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Sewer CIPP Lining Project 2009T'HE CITY OF SUB E Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: 2009 Sewer CIPP Lining Project (CIP 7101637: Sanitary Sewer Lining Program) (CIP 7101289: General Sanitary Sewer Repairs) (CIP 7201066: General Storm Sewer Repairs) DATE: September 14, 2009 Dubuque AII-America CitSt r Zao~ On September 10, 2009, the City received two bids in response to the 2009 Sewer CIPP Lining Project. One bid was invalid and the remaining qualified bid was 24.9% above the engineer's estimate. City Engineer Gus Psihoyos recommends that the City Council reject the bid, re-initiate the public bidding procedure, and set a public hearing for October 5, 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 CITY OF DUB ~ E MEMORANDUM Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer DATE: September 11, 2009 SUBJECT: 2009 Sewer CIPP Lining Project (CIP 7101637: Sanitary Sewer Lining Program) (CIP 7101289: General Sanitary Sewer Repairs) (CIP 7201066: General Storm Sewer Repairs) INTRODUCTION The enclosed resolutions authorize the rejection of bid and to re-initiate the public bidding procedure for the 2009 Sewer CIPP Lining Project. BACKGROUND On August 17, 2009 the City Council established the date for the public hearing and authorized the City Clerk to advertise for bids for the 2009 Sewer CIPP Lining Project. At the public hearing held on September 8, 2009 the City Council adopted a resolution approving the plans, specifications, form of contract and the estimated cost for the 2009 Sewer CIPP Lining Project. DISCUSSION On September 10, 2009 the City received two bids. However, one of the bids was invalid as it did not acknowledge the addendum. Engineering has correspondence from the firm that submitted the invalid bid that illustrates that the bidder was aware of the addendum; they simply did not acknowledge the addendum on the bid form. Based on the schedule identified when the project was initiated in August, the award of the contract was to be considered for award at the September 21, 2009 City Council meeting. As stated in the Notice to Bidders, "the (City) reserves the right to reject any and all bids." Because the City only received one qualified bid and it was 24.9% above the engineer's estimate, I recommend that the City reject the bid and re-initiate the public bidding process. The sewers identified for lining as part of the 2009 lining project are as follows: Location Sewer Diameter Inches Length (Feet) Glen Oak from Vernon St. to Edina St. 8-inch 333 Grove Terrace near 12th St. 8-inch 176 Kirkwood St. from Alta Vista to W. Locust 8-inch 1,676 Fenelon St. (Storm Sewer) 12-inch 50 W. 32"d St. from Wildwood to the east 24-inch 825 TOTAL 3,060 In addition, two brick manholes on Loras Boulevard near Prairie Street will be rehabilitated. In addition to the sanitary sewers to be lined, a small section of storm sewer on Fenelon Street will also be lined as part of the project. The revised schedule for the project will be as follows: Advertisement for Bids September 25, 2009 Notice of Hearing on Plans & Specifications September 25, 2009 Public Hearing October 5, 2009 Receipt of Bids October 8, 2009 Award of Contract October 19, 2009 Completion Date (unchanged) July 30, 2010 RECOMMENDATION I recommend that the City Council reject the sole bid received on September 10, 2009 for the 2009 Sewer CIPP Lining Project. also recommend that the City Council authorize the rebidding of the project: establish the date for the public hearing and authorize the City Clerk to advertise for bids for the 2009 Sewer CIPP Lining Project BUDGET IMPACT The cost estimate for the 2009 Sewer CIPP Lining Project is: Construction Contingency Engineering Estimate $144,440.00 $ 14,444.00 $ 23,832.60 Total Project Cost The project will be funded as follows: CIP Funding Source Amount 7101637 FY 2009 Sanitary Sewer Lining Program $ 69,684.00 7101637 FY 2010 Sanitary Sewer Lining Program $100,000.00 7101289 FY 2010 General Sanitary Sewer Repairs $ 7,346.00 7201066 FY 2010 General Storm Sewer Repairs $ 5.686.60 Total Project Funding $182.716.60 ACTION TO BE TAKEN I respectfully request that the City Council adopt the attached resolutions rejecting the September 10, 2009 bid, establishing the date for the public hearing and authorizing the City Clerk to advertise for proposals for the 2009 Sewer CIPP Lining Project. Prepared by Deron Muehring, Civil Engineer II cc: Jenny Larson, Budget Director Deron Muehring, Civil Engineer II RESOLUTION NO. 357-09 REJECTING BIDS FOR THE 2009 SEWER CIPP LINING PRJECT Whereas, sealed proposals have been submitted by contractors for the 2009 Sewer CIPP Lining Project (the Project) pursuant to Resolution No. 294-09 and notice to bidders published in the City of Dubuque, Iowa, on the 21St day of August, 2009. Whereas, sealed proposals were opened and read on the 10t" day of September, 2009; and Whereas, the City Council has deemed it advisable to reject all bid and to re-bid the Project. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. That the bids received on September 10, 2009, for the above Project be rejected. Passed, approved and adopted this 21St day of September, 2009. Attest: .~J eanne F. Schneider, CMC, City Clerk ~~i~1~ ~{o~ice .Connors, Mayor Pro-Tem RESOLUTION NO. 358-09 2009 SE E CIPP LINING 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 COUNCIL OF THE CITY OF DUBUQUE, IOWA: the proposed plans, specifications, form of contract and estimated cost for the 2009 Sewer CIPP Lining Project, in the estimated amount $182,716.60, 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 5t" day of October, 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 2009 Sewer CIPP Lining 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 8" 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 19t" day of October, 2009, in the Historic Federal Building Council Chambers (second floor), 350 West 6t" Street, Dubuque, Iowa. Passed, adopted and approved this 21St day of September, 2009. C.~r~,2fvi. c~~-- J'y e E. Connors, Mayor Pro-Tem Attest: eanne F. Schneider, CMC, City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE 2009 SEWER CIPP LINING 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 2009 Sewer CIPP Lining Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 5th day of October, 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: Lining of 2,185 feet of 8-inch diameter sanitary sewer at Glen Oak Street (from Vernon Street to Edina Street), Grove Terrace (near 12th Street), and Kirkwood Street (from Alta Vista Street to West Locust Street); Lining of 50 feet of 12-inch diameter storm sewer at Fenelon Street; Lining of 825 feet of 24-inch diameter sewer at West 32"d Street, from Wildwood Drive to the east; and Spray-sealing two manholes on Loras Street near Prairie Street. 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 2009 SEWER CIPP LINING 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 8, 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 8, 2009, at City Hall -Conference Room B, 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 July 30, 2010. 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 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. 2009 Sewer CIPP Lining Project CIPs 7101637, 7101289, & 7201066 Lining of 2,185 feet of 8-inch diameter sanitary sewer at Glen Oak Street (from Vernon Street to Edina Street), Grove Terrace (near 12th Street), and Kirkwood Street (from Alta Vista Street to West Locust Street); Lining of 50 feet of 12-inch diameter storm sewer at Fenelon Street; Lining of 825 feet of 24-inch diameter sewer at West 32"d Street, from Wildwood Drive to the east; and Spray-sealing two manholes on Loras Street near Prairie Street. Published in the Telegraph Herald, September 25, 2009.