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Garfield Avenue Repair of Wall at 1695TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: 1695 Garfield Avenue Retaining Wall Repair Project CIP 1002087 -Garfield Wall DATE: July 14, 2009 City Engineer Gus Psihoyos recommends initiation of the bidding process for the 1695 Garfield Avenue Retaining Wall Repair Project, and further recommends that a public hearing be set for August 3, 2009. I concur with the recommendation and respectfully request Mayor and City Council approval. Mic ael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer THE CITY OF Dubuque Dui E A~~~ ~ - Masterpiece on the Mississippi 2007 TO: Michael C. Van Milligen, City Manage FROM: Gus Psihoyos, City Engineer ~ _ ~ DATE: July 8, 2009 SUBJECT: 1695 Garfield Avenue Retaining Wall Repair Project CIP 1002087 -Garfield Wall INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the 1695 Garfield Avenue Retaining Wall Repair Project. BACKGROUND On October 20, 2008, the City Council authorized (Resolution 371-08) emergency repairs to the retaining wall at 1695 Garfield Avenue. This retaining wall, adjacent to the Hamilton Street side of the property, is in a deteriorated condition with observed rotational movement and stability concerns. The sidewalk and parking lane along Hamilton Street have been barricaded to protect property and to maintain public safety. In 2002, the property owner of 1695 Garfield questioned the ownership and maintenance of the retaining wall and provided documentation to the City that the wall was originally constructed in the 1940s as part of a WPA project. It was the City's contention that a WPA project on its own does not provide sufficient evidence that the City has ownership responsibility of said wall. In an attempt to resolve the wall ownership dispute in a mutually beneficial manner, an agreement was executed in 2002 between the City of Dubuque and the Albert J. Reisch Estate that the City would perform aone-time partial wall repair. DISCUSSION The 1695 Garfield Avenue Retaining Wall Repair Project will include the reconstruction of a 10-foot high limestone retaining wall. This project will utilize the salvaged stone from the existing wall and will include new geofoam backfill and clean stone, a construction method used on the Grove Terrace Retaining Wall Project. All turf areas and sidewalk disturbed by the project will be restored. The existing roof drains of the home will be tied into the foundation drain of the wall. IIW Engineers & Surveyors, PC has developed the plans and specifications for this work and will provide assistance during the bid-letting and construction phases of the project. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Notice of Public Hearing on Plans & Specifications Public Hearing Receipt of Bids Award Construction Contract Project Completion Date RECOMMENDATION July 20, 2009 July 24, 2009 July 24, 2009 August 3, 2009 August 6, 2009 August 17, 2009 October 2, 2009 I recommend that the City Council establish a date for the public hearing and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate of probable cost for the 1695 Garfield Avenue Retaining Wall Repair Project is as follows: Estimate Construction Contract $ 95,000.00 Contingency (15%) 14,250.00 Construction Engineering & Inspection (15%) 16,387.00 Total Project Cost $125,637.00 The funding for the 1695 Garfield Avenue Retaining Wall Repair Project will be as follows: CIP No. Fund Descriation Fund Amount 1002087 Garfield Wall $125,637.00 Total Project Funding $125,637.00 ACTION TO BE TAKEN The City Council is requested to establish the date of the public hearing and to authorize the City Clerk to advertise for proposals through adoption of the enclosed resolutions for the 1695 Garfield Avenue Retaining Wall Repair Project. Prepared by Jon Dienst, PE cc: Jenny Larson, Budget Director Bob Schiesl, Assistant City Engineer Rich Russell, Building Services Manager RESOLUTION NO. 251-09 1695 GARFIELD AVENUE RETAINING WALL REPAIR PROJECT PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON PLANS, SPEDICIFATIONS, 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 1695 Garfield Avenue Retaining Wall Repair Project, in the estimated amount $125,637.00, 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 3~d day of August, 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 1695 Garfield Avenue Retaining Wall Repair 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 6t" day of August, 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 17t" day of August, 2009, in the Historic Federal Building Council Chambers (second floor), 350 West 6t" Street, Dubuque, Iowa. Passed, adopted and approved this 2otn day of July , 2 ~ 9 ~ , ,~ ~ .~ ~ Roy D, Buol, Mayor Attest: ,.. eanne F. Schneider, CMG, City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE 1695 GARFIELD AVENUE RETAINING WALL REPAIR 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 1695 Garfield Avenue Retaining Wall Repair Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 3~d day of August, 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: Reconstruction of a 10-foot high limestone retaining wall. This project will utilize the salvaged stone from the existing wall and will include new geofoam backfill and clean stone. All turf areas and sidewalk disturbed by the project will be restored. The existing roof drains of the home will be tied into the foundation drain of the wall. 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 1695 GARFIELD AVENUE RETAINING WALL REPAIR 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 August 6, 2009, in the Office of the City Clerk, City Hall -First Floor, 50 West 13t" 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 August 6, 2009, at City Hall -Conference Room B, 50 West 13t" Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on August 17, 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 October 2, 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 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 the Engineering Department, City Hall -Second Floor, 50 West 13t" 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. 1695 Garfield Avenue Retaining Wall Repair Project CIP 1002087 This project will include the reconstruction of a 10-foot high limestone retaining wall. This project will utilize the salvaged stone from the existing wall and will include new geofoam backfill and clean stone. All turf areas and sidewalk disturbed by the project will be restored. The existing roof drains of the home will be tied into the foundation drain of the wall. Published in the Telegraph Herald, July 24, 2009.