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Louise Lane Bridge Reconstruction ProjectTHE CITY OF Dubuque I~-UB E t Masterpiece on the Mississippi 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Louise Lane Bridge Reconstruction Project CIP NO. 2501020 DATE: March 30, 2009 City Engineer Gus Psihoyos recommends initiation of the bidding process for the Louise Lane Bridge Reconstruction Project, and further recommends that a public hearing be set for April 20, 2009 on the plans and specifications. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer THE CITY C7F Dubuque .~,.J V ~ E 1~~~~- Masterpiece on the Misslsslppr zoos TO: Michael C. Van Milligen, City Manager~~ FROM: Gus Psihoyos, City Engineer \ ^,~ DATE: March 27, 2009 SUBJECT: Louise Lane Bridge Reconstruction Project CIP No. 2501020 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Louise Lane Bridge Reconstruction Project. BACKGROUND The Louise Lane Bridge Reconstruction Project will provide for the replacement of the current narrow, single lane bridge, which is geometrically and structurally obsolete and is currently posted at 10 tons, maximum loading. The existing bridge serves as the only way into the Louise Lane and Monroe Avenue area. IIW Engineers & Surveyors, P.C. (IIW Engineers) was hired to provide professional engineering design services and develop construction documents for the bridge reconstruction project. IIW Engineers has completed the TS&L (type, size & location) study to determine the type of bridge replacement structure required. When the Louise Lane Bridge was initially budgeted, it was anticipated that asingle-chamber box culvert would be a suitable replacement structure. Based on the TS&L study, it was subsequently determined that atriple-chamber box concrete culvert structure will be required for Louise Lane. DISCUSSION The Engineering Department is currently developing two (2) bridge reconstruction projects--the Louise Lane Bridge and the Brunskill Road Bridge. Based on current market conditions, updated cost projections were recently developed for each bridge project. Based on the new cost projections, the City does not have sufficient funding currently available to complete both bridge projects and thus additional funding will be needed. Staff has evaluated options which would allow one of the bridge projects to be completed with current bridge available funding. Based on current bridge condition and inventory rating for each structure, the Louise Lane Bridge has the lowest sufficiency rating and would rank highest on the priority for replacement. The option for completing the Louise Lane bridge project could be accomplished by transferring funds from the Brunskill Road Bridge CIP to cover the projected funding gap of $194, 000. The Brunskill Road Bridge Reconstruction Project has a projected funding shortfall of $569,140. However, by transferring funds from the Brunskill Road Bridge CIP, this would increase the projected funding gap from $569,140 to $763,140. In the upcoming Fiscal Year 2010 - 2014 budget, additional capital improvement funding was programmed in FY2012 in the amount of $763,140 to complete the Brunskill Road Bridge project. ALTERNATE FUNDING OPTIONS CONSIDERED Staff has evaluated the potential for both the Louise Lane Bridge and the Brunskill Road Bridge projects to qualify for State Bridge replacement funding. Based on the current sufficiency ratings for each structure and their respective potential ranking, it does not appear that either project would qualify for State funding. Additionally, staff investigated the option to use Federal economic stimulus funding; however, neither Louise Lane nor Brunskill Road are on eligible federal aid routes and thus would not qualify for funding. PROJECT SCHEDULE The project development schedule for the Louise Lane Bridge Reconstruction Project is as follows: Initiate Public Bidding Process April 6, 2009 Publish Notice to Bidders, Advertise for Bids April 10, 2009 Public Hearing on Plans & Specifications April 20, 2009 Pre-Bid Construction Conference April 22, 2009 Receipt of Bid Proposals April 28, 2009 Award of Construction Contract May 4, 2009 Project Completion Date September 25, 2009 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 estimate of probable cost for the Louise Lane Bridge Reconstruction Project is summarized as follows: Construction Contract Contingency (10%) Right-of-Way Acquisition Engineering Design Project Administration Construction Engineering & Inspection Total Project Cost The project funding summary is as follows: CIP No. Fund Description 2501020 Louise Lane Bridge Reconstruction Total Project Funding Estimate $ 200,000.00 20,000.00 13, 000.00 25,000.00 10,000.00 16,000.00 $ 284,000.00 Fund Amount $ 284,000.00 $ 284,000.00 The Louise Lane Bridge Reconstruction (CIP 2501020) will be included in the second budget amendment in FY2009 which will transfer funds ($194,000) from the Brunskill Road Bridge CIP to cover the projected funding gap. 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 for the Louise Lane Bridge Reconstruction Project. Prepared by Robert Schiesl, P.E., Assistant City Engineer cc: Jenny Larson, Budget Director Bob Green, Water Plant Manager Don Vogt, Public Works Director John Klostermann, Street & Sewer Maintenance Supervisor Dennis Waugh, IIW Engineers & Engineering, PC RESOLUTION NO. 114-09 LOUISE LANE BRIDGE RECONSTRUCTION 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 COUNCI OF THE CITY OF DUBUQUE, IOWA: The proposed plans, specifications, form of contract and estimated cost for the Louise Lane Bridge Reconstruction Project, in the estimated amount $284,000.00, 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 20th day of April, 2009, 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 Louise Lane Bridge Reconstruction 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 28th day of April, 2009. 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 6:30 p.m. on the 4th day of May, 2009, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 6th day of April, 2009. Roy D. Buol, Mayor Attest: Kevin S. Firnstahl, Assistant City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE LOUISE LANE BRIDGE RECONSTRUCTION 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 Louise Lane Bridge Reconstruction Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 20th day of April, 2009, 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 Louise Lane Bridge Reconstruction Project will provide for the replacement of the current narrow, single-lane bridge, which is geometrically and structurally obsolete and is currently posted at 10 tons, maximum loading. The existing beam bridge with timber decking will be replaced with a new triple-chamber box concrete culvert structure crossing. 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. Published by order of the City Council given on the day of , 2009. Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT LOUISE LANE BRIDGE RECONSTRUCTION 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 April 28, 2009, 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 April 28, 2009, at City Hall - Conference Room B, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on May 4, 2009. 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 September 25, 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 astate-chartered or federally chartered bank, or a certified share draft drawn on astate-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. Copies of the construction documents may be obtained at the Engineering Department, City Hall -Second Floor, 50 West 13th Street, Dubuque, Iowa 52001. No plan deposit is 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. Louise Lane Bridge Reconstruction Project CIP No. 2501020 The Louise Lane Bridge Reconstruction Project will provide for the replacement of the current narrow, single lane bridge, which is geometrically and structurally obsolete and is currently posted at 10 tons, maximum loading. The existing beam bridge with timber decking will be replaced with a new triple-chamber box concrete culvert structure crossing. Pre-Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre-Bid Construction Conference to be held at 10 AM on April 22, 2009, in Conference Room A of City Hall, 50 West 13th Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, April 10, 2009.