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Upper Bee Branch Creek Railroad Culverts Project - Revised Notice to Bidders / Bid Date Copyrighted January 22, 2019 City of Dubuque Consent Items # 18. ITEM TITLE: Upper Bee Branch Creek Railroad Culverts Project - Revised Notice to Bidders and Bid Letting Date SUMMARY: City Manager recommending approval of a resolution changing the deadline for submission of bids for the Upper Bee Branch Creek Railroad Culverts Project to 2:00 p.m. on February 5, 2019. RESOLUTION Ratifying, confirming, and approving the change in deadline for submission of bids and publication of an Amended Notice to Bidders for the Upper Bee Branch Creek Railroad Culverts Project SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Adopt Resolution(s) ATTACHMENTS: Description Type Upper Bee Branch Creek Railroad Culverts Project Revised Notice to Bidders and Bid Letting Date-NNM City Manager Memo Memo Staff Memo Staff Memo Resolution Resolutions Revised Notice to Bidders Supporting Documentation THE CITY OF Dubuque � AIFA�erlwGh UB E '�� III► 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: Upper Bee Branch Creek Railroad Culverts Project, Revised Notice to Bidders & Bid Letting Date CIPs 2642769, 7202769, and 3402769] DATE: January 16, 2019 City Engineer Gus Psihoyos recommends City Council approval of a resolution changing the deadline for submission of bids for the Upper Bee Branch Creek Railroad Culverts Project to 2:00 p.m. on February 5, 2019. I concur with the recommendation and respectfully request Mayor and City Council approval. �L;� 1��, ��.� Mic ael C. Van Milligen �� MCVM:jh Attachment cc: Crenna Brumwell, City Attorney Teri Goodmann, Assistant City Manager Cori Burbach, Assistant City Manager Gus Psihoyos, City Engineer Tt fE:CITY Of� Dubuque � DT TB �i au-AmericaCilY � i r MczsterpiccE� ot�i tlic Mississippi R. zMi�.zniz.zn�v.mi- TO: Michael C. Van Milligen, City Manager � .. l��.. � FROM: Gus Psihoyos, City Engineer 4",;�: -_.�7 SUBJECT: Upper Bee Branch Creek Railroad Culverts Project, Revised Notice to Bidders & Bid Letting Date [CIPs 2642769, 7202769, and 3402769] DATE: January 14, 2019 INTRODUCTION The enclosed resolution authorizes the modification of the bid letting date for the Upper Bee Branch Creek Railroad Culverts Project (Project), the final contract associated with the Upper Bee Branch Creek Restoration Project (Phase 7 of the Bee Branch Watershed Flood Mitigation Project). BACKGROUND In December of 2018, the City Council authorized and ordered the advertisement of bids for the Upper Bee Branch Creek Railroad Culverts Project and directed the City Clerk to publish the Notice to Bidders on the City of Dubuque website and a contractor plan room service with statewide circulation, which notice shall be published not less than thirteen but not more than forty-five days before the date for filing bids before 2:00 p.m. on the 22"d day of January, 2019. DISCUSSION During the contractor pre-bid meeting held on January 3, 2019, and in the days that followed, prospective bidders indicated that allowing two additional weeks to prepare bids would result in more bids, and more competitive bids. Therefore, through addendum, the bid documents were revised to reflect a bid letting date of February 5, 2019. As a result, it is appropriate to publish a revised Notice to Bidders reflecting that the bids are to be filed prior to 2:00 P.M., on such date. PROJECT SCHEDULE Modifying the bid letting date also changes the date of awarding the contracts. The revised schedule for the Project is as follows: Initiate Public Bidding Process December 17, 2018 Publish Notice to Bidders, Advertise for Bids December 21, 2018 Publish Public Hearing Notice on Plans & Specs December 21, 2018 Public Hearing on Plans & Specifications January 7, 2019 Re-Publish Notice to Bidders, Advertisement for Bids January 18, 2019 Receipt of Bid Proposals/Bid Letting (Revised) February 5, 2019 Award Construction Contract (Revised) F�bru�ry 18, 2019 Improver�nents Functional Summer of 2020 Final Project Cnmpletion Date Jun� 30, 2021 RECOMMENDATION I recommend changing the deadlinc for submission of bids fio February 5, 2019 for thE Upper �ee Branch Crc;ek R�ilroad Culverts Project. ACTION TO BE TAKEN I resp�ctfiully request �doption of the attached resolution changing the deadline for submission of bids for the Upper Bee �ranch Creek Railroad Culverts Project to 2:00 P.M. on February 5, 2019. Attachments Prepared by Deron Muehring cc: Crenna Brumwell, City Attorney Barry Lindahl, Senior Corporation Counsel Jenny Larson, Budget Director John Klostermann, Public Works Director Steve Brown, Project Manager Deron Muehring, Civil Engineer I 2 RESOLUTION NO. 32-19 RATIFYING, CONFIRMING, AND APPROVING THE CHANGE IN DEADLINE FOR SUBMISSION OF BIDS AND PUBLICATION OF AN AMENDED NOTICE TO BIDDERS FOR THE UPPER BEE BRANCH CREEK RAILROAD CULVERTS PROJECT WHEREAS, on December 17, 2018, the City Council adopted Resolution