Funding Agreement with the City of Asbury for the Pennsylvania-Middle Road Culvert ReplacementCity of Dubuque
ITEM TITLE:
SUMMARY:
SUGGESTED DISPOSITION:
Copyrighted
November 6, 2017
Consent Items # 25.
Funding Agreement with the City of Asbury for the
Pennsylvania Avenue / Middle Road Culvert Replacement
City Manager recommending authorization for the Mayor to
execute a Funding Agreement with the City of Asbury for
the Pennsylvania Avenue /Middle Road Culvert
Replacement Project.
RESOLUTION Approving a Funding Agreement with the
City of Asbury for the Pennsylvania Avenue / Middle Road
Culvert Replacement Project
Suggested Disposition: Receive and File; Adopt
Resolution(s)
ATTACHMENTS:
Description
Pennsylvania -Middle Road Culvert Replacement
Funding Agreement -MVM Memo
Staff Memo
Resolution
Funding Agreement
Type
City Manager Memo
Staff Memo
Resolutions
Supporting Documentation
THE CITY OF
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Pennsylvania Avenue — Middle Road Culvert Replacement Project
City of Asbury Funding Agreement
DATE: October 31, 2017
Dubuque
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2007.2012
2013.2017
Assistant City Engineer Bob Schiesl recommends City Council authorization for the
Mayor to execute a Funding Agreement with the City of Asbury for the Pennsylvania
Avenue — Middle Road Culvert Replacement Project.
The project involves the replacement of the existing large diameter corrugated metal
pipe culvert that passes stormwater under Pennsylvania Avenue/Middle Road just west
of Radford Road. With the corporate City limits for both Dubuque and Asbury running
down the approximate centerline of the road, the existing culvert is located within each
municipal jurisdiction and the Funding Agreement states the City of Dubuque and City
of Asbury will share the associated costs 50/50.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
17boka
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Gus Psihoyos, City Engineer
Robert Schiesl, Assistant City Engineer
THE CITY OF
DUMI
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
Gus Psihoyos, City Engineer
FROM: Robert Schiesl, Assistant City Engineer
DATE: October 30, 2017
RE: Pennsylvania Ave - Middle Road Culvert Replacement Project
City of Asbury Funding Agreement
INTRODUCTION
Dubuque
xl
ui•1.edw City
nx .,4711.
11111
2007.2012
2013.2017
The enclosed resolution authorizes the Mayor to execute a Funding Agreement with the
City of Asbury for the Pennsylvania Ave - Middle Road Culvert Replacement Project.
BACKGROUND
The project involves the replacement of the existing large diameter corrugated metal
pipe (CMP) culvert that passes stormwater under Pennsylvania 1 Middle Road just west
of Radford Road. With the corporate City limits for both Dubuque and Asbury running
down the approximate centerline of the road, the existing CMP culvert is located within
each municipal jurisdiction.
DISCUSSION
Both City and Asbury staff have reviewed the condition of the CMP culvert and have
agreed that it would be mutually beneficial to replace the deteriorated culvert. Asbury
has agreed to be the lead agency for the design and construction of the CMP culvert
replacement. City staff will participate in reviewing design options and the selection of
the preferred alternative and method for construction.
The proposed funding agreement states that the City and Asbury will mutually share
(50% 1 50%) the associated costs for the culvert replacement project. Upon completion
of the project, Asbury will request reimbursement from the City.
RECOMMENDATION
I recommend that the City Council authorize the Mayor to execute a Funding Agreement
with the City of Asbury for the Pennsylvania Ave - Middle Road Culvert Replacement
Project.
BUDGET IMPACT
The planning level cost projection for the Pennsylvania Ave - Middle Road Culvert
Replacement Project is as follows:
Description
Amount
Construction Cost $ 177,725
Engineering Design 30,000
Construction Administration & Inspection 15,000
1 Contingency 35,545
$ 258,270
Total Cost Estimate
The project funding summary is as follows:
CIP
Funding Source
Amount
720-1365
City of Dubuque (50%)
City of Asbury (50%)
Project Funding
$ 129,135
129,135
$ 258,270
As part of the FY18 adopted budget, the City has programmed $150,000 (CIP No.
7201365) to cover the City's 50% cost share to replace the culvert and the City of
Asbury would cover the other 50% cost. The City's final cost share will be based on
actual costs to complete the project.
