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Oak Grove Sanitary Sewer & Water Main Extension Project Acceptance
Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Oak Grove Sanitary Sewer & Water Main Extension Project CIPs 7101344 & 7401411 DATE: February 23, 2010 City Engineer Gus Psihoyos is recommending acceptance of the construction contract for the Oak Grove Sanitary Sewer & Water Main Extension Project, as completed by Drew Cook & Sons Excavating Co., Inc., in the final contract amount of $128,564.81, which is a 9.0% increase over the original contract in the amount of $117,926.50. The increase was due to additional rock excavation (4.0 %), additional length required for a 4 -inch lateral (2.4 %), and pavement repairs to access drive (2.2 %). It is further recommended that the City Council adopt the Final Schedule of Assessments in the amount of $71,203.44, which is 5.7% decrease from the preliminary special assessment estimates. I concur with the recommendation and respectfully request Mayor and City Council approval. aeI C. Van Mil MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer Mi Milligen Dubuque AI4dacar 1111 I 2007 Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Mana er FROM: Gus Psihoyos, City Engineer DATE: February 19, 2010 SUBJECT: Oak Grove Sanitary Sewer & Water Main Extension Project CIPs 7101344 & 7401411 INTRODUCTION The enclosed resolution provides for the acceptance of the construction contract and the establishment of the Final Schedule of Assessments for the Oak Grove Sanitary Sewer and Water Main Extension Project. BACKGROUND The Oak Grove Sanitary Sewer and Water Main Extension Project involved the: — Installation of 992 feet of 2 -inch force main and individual grinder pumps to 6 houses. — Construction of water main and a private water service line to six homes and one vacant lot. DISCUSSION The Oak Grove Sanitary Sewer & Water Main Extension Project has been completed by Drew Cook & Sons Excavating Co., Inc. of Dubuque, Iowa, in the final contract amount of $128,564.81, which is a 9.0% increase from the original contract amount of $117,926.50. The project cost increase was due to additional rock excavation (4.0 %), additional length required for a 4 -inch lateral (2.4 %), and pavement repairs to access drive (2.2 %). RECOMMENDATION Dubuque herd AI- America Clly 2007 I recommend that the City Council accept the improvements, establish the final contract at $128,564.81, and adopt the Final Schedule of Assessments in the amount of $71,203.44. BUDGET IMPACT The total cost for the Oak Grove Sanitary Sewer & Water Main Extension Project is as follows: Sanitary Sewer Construction Contingency (10 %) Property Acquisition Construction Engineering & Inspection (15 %) Water Main Construction Contingency (10 %) Construction Engineering & Inspection (15 %) Water Service Construction Contingency (10 %) Construction Engineering & Inspection (15 %) The project funding summary is as follows: CIP Fund Description 7101344 Oak Grove Sanitary Sewer 7101344 Special Assessments (Sanitary) 7401411 Water Main Extensions 7401411 Special Assessments (Water Main) 7401411 Special Assessments (Water Service Line) Total Project Funding Award $ 78, 897.50 9,384.95 0.00 15,485.17 $103,767.62 Final 84,560.14 2,268.00 10,617.15 97,445.29 $ 31,090.00 34,728.07 3,471.75 5,728.39 3,927.58 $ 40,290.14 38,655.65 7,939.00 9,276.60 960.00 1,584.00 1,086.04 $ 10,483.00 10,362.64 $154,540.76 $146,463.58 Fund Amount $ 43, 061.15 54,384.14 32,198.99 7,542.70 9,276.60 $146,463.58 The Oak Grove Sanitary Sewer & Water Main Extension Project will be funded through the annual capital improvement project appropriation of City funds as noted above in the amount of $75,260.14. The project, as outlined, will require Special Assessments in the amount of $71,203.44. SPECIAL ASSESSMENTS Based upon final construction costs, the total amount of Special Assessments for all associated sanitary sewer improvements is $71,203.44, which is 5.7% decrease ($75,293.32) from the preliminary special assessment estimates that were presented to the property owners and approved at the project public hearing. FINANCIAL ASSISTANCE Property owners subject to sanitary