Westside Water System Imrpovements Contracts A, B and C Acceptance and Release of Retainage Copyrighted
January 7, 2019
City of Dubuque Consent Items # 13.
ITEM TITLE: Westside WaterSystem Improvements ContractsA, B, and C
Acceptance and Release of Retainage
SUMMARY: City Manager recommending acceptance of the construction
contracts and release of retainage for the Westside Water System
Improvements ContractA: English Mill Road / North Cascade
Road Water Main Extension; Contract B: English Mill Pumping
Facility; and Contract C: Highway 20 Water Main Extension
Projects as completed by Portzen Construction, Inc.
RESOLUTION Accepting the Westside Water System
Improvements, ContractA— English Mill Road / North Cascade
Road Water Main Extension; Contract B — English Mill Pumping
Facility; and Contract C — Highway 20 Water Main Extension,
Project and Authorizing Final Payments to the Contractor
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File;Adopt Resolution(s)
ATTACHMENTS:
Description Type
Westside Water System Improvements-MVM Memo City Manager Memo
Staff Memo Staff Memo
Acceptance Resolution Resolutions
THE CITY OF Dubuque
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Masterpiece on the Mississippi Z°°'�w'2
7A13 2017
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Westside Water System Improvements
Contract A: English Mill & North Cascade Road Water Main Extension
Contract B: English Mill Pumping Facility
Contract C: Highway 20 Water Main Extension
Project Acceptance and Release of Retainage
DATE: December 29, 2018
Water Department Manager Denise Blakeley Ihrig recommends City Council
acceptance of the construction contracts and release of retainage for the Westside
Water System Improvements Contract A: English Mill & North Cascade Road Water
Main Extension ($1 ,122,044.14); Contract B: English Mill Pumping Facility
($968,738.15); and Contract C: Highway 20 Water Main Extension Projects
($456,617.36) completed by Portzen Construction, Inc. in the total amount of
$2,547,399.65, which is 5.47°k over the bid amount of$2,440,715.25. The final project
construction costs were $230,600.35 or 8.22°k less than the total requested budget of
IDNR SRF loan plus local construction funds.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
�1.� ��.�, i�,�
Mic ael C. Van Milligen �� �
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Denise Blakeley Ihrig, Water Department Manager
THE CTTY OF Dubuque
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DUB E '�I}I��'
Masterpiece on the Mississippi �°' Z°'Z
2013 2017
TO: Michael C. Van Milligen, City Manager
FROM: Denise Blakeley Ihrig, Water Department Manager
DATE: 2 January 2019
RE: Westside Water System Improvements
Contract A: English Mill & North Cascade Road Water Main Extension
Contract B: English Mill Pumping Facility
Contract C: Highway 20 Water Main Extension
Project Acceptance and Release of Retainage
INTRODUCTION
The enclosed resolution provides for the acceptance of the construction contracts and
release of retainage for the Westside Water System Improvements Contract A: English
Mill & North Cascade Road Water Main Extension, Contract B: English Mill Pumping
Facility; and Contract C: Highway 20 Water Main Extension projects.
BACKGROUND
In December 2016, the City of Dubuque purchased the Vernon Water Tower, Vernon water
system and the Barrington Lakes water system from Central lowa Water Association
(CIWA). The intent of the City's purchase was to assist these communities in becoming
compliant with lowa Department of Natural Resources (IDNR) standards and provide the
necessary back-up water supply and fire suppression by connecting them directly to the
City's water supply.
The City has honored the agreement with CIWA and met the IDNRs requirements through
the construction a water supply connection from the City of Dubuque's water system to
Vernon and Barrington Lakes. The connection and provision of water supply to the two
systems was completed ahead of the December 31 , 2017 deadline, through the award of
three separate contracts. Each of the competitively bid contracts were awarded to the low
bidder Portzen Construction, Inc. and approved bythe IDNR.
For the City to meet the strict IDNR water operating permit connection completion date, it
was necessary for the City to seek financial assistance. The City turned to the IDN R State
Revolving Fund (lowa SRF) program and secured project funding in the form of a low
interest loan. The loan will be paid via local Water Construction Funds and the English
Ridge, North Cascade, and South Pointe Housing TIFs. The TIFs are scheduled to jointly
reimburse up to an estimated $2,466,270.00 of the total construction costs, as funds are
available.
Each contract is described as follows:
Contract A: Enqlish Mill Road & North Cascade Road Water Main Extension
The extent of the work consisted of the construction of a 12-inch water main from near the
intersection of Stone Valley Drive and English Mill Road headed south to North Cascade
Road and along North Cascade Road headed west to near the intersection of Highway 20.
A water main extension into Barrington Lakes Subdivision at Barrington Drive along with a
pressure control station was also part of the project. The project consisted of approximately
11 ,000 LF of 12-inch water main, including approximately 875 LF of 12-inch ductile iron pipe
and 10,125 LF of 12-inch poly vinyl chloride (PVC) pipe. Portions of the PVC water main
were directionally drilled. The project also included various water main appurtenances
including: fittings, resilient seat gate valves, fire hydrants, mechanical and push-on joint
restraints, etc. Rock was anticipated and encountered during the water main installation.