ACTION TO BE TAKEN
The City Council is requested to authorize the Mayor to execute a Funding Agreement
with the City of Asbury for the Pennsylvania Ave - Middle Road Culvert Replacement
Project through adoption of the enclosed resolution.
cc: Deron Muehring, Civil Engineer
Jenny Larson, Alexis Steger, Budget Office
F \PROJECTS\Penn Middle Rd Culvert Replacement 7201365
2
RESOLUTION NO. 354-17
RESOLUTION APPROVING A FUNDING AGREEMENT WITH THE CITY OF ASBURY
FOR THE PENNSYLVANIA AVE. - MIDDLE ROAD CULVERT REPLACEMENT
PROJECT
Whereas, there is an existing large diameter corrugated metal pipe (CMP) culvert that
passes stormwater under Pennsylvania Ave. / Middle Road just west of Radford Road;
and
Whereas, the corporate City limits for both Dubuque and Asbury is located along the
approximate centerline of the road, the existing CMP culvert is located within each
municipal jurisdiction; and
Whereas, both City and Asbury staff have reviewed the deteriorated condition of the
CMP culvert and have agreed that it would be mutually beneficial to replace the
deteriorated culvert.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA, THAT:
Section 1. The City of Dubuque and the City of Asbury will mutually share (50% / 50%)
the associated costs for the culvert replacement project.
Section 2. That the Mayor be authorized and directed to execute two copies of said
Funding Agreement with the City of Asbury for the Pennsylvania Ave. - Middle Road
Culvert Replacement Project.
Passed, approved and adopted this 6th day of November, 2017
Attest:
Kevin 5. Firnstahj, CMC, City Clerk
F:\PROJECTS\Penn Middle Rd Culvert Replacement 7201365
.1(J
Roy D. Buol, Mayor
ROADWAY CULVERT IMPROVEMENT AGREEMENT BETWEEN
THE CITY OF ASBURY
AND
THE CITY OF DUBUQUE
IT IS HEREBY AGREED by and between the City of Asbury, Iowa, an Iowa municipal corporation and the
City of Dubuque, Iowa, an Iowa municipal corporation, as follows:
WHEREAS, the City of Asbury is planning to design and reconstruct a culvert on Pennsylvania Avenue
east of Heacock Road, of which approximately 50% of the roadway and culvert area is located within the
corporate limits of the City of Dubuque (hereinafter "Pennsylvania Avenue Culvert Replacement
Project"); and
WHEREAS, the City of Asbury and the City of Dubuque are desirous of entering into an agreement
regarding the design and reconstruction of the Pennsylvania Avenue Culvert and sharing certain costs
associated therewith as set forth in this Agreement.
NOW THEREFORE, the parties agree as follows:
1. This Agreement is subject to final approval of the City Councils of the City of Asbury and the
City of Dubuque by not later than December 1, 2017. If the agreement is not approved by
such date it shall be null and void.
2. The City of Asbury will design and construct the Pennsylvania Avenue Culvert Replacement
Project consistent with plans, specifications and costs as set forth on Exhibit B attached
hereto, subject to change orders as agreed upon by the City of Asbury and the City of
Dubuque. The City of Dubuque shall reimburse the City of Asbury 50% of the actual design
and construction costs incurred by the City of Asbury for the project located within the
corporate limits of the City of Dubuque. Unit pricing and estimated quantities are indicated
on the attached cost estimate (Exhibit B). The general contractor for this project will be
secured using the required public bidding process. Reimbursement shall be made within
thirty (30) days of final acceptance of the project and receipt of written billing by the City of
Asbury.
3. This Agreement constitutes the entire agreement between the parties and it may not be
changed or terminated orally, but only by an instrument in writing executed by the parties.
APPROVED BY THE CITY COUNCIL OF THE CITY OF ASBURY ON THIS DAY OF , 2017.
APPROVED BYTHE CITY COUNCIL OF THE CITY OF DUBUQUE ON THIS 6th DAY OF NOVEMBER , 2017.
CITY OF DUBUCJE, IOWA
By:
Attest:
Kevidfirnstahl,CNIC, City Clerk
STATE OF IOWA
)ss:
DUBUQUE, COUNTY )
69,
Roy D. Buol, Mayor
On this 6th day of November , 2017, before me the undersigned, Notary in and for said State,
personally appeared Roy D. Buol and Kevin Firnstahl, to me personally known, who, being, duly sworn by
me, did say they are the Mayor and City Clerk, respectively, of the City of Dubuque, Iowa; and that the
instrument was signed on behalf of the corporation by authority of its City Council, as contained in
Resolution Number 354-17 adopted by the City Council on the 6th day of November , 2017,
and that Roy D. Buol and Kevin Firnstahl acknowledged the execution of the instrument to be their
voluntary act and deed and the voluntary act and deed of the corporation, by it voluntary executed.