No. 379-18 providing for preliminary approval of the plans, specifications, form of contract, and estimated cost for the Upper Bee Branch Creek Railroad Culverts Project (the Project); and WHEREAS, the Notice to Bidders was posted on December 21, 2018, in the Telegraph Herald, in a relevant contractor plan room service with statewide circulation and a relevant construction lead generating service with statewide circulation and on an internet site sponsored by either the City or a statewide association that represents the City; and WHEREAS, the Project Engineer recommended to City staff that additional time be provided for potential bidders to prepare their bids due to the complexity of the Project; and WHEREAS, an amended Notice to Bidders for the Project indicating the new deadline for submission of bids of February 5, 2019, was posted on January 18, 2019 in the Telegraph Herald, once in a relevant contractor plan room service with statewide circulation and a relevant construction lead generating service with statewide circulation and on an internet site sponsored by either the City or a statewide association that represents the City. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. That the change in the deadline for submission of bids is hereby ratified, confirmed, and approved. Section 2. That the actions of the City Clerk in changing the time and date for the receipt of bids to before 2:00 P.M. on February 5, 2019, is hereby ratified, confirmed, and approved. Section 3. That the actions of the City Clerk in posting the amended Notice to Bidders once in a relevant contractor plan room service with statewide circulation and a relevant construction lead generating service with statewide circulation and on an internet site sponsored by either the City or a statewide association that represents the City not Tess than thirteen clear days nor more than forty-five days prior to February 5, 2019, which is hereby fixed as the date for receiving bids, is hereby ratified, confirmed, and approved. The bids are to be filed prior to 2:00 P.M., on such date. Section 4. That the form of the amended Notice to Bidders and posting thereof is hereby ratified, confirmed, and approved. Passed, approved, and adopted this 22nd day of January 2019. Attest: Kevin Firnstahl, City Clerk 2 Li Roy D. Buol, Mayor NOTICE TO BIDDERS (REVISED) CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT UPPER BEE BRANCH CREEK RESTORATION RAILROAD CULVERT CROSSING PROJECT CONTRACT 1-2018 CIP #2642769 CIP #7202769 CIP #3402769 Time and Place for Filing Sealed Proposals. Sealed bids for the work comprising each improvement as stated below must be filed before 2 P.M. on February 5, 2019, in the Office of the City Clerk, City Hall–First Floor, th 50 West 13 Street, Dubuque, Iowa 52001. Time and Place Sealed Proposals Will be Opened and Considered. Sealed proposals will be opened and bids tabulated at 2 P.M. on February 5, 2019, at City th Hall–Conference Room A, 50 West 13 Street, Dubuque, IA, 52001, for consideration by the City Council (Council) on February 18, 2019, or at such later date as may be set at said meeting. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time for Commencement and Completion of Work. Work shall be commenced after Notice to Proceed has been issued and shall be fully completed in accordance with the requirements listed in the Agreement. 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 10 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. Bids are to be addressed to the City of Dubuque, Iowa, 50 West 13th Street, Dubuque, IA 52001, and shall be marked “Sealed Bid–Upper Bee Branch Creek Restoration Railroad Culvert Crossing Project–Contract 1– 2018.” Completed digital project bidding documents are available at www.strand.com or at www.questcdn.com. Download the digital plan documents by inputting the Quest project number 6052113 on the website’s Project Search page. Please contact QuestCDN.com at (952) 233-1632 or info@questcdn.com for assistance in free membership registration, downloading, and working with this digital project information. Bidding Documents may be reviewed and paper copies may be obtained from the Issuing Office which is Strand Associates, Inc., 910 West Wingra Drive, Madison, WI 53715, and Tri-State Blueprint, 696 Central Avenue, Dubuque, IA 52001. Overnight mailing of Bidding Documents will not be provided. A refundable deposit of $50 is required. Deposit will be refunded to all plan holders returning documents within 14 days of the award of the Project. All Bidders submitting a sealed Bid shall obtain the Bidding Documents from Quest CDN.com, Strand Associates, Inc., or Tri-State Blueprint. Bidders who submit a Bid must be Plan Holder of record at the Issuing Office. Bids from Bidders who are not on the Plan Holders List may be returned as not being responsive. Plan Holders are requested to provide an e–mail address if they wish to receive addenda and other information electronically. Plan