Finally, erosion control including silt fence, rolled erosion control product, topsoil and
removal and replacement, along with seeding was finished in 2018.
Contract B: Enqlish Mill Road Pumpinq Facility
The extent of the work consisted of the construction of a new pumping facility to create a
new pressure zone (Zone 7) in the City of Dubuque's distribution system. The major
components of the contract included the construction of a new 40'x50' block and brick
building, with two 125 HP booster pumps, ductile iron process piping, electrical, plumbing
and mechanical components, standby power and site work (including PCC parking and
driveway, site grading, fencing, seeding and 12-inch DIP water main installation including
valves and fittings).
Contract C: Hiqhway 20 Water Main Extension
The extent of the work included the installation of a 12-inch water main from the end of an
existing water main located approximately 1 ,000 LF north of the North Cascade Road and
Highway 20 intersection headed north to a connection with the existing water main at the
cul-de-sac of Forest Ridge Drive. The connection at Forest Ridge Drive was via construction
of a pressure control station. The project also included approximately 3,700 LF of 12-inch
PVC water main, along with various water main appurtenances including: fittings, resilient
seat gate valves, fire hydrants, mechanical and push-on joint restraints, etc.; as well as
erosion control including silt fence, topsoil removal and replacement, and seeding, which
were completed in 2018.
DISCUSSION
Each contract was approved and awarded by the City Council and the Department of
Natural Resources State Revolving Fund (SRF) agency.
The following bulleted paragraphs summarize the final status of Contracts A, B, and C.
Contract A: Enalish Mill Road & North Cascade Road Water Main Extension
• Original Contract Amount: $1 ,119,981 .25
• Final Project Amount including all approved change orders: $1 ,122,044.14,
Summary of Change Orders:
o Change Order No. 1 : 8-inch water main and additional erosion control
$6,454.35.
o Change Order No. 2: Trenchless installation of 8 and 12- inch water main
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and additional lineal footage quantities, $58,126.40.
o Change Order No. 3: pipe restraints and topsoil erosion control and
stabilization $7,732.00.
o Change Order No. 4: Contract reduction based on final measurement of
installed quantities. ($70,249.86)
• Contract A Change Order Total: $2,062.89 or <0.2°k of contract amount
Contract B: Enqlish Mill Road Pumpinq Facility
• Original Contract Amount: $943,712.00
• Final Project Amount including all approved change orders: $968,738.15,
Summary of Change Orders:
o Change Order No. 1 : Installation of Sanitary Facilities (Restroom)
$9,272.45.
o Change Order No.2: Change of Pump Station door from deadbolt to
Panic Device and Cylinder $814.
o Proposed Change Order No. 2a dated March 20, 2018: Additional
pipe restraints $475.60.
o Change Order No. 3: Replacement of Unsuitable Backfill $1 ,746.90.
o Change Order No.4: Storm sewer installation behind English Mill Pump
Station' and contract adjustment based on final installed quantities
$12,717.20.
• Contract B Change Order Total: $25,026.15 or 2.65°k ofcontract amount.
• Final Project Cost includes the drainage improvements necessary behind the
pumping facility. 'This part of the project was not included in the original plans,
but was necessary to prevent soil loss and erosion.
Contract C: Hiqhwav 20 Water Main Extension
• Original Contract Amount: $377,022.00
• Final Project Cost including all approved change orders: $456,617.36
o Change Order No. 1 : Pipe Installation change from trenchless to open
cut, due to the presence of hardened calcified rock in areas that were
scheduled to be directionally drilled. As such, an open trench installation
was required. This created an increased demand for granular subbase,
replacement of unsuitable backfill material, PCC surface replacement
and additional water main related material and fittings costs. $72,900.
o Change Order NO. 2: Full depth HMA in Forrest Ridge Cul-De-
Sac to meet Barrington Lakes HOA's requirement. $35,945.
o Change Order No. 3: Contract reduction based on
measurements of installed quantities. ($29,250.42)
• Contract C Change Order Total: $79,594.58 or 21°k of contract amount.
On December 21 , 2018, the City received communication from its project design engineer
IIW, P.C. recommending approval and acceptance of all three Westside Water System
Improvement contracts and requested approval of the final payment including retainage
for the three contracts. IIW, P.C. also requested early retainage release per the contractor
request.