RL A. VALENTINE
(,orrimi ,::i.,n Noon r 791714
My Comm. Ex
of ry Public in and for the State of Iowa
City0fAsbury
November 16, 2017
Robert Schiesl, Asst. City Engineer
City of Dubuque
50 W. 13th Street
Dubuque, IA 52001
RE: Pennsylvania Avenue -Middle Road Culvert Replacement Project Agreement
Dear Bob:
I have enclosed an original agreement for the above referenced Project. If you have any
questions, please let me know.
Thank you.
Sincerely,
Sara e, CMC
City Clerk
Enclosure
5290 Grand Meadow Drive, Suite 1 • Asbury, Iowa 52002-2589
cityofasbury.com • info@cityofasbury.com
563.556.7106
ROADWAY CULVERT IMPROVEMENT AGREEMENT BETWEEN
THE CITY OF ASBURY
AND
THE CITY OF DUBUQUE
IT IS HEREBY AGREED by and between the City of Asbury, Iowa, an Iowa municipal corporation and the
City of Dubuque, Iowa, an Iowa municipal corporation, as follows:
WHEREAS, the City of Asbury is planning to design and reconstruct a culvert on Pennsylvania Avenue
east of Heacock Road, of which approximately 50% of the roadway and culvert area is located within the
corporate limits of the City of Dubuque (hereinafter "Pennsylvania Avenue Culvert Replacement
Project"); and
WHEREAS, the City of Asbury and the City of Dubuque are desirous of entering into an agreement
regarding the design and reconstruction of the Pennsylvania Avenue Culvert and sharing certain costs
associated therewith as set forth in this Agreement.
NOW THEREFORE, the parties agree as follows:
1. This Agreement is subject to final approval of the City Councils of the City of Asbury and the
City of Dubuque by not later than December 1, 2017. If the agreement is not approved by
such date it shall be null and void.
2. The City of Asbury will design and construct the Pennsylvania Avenue Culvert Replacement
Project consistent with plans, specifications and costs as set forth on Exhibit B attached
hereto, subject to change orders as agreed upon by the City of Asbury and the City of
Dubuque. The City of Dubuque shall reimburse the City of Asbury 50% of the actual design
and construction costs incurred by the City of Asbury for the project located within the
corporate limits of the City of Dubuque. Unit pricing and estimated quantities are indicated
on the attached cost estimate (Exhibit B). The general contractor for this project will be
secured using the required public bidding process. Reimbursement shall be made within
thirty (30) days of final acceptance of the project and receipt of written billing by the City of
Asbury.
3. This Agreement constitutes the entire agreement between the parties and it may not be
changed or terminated orally, but only by an instrument in writing executed by the parties.
APPROVED BY THE CITY COUNCIL OF THE CITY OF ASBURY ON THIS it DAY OF JOVI.n.%,,y 2017.
APPROVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE ON THIS 6th DAY OF NOVEMBER , 2017.
CITY OF DUBUQ , IOWA
DiLi
7, Roy D. Buol, Mayor
Attest:
Kevi i ' stahl, CM , City Clerk
STATE OF IOWA
)ss:
DUBUQUE, COUNTY
By:
On this 6th day of November , 2017, before me the undersigned, Notary in and for said State,
personally appeared Roy D. Buol and Kevin Firnstahl, to me personally known, who, being, duly sworn by
me, did say they are the Mayor and City Clerk, respectively, of the City of Dubuque, Iowa; and that the
instrument was signed on behalf of the corporation by authority of its City Council, as contained in
Resolution Number 354-17 adopted by the City Council on the 6th day of November , 2017,
and that Roy D. Buol and Kevin Firnstahl acknowledged the execution of the instrument to be their
voluntary act and deed and the voluntary act and deed of the corporation, by it voluntary executed.
TEP HMI IE A. VALENTINE
omrniasi)n N bar 81714
My t'�rrun, Exp.