Holders are requested to designate whether they are a prime contractor, subcontractor, or supplier if they want this information posted on the project Plan Holders List. Each Bidder shall accompany its bid with bid security as defined in Iowa Code Section 26.8, 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, in a form acceptable to the City of Dubuque, for the faithful performance of the Contract, in an amount equal to one hundred percent (100%) of the amount of the Contract. The Bidder’s security shall be in the amount fixed in the Instructions to Bidders and shall be in the form of a cashier’s check or a certified check drawn on an FDIC insured bank in Iowa or on a FDIC insured bank chartered under the laws of the United States; or a certified share draft drawn on a credit union in Iowa or chartered under the laws of the United States; or a Bid Bond on the form provided in the Contract Documents with corporate surety satisfactory to the City of Dubuque. The bid shall contain no condition except as provided in the Specifications. Should Bidder hire a subcontractor to perform trenchless culvert/casing construction, Bidder shall require the subcontractor to furnish a corporate surety bond, in a form acceptable to Bidder, for the faithful performance of the subcontract, in an amount equal to 100% of the subcontract. Bidder will execute and file the Agreement and 100% Performance and Payment Bonds within 15 days after the Notice of Award. The City of Dubuque reserves the right to reject any or all Bids, to waive any technicality, and to accept any Bid which it deems advantageous. All Bids shall remain subject to acceptance for 60 days after the time set for receiving Bids. Contract award shall be made based on the lowest responsive and responsible Bidder. Any Contract or Contracts to be awarded are expected to be funded entirely or in part by a grant from Housing and Urban Development (HUD) and a loan from Iowa Clean Water State Revolving Fund. This procurement will be subject to regulations contained in appropriate State Statutes and 40 CFR Parts 31, 33, and 35 of the Federal Statutes. Award of Contract 1–2018 may be dependent on loan securement. A Federal Davis-Bacon Wage rate determination will prevail for this project. General Decision Number IA-180029 6/08/2018 IA29 shall apply. Women and Minority–owned businesses are encouraged to submit Bids for this Project. Bidders must demonstrate positive efforts to utilize women’s and minority owned businesses. This procurement will be subject to regulations contained in 40 CFR 35.3145(d), and P.L. 102-389 and 100-590. In addition, Bidder shall comply with Executive Orders 11625, 12138, and 12432, and HUD requirements (Section 3 clause). General Nature of Public Improvement Upper Bee Branch Creek Restoration Railroad Culvert Crossing Project, Contract 1–2018, CIP #2642769, CIP #7202769, CIP #3402769. Project consists of the construction of two 12-foot by 10-foot CIP reinforced concrete box culverts, trenchless installation of six 8-foot diameter steel culverts and one 48-inch diameter steel casing across the CPR RR yard, one CIP reinforced concrete transition structure, one CIP concrete outlet structure with level control gate and pumping station, water main, 36–inch sanitary sewer, storm sewer of various sizes, retaining walls, railings, concrete curb and gutter, asphalt pavement, PCC sidewalk, lighting, security cameras, fiber optic lines, vegetative surface restoration, trees, shrubs, and other miscellaneous elements. 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. In accordance with Iowa statutes, a resident bidder shall be allowed a preference as against a nonresident bidder from a state or foreign country if that state or foreign country gives or requires any preference to bidders from that state or foreign country, including but not limited to, any preference to bidders, the imposition of any type of labor force preference, or any other form of preferential treatment to bidders or laborers from that state or foreign country. The preference allowed shall be equal to the preference given or required by the state or foreign country in which the nonresident bidder is a resident. In the instance of a resident labor force preference, a nonresident bidder shall apply the same resident labor force preference to a public improvement in this state as would be required in the construction of a public improvement by the state or foreign country in which the nonresident bidder is a resident. 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. Pre-Bid Construction Conference. A Pre-Bid Conference is planned. Contact Information. The Bidders shall contact either Eric Vieth ® (eric.vieth@strand.com or 608-251-4843) at Strand Associates, Inc. or Mike Jansen (m.jansen@iiwengr.com or 563-556-2464) at IIW P.C., or both parties with their questions associated with this project. Published in the Telegraph Herald and Iowa Master Builders web site, January 18, 2019. 1t 1/18