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Traffic Signal Mastarm Retrofit Project_Central Ave at 5th & 7th StreetsTHE CTTY OF Dubuque -. DUB E An.~~~~ 1 i Masterpiece on the Mississippi 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Traffic Signal Mastarm Retrofit Project, Central Avenue at 5th and 7th Streets CIP 1011133 Traffic Signal Mastarm Retrofit CIP 3001133 Traffic Signal Mastarm Retrofit CIP 2501615 Traffic Signal Intersection Reconstruction CIP 1021609 Fiber Optic Conduit -Private & Miscellaneous DATE: September 1, 2009 City Engineer Gus Psihoyos recommends initiation of the bidding process for the Traffic Signal Mastarm Retrofit Project, Central Avenue at 5t" and 7t" Street, and further recommends that a public hearing be set for September 21, 2009. 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 CTTY OF Dui E Masterpiece on the Mississippi TO: Michael C. Van Milligen, FROM: DATE: City Manager Gus Psihoyos, City Engineer ~ ~' September 1, 2009 Dubuque ~.~~~~~ 2007 SUBJECT: Traffic Signal Mastarm Retrofit Project, Central Avenue at Stn and 7tn Streets CIP 1011133 Traffic Signal Mastarm Retrofit CIP 3001133 Traffic Signal Mastarm Retrofit CIP 2501615 Traffic Signal Intersection Reconstruction CIP 1021609 Fiber Optic Conduit -Private & Miscellaneous INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Traffic Signal Mastarm Retrofit Project, Central Avenue at Stn and 7tn Streets. BACKGROUND Currently Central Avenue contains a mix of pedestal-mounted and mastarm-mounted heads. The differing location of the traffic signals sometimes leads motorists to react to the second signal ahead as opposed to their nearer intersection. DISCUSSION This project provides for the standardization of mastarm-mounted signals along the Central Avenue corridor. The project will also include: pre-emption capabilities; battery back-up systems; fiber optic inner-connect between the signals; and some monitoring equipment that will allow remote management via the Traffic Operation Center. New traffic controller equipment and mastarms have already been purchased for the project to eliminate the long lead time in ordering. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process September 8, 2009 Publish Notice to Bidders, Advertise for Bids September 11, 2009 Notice of Public Hearing on Plans & Specifications September 11, 2009 Pre-Bid Meeting Public Hearing Receipt of Bids Award Construction Contract Project Completion Date RECOMMENDATION September 15, 2009 September 21, 2009 September 24, 2009 October 5, 2009 November 20, 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 Traffic Signal Mastarm Retrofit Project, Central Avenue at Stn and 7tn Streets is as follows: Estimate Construction Contract $159,500.00 Contingency 15,950.00 Construction Engineering & Inspection 26,317.50 Total Project Cost $201.767.50 The funding for the Traffic Signal Mastarm Retrofit Project, Central Avenue at Stn and 7tn Streets will be as follows: CIP No. Fund Description Fund Amount 1001133 Traffic Signal Mastarm Retrofit $ 93,430.99 3001133 Traffic Signal Mastarm Retrofit 67,500.00 2501615 Signal Intersection Reconstruction 25,000.00 1021609 Fiber Optic Conduit -Private & Miscellaneous 15,836.51 Total Project Funding $201.767.50 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 Traffic Signal Mastarm Retrofit Project, Central Avenue at Stn and 7tn Streets. Prepared by David Ness, PE cc: Jenny Larson, Budget Director Julie Neebel, IIW Engineers & Surveyors, PC RESOLUTION NO. 332-09 TRAFFIC SIGNAL MASTARM RETROFIT PROJECT, CENTRAL AVENUE AT 5TH AND 7TH STREETS 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 COUNCIL OF THE CITY OF DUBUQUE, IOWA: the proposed plans, specifications, form of contract and estimated cost for the Traffic Signal Mastarm Retrofit Project, Central Avenue at 5t" and 7t" Streets, in the estimated amount $201,767.50, 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 21St day of September, 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 Traffic Signal Mastarm Retrofit Project, Central Avenue at 5t" and 7m Streets 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 24t" day of September, 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 5t" day of October, 2009, in the Historic Federal Building Council Chambers (second floor), 350 West 6t" Street, Dubuque, Iowa. Passed, adopted and approved this 8th day of 5eptemb r , 2009. a) ;. Roy D. Buol, Mayor Attest: .~?` ~ ~' eanne F. Schneider, CMC, City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE TRAFFIC SIGNAL MASTARM RETROFIT PROJECT, CENTRAL AVENUE AT 5T" AND 7T" STREETS 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 Traffic Signal Mastarm Retrofit Project, Central Avenue at Stn and 7tn Streets, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 21St day of September, 2009, in the Historic Federal Building Council Chambers (second floor), 350 West 6tn 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 Traffic Signal Mastarm Retrofit Project, Central Avenue at Stn and 7tn Streets provides for the standardization of mastarm-mounted signals along the Central Avenue corridor. The project will also include: pre-emption capabilities; battery back-up systems; fiber optic inner-connect between the signals; and some monitoring equipment that will allow remote management via the Traffic Operation Center. 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 TRAFFIC SIGNAL MASTARM RETROFIT PROJECT, CENTRAL AVENUE AT 5T" AND 7T" STREETS 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 September 24, 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 Oaened and Considered. Sealed proposals will be opened and bids tabulated at 2:00 ~.m. on September 24, 2009, at City Hall - Conference Room A, 50 West 13t Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on October 5, 2009. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time for Commencement and Comaletion 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 20, 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 shalt 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. Insert Project Name: Traffic Signal Mastarm Retrofit Project, Central Avenue at Stn and 7tn Streets CIPs 1011133, 3001133, 2501615, 1021609 The Traffic Signal Mastarm Retrofit Project, Central Avenue at Stn and 7tn Streets provides for the standardization of mastarm-mounted signals along the Central Avenue corridor. The project will also include: pre-emption capabilities; battery back-up systems; fiber optic inner-connect between the signals; and some monitoring equipment that will allow remote management via the Traffic Operation Center. Pre-Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre-Bid Construction Conference to be held at 2 PM on September 15, 2009, in Conference Room B, City Hall, 50 West 13th Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, September 11, 2009.