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North Fork Catfish Creek Stormwater_Sewer Imrpvoments Phase III_InitiationTHE CITY C3F DvB E Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members Dubuque NI-AmedcaC~Y 2007 FROM: Michael C. Van Milligen, City Manager SUBJECT: North Fork Catfish Creek Stormwater and Sanitary Sewer Improvements Project -Phase III CIPs 7101802, 7102178, 7201662, 7201807, 7201911 & 7202018 DATE: November 6, 2009 City Engineer Gus Psihoyos recommends initiation of the bidding process for the North Fork Catfish Creek Stormwater and Sanitary Sewer Improvements Project -Phase III, and further recommends that a public hearing be set for December 7, 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 Dubuque THE CITY OF DUB E 1 ~~a i MEMORANDUM ~ ~. Masterpiece on the Mississippi 200 TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer ~ J ,~~ ~ DATE: November 5, 2009 SUBJECT: North Fork Catfish Creek Stormwater and Sanitary Sewer Improvements Project -Phase II I CIPs 7101802, 7102178, 7201662, 7201807, 7201911, & 7202018 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the North Fork Catfish Creek Stormwater and Sanitary Sewer Improvements Project -Phase III (final phase). BACKGROUND Phase III of the North Fork Catfish Creek Stormwater and Sanitary Sewer Improvements Project involves the replacement of just over 4,700 feet of 12-inch diameter clay sanitary sewer from Keystone Drive to the Northwest Arterial (IA32) with 600 feet of 24-inch diameter and 4,130 feet of 18-inch diameter ductile iron sanitary sewer. Phase III also includes the stormwater management improvements outlined in the Drainage Basin Master Plan: replacement of the Key Way culverts (CIP 7201662), an additional culvert at Rosemont Street (CIP 7201911) and creek improvements to improve flow and stabilize the creek banks from Key Way to the Northwest Arterial (CIP 7201807 &CIP 7202018). Sealed bids were received on the project on October 22, 2009. Portzen Construction of Dubuque, Iowa, submitted the low bid in the amount of $1,997,396.75. This amount is 32.5% over the estimate of probable cost. There were two primary reasons that the bids exceeded the engineer's estimate by $490,331.75. First, the narrow corridor limits the contractor's movements and the bids reflect this additional time/expense to install the new sewer. The line-item cost alone to install the 18-inch diameter sewer in the same location as the existing sanitary sewer was $143,280.00 more than anticipated. Other bids items reflect the same space constraints. Secondly, the cost of installing the erosion control matting along the creek was $228,750.00 more than anticipated. The Engineering Department met with the supplier of the specified turf reinforcement product; and it was determined that the installation details for that product were incorrect. Thus the labor and material associated with the installation of the erosion control matting was incorrectly bid. On November 2, 2009 the City Council rejected the bids that were received on October 22"d, 2009. DISCUSSION The Engineering Department facilitated a value engineering analysis and a constructability review with contractors that submitted bids in October. Three things have changed since the project was bid the first time. Having conducted a meeting with the turf reinforcement matt (TRM) supplier and the contractors, the contractors now have a full understanding of what is required to install the TRM that was bid in October at $228,750.00 more than anticipated. In addition, the improvement plans aimed at stabilizing the banks of the creek have been modified so that three grades of TRM will be used. The heartier and more expensive TRM will extend from the base of the creek up the bank protecting the area most susceptible to high creek velocities. Where the creek velocities will be much less, the heartier TRM is more than what is necessary. Therefore, a less expensive TRM can be used and still meet the project objectives. The previous construction documents called for the installation of the sewer in the same location as the existing sewer. But, due to the location of the creek and other utilities such as power, telephone, and cable, installing the sewer in the same location would be more difficult as reflected in the bids received in October. Therefore, the alignment of the proposed sanitary sewer has been modified where possible so that a contractor will have a little more area to work. Through value engineering and constructability review with the contractors that bid the project in October, the revised construction plans should result in a lower cost to construct the improvements while still meeting the project's objectives. The construction cost estimate for Phase III is now as follows: Construction $1,677,571.30 Contingency 167,757.13 Engineering 237,100.00 Total Project Estimate $2,082,428.43 The cost estimate is approximately $325,000 less than the lowest bid received in October. About $270,000 