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Salt Dome Conveyor ProjectTHE CITY OF Dubuque DUB ~, AN-Ame~CaC~r t Masterpiece on the Mississippi 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Salt Dome Conveyor Project - CIP# 2502153 DATE: September 1, 2009 Public Works Director Don Vogt recommends initiation of the public bidding process for the Salt Dome Conveyor Project, 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. Mi hael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Don Vogt, Public Works Director TO: Michael C. Van Milligen, City Manager FROM: Don Vogt, Public Works Director '~__ ~'" ~~/~~ SUBJECT: Salt Dome Conveyor Project -CIP# 2502153 DATE: August 25, 2009 INTRODUCTION The attached resolution authorizes the public bidding procedure for the Salt Dome Conveyor Project (CIP #2502153). BACKGROUND In the fiscal year 2010 Capital Improvement Project budget, funds are allotted for the purchase and installation of a conveyor system in the salt storage dome at the Municipal Services Center. DISCUSSION Engineering plans and specifications for this project have been prepared by Kueny Architects L.L.C of Pleasant Prairie, Wisconsin. Kueny is the firm that designed the Municipal Services Center and the salt storage dome earlier this decade. This project will include the construction of a conveyor pit, installation of a salt conveyor system, modifications to the electrical system, and modifications to the roof panels of the storage dome. Completion of this project will provide for quicker and safer dome- loading operations, and allow us to use all of the building's salt storage capacity. The schedule for the project is proposed as follows: Advertisement of Bids September 11, 2009 Notice of Public Hearing September 11, 2009 Public Hearing September 21, 2009 Receipt of Bids October 6, 2009 Award of Contract October 19, 2009 BUDGET IMPACT The cost estimates for the project are as follows: Construction Contract $ 141,135 Contingency $ 16,000 Engineering 2 865 Estimated Total Project Cost $ 160,000 This project will be funded with monies budgeted specifically for the Salt Dome Conveyor Project in the Public Works Department's FY 2010 Capital Improvement Project budget: CIP# - 2502153 $160,000.00 ACTION REQUIRED The City Council is requested to establish the date for the public hearing and authorize the City Clerk to advertise the request for proposals through the adoption of the attached resolution. Attachments RESOLUTION NO. 333-09 SALT DOME CONVEYOR PROJECT PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUELIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; AND ORDERING THE ADVERTISEMENT FOR SIDS 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 Salt Dome Conveyor Project, in the estimated amount $160,000.00, 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 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 Salt Dome Conveyor 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 6th day of October, 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 19th day of October, 2009, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 8th day of September , 2009. ~r ~oy D. Buo ,Mayor Attest: ~eanne F. Schneider, CMC, City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE SALT DOME CONVEYOR 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 Salt Dome Conveyor Project, 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 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: To furnish all labor and material necessary for the Salt Dome Conveyor Project located at the Municipal Services Center, 925 Kerper Court, Dubuque, Iowa. This project will include the construction of a conveyor pit, installation of a salt conveyor system, including modifications to the electrical system and roof panels on the existing salt storage dome. 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 11th day of September, 2009. Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT SALT DOME CONVEYOR 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 October 6, 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 October 6, 2009, at City Hall -Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on October 19, 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 December 31, 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. The construction documents will be made available in the Office of the Public Works Director, 925 Kerper Court, Dubuque, IA, 52001. No plan deposit will be 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 (CIP 2505153) The Salt Dome Conveyor Project located at 925 Kerper Court involves furnishing all labor and material necessary for the construction of a conveyor pit, installation of a salt conveyor system, including modifications to the electrical system and roof panels on the existing storage dome. Published in the Telegraph Herald, September 11, 2009.