Public in and
or the State of Iowa
CITY OF U'Y, IOWA
By:
Attest:
Clerk
STATE OF IOWA
ss:
DUBUQUE, COUNTY )
On this L day of NUNeirkr , 2017, before me the undersigned, Notary in and for said State,
personally appeared Jim Adams and Sara Burke, to me personally known, who, being, duly sworn by me,
did say they are the Mayor and City Clerk, respectively, of the City of Asbury, Iowa; and that the
instrument was signed on behalf of the corporation by authority of its City Council, as contained in
Resolution No. 22 4( V \ adopted by the City Council on the 1 1vday of [Lti)\PMb-e✓. 2017, and
that Jim Adams and Sara Burke acknowledged the execution of the instrument to be their voluntary act
and deed and the voluntary act and deed of the corporation, by it voluntary executed.
s, KAYLA GATHERCOLE
t Commission Number 791238
My •o I i es
Notary Public in and for the State of Iowa
RESOLUTION NO. 240-2017
CITY OF ASBURY
A RESOLUTION APPROVING A COST SHARING AGREEMENT BETWEEN THE
CITY OF DUBUQUE AND THE CITY OF ASBURY FOR THE PENNSYLVANIA
AVENUE CULVERT PROJECT.
Now, therefore, be it resolved by the City Council of the City of Asbury, Iowa:
The City approves a cost sharing agreement between the City of Dubuque and the
City of Asbury for the Pennsylvania Avenue Culvert Project. The Mayor and City
Administrator are authorized to sign the agreement on behalf of the City.
Passed and approved this 14th day of November, 1
Mayor
Attest:
City Ad�trator c(YL-6
EXHIBIT A
MAP OF PROJECT AREA
HERITAGE MANOR PROPOSED SITE
PROJECT LOCATION FOR CULVERT REPLACEME
EXISTING CULVERT
TO BE REPLACED
PENNSYLVANIA AVE./ MIDDLE ROAD
PROJECT NO:
PROJECT DATE:
E
B.
00465162
•
SCALE: AS SHOWN
DRAWN BY: INIT
CHECKED BY: INIT
NO
DATE
PLOT DATE. 10/24/17, P.1460s\465\00465162\CADD\Construction Drawings\Exhibits\01465162 Exhibit.
REVISION
MSA ARCHITECTURE 1 ENGINEERING 1 ENVIRONMENTAL
FUNDING 1 PLANNING 1 SURVEYING
400 Ice Harbor Drive Dubuque, IA 52001
(563) 582-3973 (888) 869-1214 Fax:(563) 582-4020
prar...am„„w,,,,,,81311VIGES 1 Web Address: www.msa-ps.com
ps.com
PENNSYLVANIA CULVERT REPLACEMENT PROJECT
CITY OF ASBURY IN CONJUNCTION WITH CITY OF DUBUQUE
PENNSYLVANIA AVE/MIDDLE ROAD, DUBUQUE COUNTY
EXHIBIT A
CULVERT REPLACEMENT LOCATION EXHIBIT
4
I FILE NO
00465162
SHEET
EXHIBIT.A.01
EXHIBIT B
DESCRIPTION OF PROJECT AND COST ESTIMATE
EXHIBIT B
PENNSYLVANIA AVENUE - CULVERT REPLACEMENT
ENGINEER'S PRELIMINARY ESTIMATE
25 -May -17
City of Asbury - City of Dubuque
PENNSYLVANIA AVENUE CULVERT REPLACEMENT
DESCRIPTION
General
Mobilization, Bonding and Insurance
Traffic Control
Culvert Construction
Clearing and Grubbing
Pavement and Culvert Removals
Pre -cast Concrete Box Culvert
Pre -cast Concrete Box Culvert End Sections
Imported Backfill
Rip Rap
Restoration
ACC Roadway Patching
Erosion Control BMPs
Site Grading
Imported Topsoil
Erosion Blanket, Seeding, Fertilizing
Estimated Construction Cost
Survey, Engineering Design, Permitting and Bidding Services
Construction Observation, Testing and Adminstration
Contingency (20%)
Estimated Total Project Cost
QTY. UNIT UNIT PRICE
1 LS $20,000.00
1 LS $12,000.00
1 LS $3,000.00
1 LS $5,000.00
82 LF $600.00
2 EA $9,000.00
900 TON $15.00
200 TON $30.00
135 SY $60.00
1 LS $6,000.00
1 LS $20,000.00
100 TON $140.00
450 SY $6.50
TOTAL PRICE
$20,000.00
$12,000.00
$3,000.00
$5,000.00
$49,200.00
$18,000.00
$13,500.00
$6,000.00
$8,100.00
$6,000.00
$20,000.00
$14,000.00
$2,925.00
$177,725.00
$30,000.00
$15,000.00
$35,545.00
$258,270.00