Fiber Optic Conn wf Port of DbqMEMORANDUM
March 3, 2003
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:Fiber Optic Connection between City Network and Port of Dubuque
Public Works Director Mike Koch recommends initiation of the bidding process for the
fiber optics connection between Fourth and Iowa Street and the Port of Dubuque, and
further recommends that a public hearing be set for April 21,2003.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Michael A. Koch, Public Works Director
CITY OF DUBUQUE, IOWA
MEMORANDUM
March 3, 2003
TO:Michael C. Van Milligen, City Manager
FROM:Michael A. Koch, Public Works Director
SUBJECT:Fiber Optic Connection between City Network and Port of Dubuque
Area
INTRODUCTION
The enclosed resolutions authorize the bidding procedure for the fiber optics
conduit extension between the City Network and the Port of Dubuque.
DISCUSSION
The project allows for the installation of four-inch fiber optics conduit with one-
inch interducts to be installed from a manhole at Fourth and Iowa Streets to the
Port of Dubuque. This alignment will take the extension from Fourth Street,
under White Street, under the railroad tracks, and then tie into a manhole
underneath the Third Street Overpass. This conduit will allow for the installation
of fiber optics that will tie into the City's fiber optic system and extend it to the
Museum, the Hotel, and the Conference Center. (See attachment.) The City
does not yet have a signed permit from the Chicago, Central & Pacific Railroad
Company for the installation of a four-inch conduit underneath the railroad tracks;
however, this permit is expected to be received in the next few days.
The schedule for the project is as follows:
Advertisement for Bids March 21,2003
Notice of Public Hearing April 4, 2003
Receipt of Bids April 10, 2003
Public Hearing April 21,2003
Award of Contract April 21,2003
Completion May 30, 2003
RECOMMENDATION
It is recommended that the City Council establish the date of the public hearing
and to authorize the City Clerk to advertise for proposals.
BUDGET IMPACT
The estimate for the project is:
Construction Contract $24,302.00
Contingency $ 2,430.20
Engineering $ 1,336.61
Total Project Cost $28,068.81
The project will be funded with the Utility Relocation funds from Fiscal Year 2003.
ACTION REQUESTED
The City Council is requested to establish the date of the public hearing and to
authorize the City Clerk to advertise for proposals through the adoption of the
enclosed resolutions.
MAK/vjd
Prepared by Michael Felderman
cc: Pauline Joyce, Administrative Services Manager
Chris Kohlmann, Information Services
Jim Kolf, Durrant
Michael Felderman, Civil Engineer
RESOLUTION NO. 89-03
PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That the proposed plans, specifications, form of contract and estimated
cost for the Fiber Optic Connection Project between City Network and Port of
Dubuque, in the estimated amount $28,068.81 are hereby approved and ordered
filed in the office of the City Clerk for public inspection.
Passed, adopted and approved this 17th day of March 2003.
Terrance M. Duggan Mayor
Attest:
Jeanne F. Schneider, City Clerk
RESOLUTION NO. 90-03
FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS
Whereas, the City Council of the City of Dubuque, Iowa has given its
preliminary approval on the proposed plans, specifications, and form of contract
and placed same on file in the office of the City Clerk for public inspection of the
Fiber Optic Connection Project between City Network and Port of Dubuque.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That a Public Hearing will be held on the 21st day of April, 2003, at 6:30
p.m. in the Public Library Auditorium at which time interested persons may
appear and be heard for or against the proposed plans and specifications, form
of contract and cost of said improvement, and the City Clerk be and is hereby
directed to cause a notice of 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 not less than four days nor more than twenty days prior to the day fixed
for its consideration. At the hearing, any interested person may appear and file
objections to the proposed plans, specifications, contract, or estimated cost of
the improvement.
Passed, adopted an~l approved this 17th day of March, 2003.
Terrance M. Duggan, Mayor
Attest: ,
Jeanne, F. Schneider, OMC, City Clerk
RESOLUTION NO. 91-03
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the Fiber Optic Connection Project between City Network and Port of
Dubuque is hereby ordered to be advertised for bids for construction.
BE IT FURTHER RESOLVED, that 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 as a part of the plans and
specifications heretofore adopted.
That the City Clerk is hereby directed to advertise for bids for the
construction of the improvements herein provided, to be published in a
newspaper having general circulation in the City of Dubuque, Iowa, which notice
shall not be less than four days nor more than forty-five days prior to the receipt
of said bids at 2:00 p.m. on the 10th day of April, 2003. Bids shall be opened and
read by the City Clerk at said time and will be submitted to the Council for final
action at 6:30 p.m. on the 21st day of April, 2003.
Passed, adopted and approved this 17thday of March ,2003.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
NOTICE OF HEARING ON PLANS AND SPECIFICATIONS
Notice of public hearing on proposed plans and specifications, proposed
form of contract and estimate of cost for the Fiber Optic Connection Project
between City Network and Port of Dubuque: Installation of four-inch fiber optics
conduit with one-inch interducts from a manhole at Fourth and Iowa Streets to
the Port of Dubuque.