of the difference can be attributed to the revised TRM design. The schedule for Phase III of the project is now as follows: Advertisement for Bids November 20, 2009 Notice of Hearing on Plans & Specifications November 20, 2009 Public Hearing December 7, 2009 Receipt of Bids December 8, 2009 Award of Contract December 21, 2009 Final Completion Date August 27, 2010 RECOMMENDATION I 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 III. BUDGET IMPACT Per the FEMA Hazard Mitigation Grant Funding Program grant agreement, the approximate federal, state, and City share of the project cost is $199,073.25, $26,543.10, and $1,856,811.08 respectively as outlined in Table 1. The City intends to borrow the $1,856,811.08 through the SRF program and is eligible for approximately $316,663.42 of the loan to be forgivable through the ARRA stimulus package. This is also reflected in Table 1. The City's total project cost for Phase III is estimated to be $1,540,148.66. Table 1. North Fork Catfish Creek Storm & Sanitary Phase III Fundina Source Breakdown Federal Share State Share PHASE III (FEMA) (HSEM) City Share Design Engineering -Sanitary $ 35,500.00 $ - $ - $ 35,500.00 Design Engineering -Storm $ 125,000.00 $ - $ - $ 125,000.00 Construction, Sanitary (FEMA-ELIGIBLE) $ 265,431.00 $ 199,073.25 $ 26,543.10 $ 39,814.65 Construction, Sanitary (FEMA-ELIGIBLE, OVER BUDGET) $ 440,439.00 $ - $ - $ 440,439.00 Construction, Sanitary (NON-FEMA ELIGIBLE) $ 112,995.00 $ - $ - $ 112,995.00 Construction, Stormwater (NON-FEMA ELIGIBLE) $ 858,706.30 $ - $ - $ 858,706.30 Contingency -Sanitary $ 81,886.50 $ - $ - $ 81,886.50 Contingency -Storm ___ __ $ 85,870.63 $ - $ - ! $ 85,870.63 Construction Engineering -Sanitary $ 25,000.00 $ - $ - ~ $ 25,000.00 Construction Engineering -Storm $ 51,600.00 $ - $ - $ 51,600.00 TOTAL $ 2,082,428.43 $ 199,073.25 $ 26,543.10 $1,856,812.08 SRF Design Loan Amount , $ 160,500.00 SRF Construc tion Loan Amount - Sanitary i $ 587,140.15 SRF Construction Loan Amount -Storm ; $ 996,176.93 SRF Construction Loan Amount -Fo rgiv able Loan Portion (Stimulus) $ 316,663.42 TOTAL CITY PROJECT COST, $1,540,148.66 ACTION TO BE 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 III. 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 Supervisor Deron Muehring, Civil Engineer II RESOLUTION NO. 443-09 NORTH FORK CATFISH CREEK STORMWATER AND SANITARY SEWER PROJECT -PHASE III 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 North Fork Catfish Creek Stormwater and Sanitary Sewer Project -Phase III, in the estimated amount $2,082,428.43, 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 7t" day of December, 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 III 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 8t" day of December, 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 21St day of December, 2009, in the Historic Federal Building Council Chambers (second floor), 350 West 6t" Street, Dubuque, Iowa. Passed, adopted and approved this i6tn day of November , 2009. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE NORTH FORK CATFISH CREEK STORMWATER AND SANITARY SEWER PROJECT -PHASE III 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 III, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 7th day of December, 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: The replacement of just over 4,700 feet of 12-inch diameter clay sanitary sewer from Keystone Drive to the Northwest Arterial (IA32) with 600 feet of 24- inch diameter and 4,130 feet of 18-inch diameter ductile iron sanitary sewer. The replacement of the Key Way culverts, adding an additional culvert at Rosemont Street and creek improvements to improve flow and stabilize the creek banks from Key Way to the Northwest Arterial. 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. 2009. Published by order of the City Council given on the day of , Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT NORTH FORK CATFISH CREEK STORMWATER AND SANITARY SEWER PROJECT -PHASE III 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 December 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 December 8, 2009, at City Hall -Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on November 2, 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 August 27, 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 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: North Fork Catfish Creek Stormwater & Sanitary Sewer Improvements Project -Phase III. The project involves the replacement of just over 4,700 feet of 12-inch diameter clay sanitary sewer from Keystone Drive to the Northwest Arterial (IA32) with 600 feet of 24-inch diameter and 4,130 feet of 18-inch diameter ductile iron sanitary sewer. It also includes the replacement of the Key Way culverts, adding an additional culvert at Rosemont Street and creek improvements to improve flow and stabilize the creek banks from Key Way to the Northwest Arterial. Published in the Telegraph Herald, November 20, 2009.