sewer, water main, and water service line assessments may be eligible for the City's low- and moderate - income special assessments assistance program, ranging from 20% to 100% of the assessments for the owner - occupied residential property depending on family size and income level. To allow sufficient administrative time to process financial assistance applications for low- to moderate - income families, eligible property owners will be given approximately 30 days from the date of mailing the Notice of Filing the Final Schedule of Assessments to apply for financial assistance that may reduce the amount of the assessment payable by the property owner. During this 30 -day period, assessments may be in full or in part without interest at the City of Dubuque, Office of the City Treasurer. After approximately 30 days, any unpaid assessment will be levied against said benefited property with the Dubuque County Treasurer's Office, and will be payable in 10 annual installments at the Dubuque County Treasurer's Office, and will draw annual interest at nine percent (9 %). FINAL ASSESSMENT SCHEDULE The schedule for the Final Assessment process is as follows: Council Approve Final Schedule of Assessments Mail Final Special Assessment Notice to Property Owners Mail Financial Assistance Information to Property Owners Public Notice of Final Assessment 1 Publication: 2 "d Publication: Deadline for Financial Assistance Applications Deadline for Paying Assessment to City, Without Interest ACTION TO BE TAKEN March 1, 2010 March 5, 2010 March 5, 2010 March 5, 2010 March 12, 2010 April 5, 2010 April 5, 2010 respectfully request adoption of the attached resolutions accepting the improvements, establishing the final contract amount of $128,564.81 to Drew Cook & Sons Excavating Co. Inc., and approving the Final Schedule of Assessments for the Oak Grove Sanitary Sewer & Water Main Extension Project. Prepared by Deron Muehring, Civil Engineer II cc: Jenny Larson, Budget Director Deron Muehring, Civil Engineer II RESOLUTION NO. 58 -10 ACCEPTING THE OAK GROVE SANITARY SEWER AND WATER MAIN EXTENSION PROJECT AND AUTHORIZING THE PAYMENT OF THE CONTRACT AMOUNT TO THE CONTRACTOR Whereas, the Public Improvement Contract for the Oak Grove Sanitary Sewer and Water Main Extension Project (the Project) has been completed and the City Engineer has examined the work and filed a certificate stating that the Project has been completed according to the terms of the Public Improvement Contract and that the City Engineer recommends that the Project be accepted; and NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. The recommendation of the City Engineer is approved and the Project is hereby accepted. Section 2. The Finance Director is hereby directed to pay to the Contractor from the Oak Grove Sanitary Sewer, Water Main Extensions, Special Assessments (Sanitary), Special Assessments (Water Main), and Special Assessments (Water Service Line) appropriations for the contract amount of $128,564.81 Tess any retained percentage provided for therein as provided in Iowa Code chapter 573, and to pay such retainage only in accordance with the provisions of Iowa Code chapter 573. Passed, approved and adopted this 1st day of March , 2010. Attest: /"eanne F. Schneider, CMC, City Clerk Roy D. Buol, Mayor CITY ENGINEER'S CERTIFICATE OF FINAL COMPLETION OF THE OAK GROVE SANITARY SEWER AND WATER MAIN EXTENSION PROJECT The undersigned City Engineer of the City of Dubuque, Iowa, hereby certifies that he has inspected the Oak Grove Sanitary Sewer and Water Main Extension Project, that the Project has been performed in compliance with the terms of the Public Improvement Contract, and that the total cost of the completed work is $146,463.58. Dated this Re) day of Time t , 2010. City ngineer Filed in the office of the City Clerk on thQ7. day o 2010 'anne F. Schneider, CMC, City Clerk RESOLUTION NO. 59 -10 ADOPTING THE FINAL ASSESSMENT SCHEDULE FOR THE OAK GROVE SANITARY SEWER AND WATER MAIN EXTENSION PROJECT NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: After full consideration, the Final Schedule of Assessments as shown on the attached sheet(s), Page 1 to Page 1 inclusive, is hereby approved for the Oak