NOTICE IS HEREBY GIVEN: The City Council of Dubuque, Iowa will hold
a public hearing on the proposed plans, specifications, form of contract and
estimate of cost for the Fiber Optic Connection Project between City Network and
Port of Dubuque, in accordance with the provisions of Chapter 384, City Code of
Iowa, at 6:30 ~.m., on the 21st day of April, 2003, in the Public Library Auditorium,
360 West 11 "' Street, in Dubuque, Iowa. Said proposed plans, specifications,
form of contract and estimate of cost are now on file in the office of the City
Clerk. At said hearing any interested person may appear and file objections
thereto or to the cost of the improvements.
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
,2003.
day of
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO.
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the 12th day of March, 2003, plans, specifications, form of
contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for
the Fiber Optic Connection Project between City Network and Port of Dubuque.
Whereas, notice of hearing on plans, specifications, form of contract, and
estimated cost was published as required by law.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That the said plans, specifications, form of contract and estimated cost are
hereby approved as the plans, specifications, form of contract and estimated cost
for said improvements for said project.
Passed, adopted and approved this
day of ,2003.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
NOTICE TO BIDDERS OF THE RECEIPT OF BIDS
FOR THE FIBER OPTIC CONNECTION PROJECT
BETWEEN CITY NETWORK AND PORT OF DUBUQUE
Sealed proposals will be received by the City Clerk of the City of Dubuque,
Iowa, at the Office of City Clerk in City Hall no later than 2:00 o'clock p.m. on the
10th day of April, 2003, for the Fiber Optic Connection Project between City
Network and Port of Dubuque.
Copies of the plans and specifications may be obtained in the City
Engineer's office at City Hall. No plan deposit is required.
Payment to the contractor will be made from funds as may be legally used
for such purposes.
All work herein provided for shall be commenced within ten (10) days after
the Notice To Proceed has been issued, and shall be fully completed no later
than the 30th day of May, 2003.
All bids must be submitted on the Bid Form bound in the specifications.
Each bid shall be accompanied by a satisfactory Bid Bond executed by the
Bidder and an acceptable surety; or a cashier's or certified check payable to the
City Treasurer, City of Dubuque, drawn on a bank in Iowa or a bank chartered
under the laws of the United States, in the amount of ten pement (10%) of the
bids submitted as security that the bidder will enter into a contract for doing the
work and will give bond with proper securities for the faithful performance of the
contract in the form attached to the specifications.
The successful bidder will be required to furnish a performance bond in an
amount equal to one hundred percent (100%) of the contract price. Said bond is
to be issued by a responsible surety company approved and acceptable to the
City Council, and shall guarantee the faithful performance of the contract and
terms and conditions therein contained, and shall guarantee the prompt payment
of all materials and labor and protect and save harmless the City of Dubuque,
Iowa, from claims and damages of any kind caused by the operations of the
Contractor. Said Bond shall also guarantee the material and the maintenance of
the improvement(s) constructed for a minimum pedod of two (2) years from and
after its completion and acceptance by the City Council.
No bid submitted by any Contractor which contains a condition or
qualification shall be recognized or accepted by the City Council and any letter or
communication accompanying the bid which contains a condition or qualification
upon the bid which has the effect of qualifying or modifying any provision of the
specifications in any manner will be construed as a non-qualifying bid and will be
rejected by the City Council as not responsive.
All proposals must be made on blanks furnished by the City Engineer and
each bidder will be required to state his prices for doing all the items in each
section on which he makes a bid and for all things necessary to make a complete
job.
The Bidder's attention is directed to the City of Dubuque's Affirmative
Action Program which is included in the Contract Specifications and the
provisions thereof and hereby made a part of the Contract Documents by
reference and incorporated therein.
The Contractor, when requested by the City of Dubuque, will furnish a
statement of his financial and practical qualifications as provided for in the
General Requirements of the Specifications.
By virtue of statutory authority, a preference will be given to products and
provisions grown and coal produced within the State of Iowa and to Iowa
Domestic Labor.
The City Council reserves the right to reject any and all bids or to waive
any technical ties and irregularities.
All bids will be publicly opened and read by the City Clerk at 2:00 o'clock
p.m. on the 10th day of April, 2003, and will be submitted to the City Council for
final action at a meeting to be held in the Public Library Auditorium, 360 West
11th Street, at said City at 6:30 p.m. on the 21st day of April, 2003. A contract will
be awarded at that time or such subsequent time as the City may determine.
Published by order of the City Council of the City of Dubuque, Iowa and
dated this of ,2003.
Jeanne F. Schneider, CMC, City Clerk
CONSTRUCTION SCHEDULE AND LIQUIDATED DAMAGES
Work herein provided for shall be commenced within the (10) days after notice to
proceed has been issued and shall be fully completed no later than May 30,
2003.
For each calendar day that any work shall remain uncompleted beyond the
completion schedule, $500.00 per calendar day will be assessed, not as a
penalty but as predetermined and agreed liquidated damages. The contractor
will be separately invoiced for this amount, and final payment will be withheld
until payment has been made of this invoice.
The assessment of liquidated damages shall not constitute a waiver of the City's
right to collect any additional damages which the City may sustain by failure of
the contractor to carry out the terms of his contract.
An extension of the contract period may be granted by the City for any of the
following reasons:
1. Additional work resulting from a modification of the plans.
2. Delays caused by the City.
Other reasons beyond the control of the Contractor, which in the City's
opinion, would justify such extension.