT RESOLUTION NO. 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 2002 Maintenance Dredging Project - Ice Harbor Flood Control Gate Structure in the estimated amount $113,500.00 are hereby approved and ordered filed in the off`ice of the City Clerk for public inspection. Passed, adopted and approved this __ day of 2002. Attest: Terrance M. Duggan, Mayor Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 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 2002 Maintenance Dredging Project - Ice Harbor Flood Control Gate Structure. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That a public hearing will be held on 15th day of July, 2002, at 6:30 p.m. n 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 headng to be published rna 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 2002 Maintenance Dredging Project - Ice Harbor Flood Control Gate Structure. 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 2002 Maintenance Dredging Project - Ice Harbor Flood Control Gate Structure, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the 15th 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 hearing 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 day of ,2002. Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 370-02 RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 12th day of June, 2002, plans, specifications, form of contract and estimated cost were filed With the City Clerk of Dubuque, iowa for the 2002 Maintenance Dredging Project - Ice Harbor Flood Control Gate Structure. 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 15th day of July ,2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the 2002 Maintenance Dredging Project - Ice Harbor Flood Control Gate Structure is hereby ordered to oe advertised for bids for construction. BE IT FURTHER RESOLVED. that 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 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 ~n 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 3~ day of Juty, 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 15th day of July, 2002. Passed, adopted and approved this day of ,2002. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE 2002 MAINTENANCE DREDGING PROJECT - ICE HARBOR FLOOD CO NTROL GATE STRUCTURE 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 3rd day of July, 2002, for the construction of 2002 Maintenance Dredging Project - Ice Harbor Flood Control Gate Structure. Copies of the plans and specifications may be obtained in the City Engineer's office at City Hall. No plan deposit is required. Payment to the contractor will be made from funds as may be legally used for such purposes. All work herein provided for shall be commenced within ten (10) days after the Notice To Proceed has been issued, and shall be fully completed by the 1st day of November, 2002. All bids must 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 ~ank 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 will be required to furnish a performance bond in an amount equal to one hundred pement (100%) of the contract price. Said bond is to be issued by a responsible surety company approved and acceptable to the City Council, and shall 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 and damages of any kind caused by the operations of the Contractor. No bid submitted by any Contractor which contains a condition or qualification shall be recognized or accepted by the City Council and any letter or communication accompanying 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 ~n 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 ~s 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 2rovided 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 3r~ day of July, 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 15th 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 November 1, 2002. For each calendar day that any work shall remain uncompleted beyond the completion schedule, $500.00 per calendar day wi] 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 dght 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.