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North Fork Catfish Creek Sanitary Sewer Project - Phase IT®: The Honorable Mayor and City Council Members F®IVI: Michael C. Van Milligen, City Manager SUBJECT: North Fork Catfish Creek Stormwater and Sanitary Sewer Improvements Project -Phase I CIP#7101802 ®ATE: May 12, 2009 City Engineer Gus Psihoyos recommends initiation of the bidding process for the North Fork Catfish Creek Stormwater and Sanitary Sewer Improvements Project -Phase I, and further recommends that a public hearing be set for June 1, 2009. The City's share of the total $1,318,739.68 Phase I cost of the project is $328,268.10. The remaining funding is coming from $64,084.21 in Federal Stimulus Money, $817,400.63 from the Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program and $108,996.75 from the State of Iowa. The City's share of $328,268.10 will be borrowed at very favorable interest rates through the State Revolving Loan Fund Program. The estimated total cost of all phases of the project is $4,043,942.17 with $1,435,687.50 coming from the Federal Program, $191,425.00 coming from the State Program, and $369,964.73 coming from the Federal Stimulus Package. 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 OF Master piece orr the Mississi~i 6Vi IVI~~ ~ i9/~ TO: Michael C. Van Milligen, City Manager f r FROM: Gus Psihoyos, City Engineer j SUBJECT: North Fork Catfish Creek Stormwater and Sanitary Sewer Improvements Project -Phase I CIP#7101802 DATE: May 12, 2009 INTRODUCTION Dubuque I A9-A a ~_ ~r i il;itV zoo? The enclosed resolutions authorize the public bidding procedure for the North Fork Catfish Creek Stormwater and Sanitary Sewer Improvements Project -Phase I. BACKGROUND In December of 2001, the City Council formally adopted the Drainage Basin Master Plan (DBMP) prepared by HDR Engineering (Omaha, Nebraska). The DBMP outlined a series of improvements in the North Fork Catfish Creek watershed to address roadway overtopping and flood damage along the North Fork Catfish Creek between the Pennsylvania Avenue/John F. Kennedy Road intersection and the Northwest Arterial. With the adoption of the FY2008-FY2012 Five-Year Capital Improvement Program Budget, $1,659,364 was established for the North Fork Catfish Creek Stormwater improvements outlined in the DBMP. In March of 2004, the City funded an evaluation of the sanitary sewer collection system referred to as the "Key Way sanitary sewer." Based on the recommendations of the study prepared by Veenstra & Kimm, Inc., the City Council established $1,904,250 to up-size the Catfish Creek interceptor sewer line from the University Avenue Extension at US20 to the Northwest Arterial. The project consists of replacing the existing 12-inch diameter clay sewer with a 24-inch diameter ductile iron sewer from University Avenue to Key Way and replacing it with an 18-inch diameter ductile iron sewer from Key Way to the Northwest Arterial. The City has completed a topographical survey from University Avenue to Key Way. In November of 2006, the City Council authorized the City Manager to submit an application for, and subsequently approved the use of, State Revolving Loan funds for the project. In December of 2006 the State approved the City's application, placing the project on the Iowa Finance Authority State Revolving Fund (SRF) loan program intended use plan. In October of 2007, the City Council passed Resolution 506-07 authorizing submission of an application for $1,904,250 in HMGP funds for the sanitary sewer portion of the North Fork Catfish Creek Sanitary and Stormwater Drainage Improvements Project. The grant requires fifteen percent (15%) local matching funds. In November of 2007, the City Council authorized the hiring of IIW Engineers & Surveyors, PC (IIW) to design the channel, culvert, and sanitary sewer improvements associated with the North Fork Catfish Creek Stormwater and Sanitary Sewer Improvements Project. In February of 2009, the City submitted an application for stimulus funding for the project through the State Revolving Loan Fund Program. In April of 2009, the Iowa Department of Natural Resources notified the City that the North Fork Catfish Creek Stormwater and Sanitary Sewer Improvements Project was included on the proposed Intended Use Plan to receive federal stimulus funding in the form of a forgivable loan equal to 20% of the amount borrowed for the $3.5 million project. In April of 2009, the State of Iowa Homeland Security and Emergency Management Division (IHSEM) presented City staff with a Project Grant Agreement awarding $1,914,250 for the sanitary sewer improvements associated with the project. DISCUSSION While the design for all of the stormwater management and sanitary sewer improvements are nearly complete, the North Fork Catfish Creek Stormwater and Sanitary Sewer Improvements Project will be constructed in phases. The main reason for the phased approach is that the first portion of the project (Phase I) involves the replacement of 3,970 feet of 12-inch diameter clay sewer with 24-inch diameter ductile iron sewer along the North Fork Catfish Creek from the University Avenue Extension to just north of Kensington. This work is fairly straight forward, with few complications, and is ready for bid. The next segment involves the construction of the sanitary sewer through the Pennsylvania/John F. Kennedy intersection where there are issues to be resolved before bidding can proceed. The construction cost estimate for Phase I is as follows: Construction $1,089,867.50 Contingency 108,986.75 Engineering 119,885.43 Total Project Estimate $1,318,739.68 The schedule for Phase I of the project is as follows: Advertisement for Bids May 22, 2009 Notice of Hearing on Plans & Specifications May 22, 2009 Public Hearing June 1, 2009 Receipt of Bids June 9, 2009 Award of Contract* June 