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BUDGETIMPACT
The project cost summary for the Westside Water System Improvements project by
contract is as follows:
Proiect Description SRF eliqible and Bid Award Final Over (Under)
non�liqible Bid Amount,
Proiect Cost % (rounded)
Estimates
ContractA: English $1,195,000.00 $1,119,981.25 $1,122,044.14 0.18%
Mill Road & North
Cascade Road
Water Main
Extension
Contract8: English $970,000.00 $943,712.00 $968,738.15 2.65%
Mill Pumping Facility
ContractC: Highway $640,000.00 $377,022.00 $456,617.36 21.11%
20 Water Main
Extension
Total Project Costs $2,805,000.00 $2,440,715.25 $2,574,399.65 5.47%
The project funding summary is as follows:
CIP No. Fund Descriotion Fundina
7402703 Westside Water System Improvements (State of lowa, $2,760,000.00
Revolving Loan Fund) "
7402703 Westside Water System Improvements (Water $45,000.00
Construction Funds) "
Total Available Project Funding 2.805.000.00
The final project cost for construction including approved change orders is: Contract A:
$1 ,122,044.14 + Contract B: $968,738.15 + Contract C: $456,617.36 totaling
$2,547,399.65, this is 5.47°k over the total bid amount of all three contracts.
The final project construction costs are however $230,600.35 or 8.22°k less than the total
requested budget of IDNR SRF loan plus local construction funds.
RECOMMENDATION
The City Council is requested to adopt the attached resolution to accept the
improvements and authorize the final payments including retainage for Contract A in the
amount of $56,102.21 ; Contract B in the amount of $89,343.10; and Contract C in the
amount of $56,978.62 to Portzen Construction, Inc. for the Westside Water System
Improvements Project.
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Attachments
cc: Jenny Larson, Budget Director
Jean Nachtman, Finance Director
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Prepared by Denise !hid. Water Department Manager Address: 901 Hawthorn St. Telephone: 563-589-4290
Return to: Kevin Firnstahl, City Clerk Address: City Hall- 50 W. 13th St Telephone: 589-4121
RESOLUTION NO. 8-19
ACCEPTING THE WESTSIDE WATER SYSTEM IMPROVEMENTS, CONTRACT A —
ENGLISH MILL ROAD & NORTH CASCADE ROAD WATER MAIN EXTENSION;
CONTRACT B — ENGLISH MILL PUMPING FACILITY; AND CONTRACT C
HIGHWAY 20 WATER MAIN EXTENSION, PROJECT AND AUTHORIZING FINAL
PAYMENTS TO THE CONTRACTOR
WHEREAS, the public improvement contract for the Westside Water System
Improvements Contract A — English Mill Road & North Cascade Road Water Main
Extension; Contract B — English Mill Pumping Facility; and Contract C — Highway 20
Water Main Extension (the Project) has been completed by the Contractor, Portzen
Construction Inc. (Contractor), the Water Department Manager has examined the work
and recommends that the Project be accepted; and
WHEREAS, the final contract amount for Contract A is $1,122,044.14; Contract B is
$968,738.15; and Contract C is $456,617.36;
WHEREAS, the Contractor has previously been paid on:Contact A in the amount of
$1,065,941.93, leaving a balance of $56,102.21; Contract B in the amount of
$879,395.05, leaving a balance of $89,343.10; and Contract C in the amount of
$399,638.74 leaving a balance of $56,978.62;
WHEREAS, the City Council finds that the recommendation of the Water Department
Manager should be accepted.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
Section 1. The recommendation of the Water Department Manager is approved, and
the Project is hereby accepted.
Section 2. The Finance Director is hereby directed to pay to the Contractor the
balance of the final payment and retainage for Contract A of $56,102.21; Contract B of
$89,343.10; and Contract C of $56,978.62 as provided in Iowa Code chapter 573, and
to pay such retainage in accordance with the provisions of Iowa Code chapter 573 or
Iowa Code chapter 26.13.
Passed, approved and adopted this 7th day of January 2019.
Attest: ./
'lpAr
Key' Firnsta I, ity Clerk
i
D. Buol, Mayor
WATER DEPARTMENT MANAGER'S CERTIFICATE OF FINAL COMPLETION OF
THE WESTSIDE WATER SYSTEM IMPROVEMENTS, CONTRACT A — ENGLISH
MILL ROAD & NORTH CASCADE ROAD WATER MAIN EXTENSION; CONTRACT B
— ENGLISH MILL PUMPING FACILITY; AND CONTRACT C — HIGHWAY 20 WATER
MAIN EXTENSION, PROJECT
The undersigned Water Department Manager of the City of Dubuque, Iowa, hereby
certifies that she has inspected the Westside Water System Improvements:
Contract A — English Mill Road & North Cascade Road Water Main Extension
Project, and that said Project has been performed in compliance with the terms of the
Public Improvement Contract, and that the total cost of the completed work including all
change orders and adjustments is $1,122,044.14.
Contract B — English Mill Pumping Facility, and that said Project has been performed
in compliance with the terms of the Public Improvement Contract, and that the total cost
of the completed work including all change orders and adjustments is $968,738.15.
Contract C — Highway 20 Water Main Extension, and that said Project has been
performed in compliance with the terms of the Public Improvement Contract, and that
the total cost of the completed work including all change orders and adjustments is
$456,617.36.
Dated this 3rd day of January 2019.
De : akeley lhrig, P.E.
Water Department Manager
Filed in the office of the City Clerk on the 3rd day of January 2
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9.
Ke n S. Firnstahl, C C, City Clerk