15, 2009 Final Completion Date November 27, 2009 *The contract award may be delayed pending the issuance of an Iowa Department of Natural Resources construction permit required for use of SRF/stimulus funding. The bid documents will require that the bids are valid for a period of 90 days instead of the typical 30-day period. Subsequent phases which should be ready for bid in July will include the stormwater facility upgrades and the reconstruction of the sanitary sewer through the Pennsylvania/JFK intersection, north along the creek, all the way to the NW Arterial. RECOMMENDATION I would recommend that the City Council establish the date for the public hearing and authorize the City Clerk to advertise for proposals for the North Fork Catfish Creek stormwater and Sanitary Sewer Improvements Project -Phase 1. U®GTIMPACT The project will be funded from the Fiscal Year 2007, 2008, and 2009 appropriations for the NF Catfish Creek Interceptor Upgrade -University Avenue to the NW Arterial (CIP#7101802) in the amount of $1,904,250. The North Fork Catfish Creek stormwater and Sanitary Sewer Improvements Project - Phase 1 involves the reconstruction of the sanitary sewer from the University Avenue Extension to just north of Kensington Drive. This work is eligible for the FEMA Hazard Mitigation Grant Program funds. Per-the award agreement, 85% of the construction and engineering services costs associated with the project are eligible for the grant funding. Project expenses prior to April 16, 2009, such as the design engineering, are ineligible. Moreover, construction contingencies are ineligible. The approximate federal, state, and City share of the project cost is $817,400.63, $108,986.75, and $392,352.31 respectively as outlined in Table 1. The City intends to borrow the $351,591.26 through the SRF program and be eligible for approximately $64,084.21 of the loan to be forgivable through the ARRA stimulus package. This is also reflected in Table 1. Table 1. Funding Source Breakdown Project Cost Federal Share State Share City Share Design Engineering $ 71,931.26 $ - $ - $ 71,931.26 Construction $ 1,089,867.50 $ 817,400.63 $ 108,986.75 $ 163,480.13 Contingency $ .108,986.75 $ - $ - $ 108,986.75 Construction Engineering $ 47,954.17 $ 35,965.63 $ 4,795.42 $ 7,193.13 TOTAL $ 1,318,739.68 $ 853,366.25 $ 113,782.17 $ 351,591.26 SRF Design Loan Amount $ 71,931.26 SRF Construction Loan Amount $320,421.05 LESS SRF Construction Loan Amount -Forgivable Loan Portion (Stimulus) ($64,084.21) TOTAL CITY PROJECT COST $328,268.10 ACTI®N TO ~E TAKEN I respectfully request that the City Council adopt the attached resolutions establishing the date for the public hearing and authorizing the City Clerk to advertise for proposals for the North Fork Catfish Creek Stormwater and Sanitary Sewer Improvements Project - Phase 1. Prepared by Deron Muehring cc: Barry Lindahl, City Attorney Jenny Larson, Budget Director Ken TeKippe, Finance Director Don Vogt, Public Works Director John Klostermann, Street & Sewer Maintenance Manager Deron Muehring, Civil Engineer II RESOLUTION NO. 163-09 NORTH FORK CATFISH CREEK STORMWATER AND SANITARY SEWER PROJECT - PHASE I PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND. ESTIMATED COST; SETTING DATE OF Pl1BLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; AND ORDERING THE ADVERTISEMENT FOR BIDS NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: the proposed plans, specifications, form of contract and estimated cost for the North Fork Catfish Creek Stormwater and Sanitary Sewer Project -Phase I, in the estimated amount $1,318,739.68, 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 1St day of June, 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 North Fork Catfish Creek Stormwater and Sanitary Sewer Project - Phase I 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 9th day of June, 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 15th day of June, 2009, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 18th day of May, 2009. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTIC O PlJ LIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND STINiATED COST' FOR THE NORTH FORK CATFISH CREEK STORNI~/ATER AND SANITARY S 1~/ER PROJECT - PHAS I 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 North Fork Catfish Creek Stormwater and Sanitary Sewer Project -Phase I, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 1st day of June, 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: Replacement of 3,970 feet of 12-inch diameter clay sewer with 24-inch diameter ductile iron sewer along the North Fork Catfish Creek from the University Avenue Extension to just north of Kensington. 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, CMG, City Clerk NOTIC TO BIDDERS CITY OF DlJ lJQl1E P!J LIC IPROVEt~ NT PROJECT NORTH FORK CATFISH CREEK STORMWATER AND SANITARY SEWER PROJECT -PHASE I 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 June 9, 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 June 9, 2009, at City Hall - Conference Room B, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on June 15, 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 November 27, 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 a state- chartered or federally chartered bank, or a certified share draft drawn on a state- 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 IIW Engineers & Surveyors, PC, 4155 Pennsylvania Avenue Dubuque, IA 52002. Contact: Robin Walter (563-556-2464). A $25 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. Insert Project Name, GIP: 7101802 Replacement of 3,970 feet of 12-inch diameter clay sewer with 24-inch diameter ductile iron sewer along the North Fork Catfish Creek from the University Avenue Extension to just north of Kensington Published in the Telegraph Herald, May 22, 2009.