Grove Sanitary Sewer and Water Main Extension Project. There is hereby assessed and levied as a special tax against and upon each of the benefited properties, the respective sums indicated. The amounts shown in said Final Schedule of Assessments as deficiencies are found to be proper and levied conditionally against the respective properties benefited by the improvements as shown in the Final Schedule of Assessments, subject to the provisions of Iowa Code § 384.63. Said assessments against said lots are hereby declared to be in proportion to the special benefits conferred and not in excess of twenty -five percent of the value of same. The City Clerk be and is hereby directed to certify the Final Schedule of Assessments to the County Treasurer of Dubuque County, Iowa, and to publish notice of said certification once each week for two consecutive weeks in the manner provided in Iowa Code § 362.3, the first publication of which shall be not more than fifteen days from the date of filing of the Final Schedule of Assessments. On or before the date of the second publication of the notice, the City Clerk shall also mail a copy of said notice to property owners whose property is subject to assessment, as provided in Iowa Code § 384.60. The assessments may be paid in full or in part without interest at the office of the City Treasurer, City Hall, 50 W. 13 Street, Dubuque, Iowa, at any time within 30 days after the date of the first notice of the Final Schedule of Assessments. Thereafter, unpaid assessments of $100.00 or more are payable in 10 annual installments at the County Treasurer's Office, Dubuque County Courthouse, 720 Central Avenue, Dubuque, Iowa, and will draw annual interest at nine percent (9 %) computed to December 1 next following the due dates of the respective installments as provided in Section 384.65 of the Code of Iowa. Each installment will be delinquent from October 1 following its due date on July 1 of each year. However, when the last day of September is a Saturday or Sunday, that amount shall be delinquent from the second business day of October. Delinquent installments will draw the same delinquent interest as ordinary taxes. Property owners may elect to pay any annual installments semi - annually in advance. Attes Passed, approved and adopted this 1st day of March , a 14A- anne F. Schneider, CMC, City Clerk oy D. Buol, Mayor ITEM NO. CONTRACT ITEM DESCRIPTION CONTRACT ITEM QUANTITY UNIT UNIT PRICE PROJECT TOTAL QUANTITY TOTAL PERCENT COMPLETE 31-Jul-09 1 1/4" HDPE SDR -11 401 LF $ 21.50 95.01% 97.78% 100.00% 50.00% 100.00% 0.00% 100.00% 0.00% 246.94% 179.63% 56.28% 180.50% 100.00% 100.00% 100.00% 85.00% 102.50% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 200.00% 200.00% 100.00% 100.00% 104.31% 76.79% 100.00% 100.00% 126.21 % 1 381.00 $ 8,191.50 2 2" HDPE SDR -11 992 LF $ 21.50 970.00 $ 20,855.00 3 Curb Stop W /Box 8 Ea $ 350.00 8.00 $ 2,800.00 4 Flushing Manhole 2 Ea $ 1,195.00 1.00 $ 1,195.00 5 E -One Pump Unit- Installed 6 Ea $ 5,400.00 6.00 $ 32,400.00 6 Isolation Valve 2 Ea $ 600.00 $ - 7 Tap Existing Manhole 1 Ea $ 500.00 1.00 $ 500.00 8 Clearing And Grubbing 1 LS $ 750.00 $ - 9 Rock Excavation 80 CY $ 40.00 197.55 $ 7,902.00 10 Bedding Stone, 1" Clean 16 Ton $ 20.00 28.74 $ 574.80 11 Backfill, Limestone 128 Ton $ 6.00 72.04 $ 432.24 12 Graded Stone Base 16 Ton $ 20.00 28.88 $ 577.60 13 Dram and Fill existing Septic Tank w /Sand 6 Ea $ 500.00 6.00 $ 3,000.00 14 Landscape Restoration 1 LS $ 1,000.00 1.00 $ 1,000.00 15 Traffic Control And Project Safety 1 LS $ 300.00 1.00 $ 300.00 16 6" DIP Water Main w/Wrap 15 LF $ 30.00 12.75 $ 382.50 17 8" DIP Water Main w/Wrap and Tracer Wire 440 LF $ 35.00 451.00 $ 15,785.00 18 6" Gate Valve 2 Ea $ 710.00 2.00 $ 1,420.00 19 8" Gate Valve 2 Ea $ 910.00 2.00 $ 1,820.00 21 Thrust Restraint 1 Ea $ 1,210.00 1.00 $ 1,210.00 22 8" x 8" x 8" DIP Anchoring Tee 1 Ea $ 350.00 1.00 $ 350.00 23 8" x 6" DIP Reducer 2 Ea $ 165.00 2.00 $ 330.00 24 12" x 8" Reducer 1 Ea $ 250.00 1.00 $ 250.00 24a 6" DIP 90 Degree Bend 1 Ea $ 200.00 2.00 $ 400.00 24b 8" DIP 45, 11 -1/4 Degree Bend 1 Ea $ 200.00 2.00 $ 400.00 24c 8" DIP 22 -1/2 Degree Bend 1 Ea $ 200.00 1.00 $ 200.00 25 Hydrant 2 Ea $ 1,700.00 2.00 $ 3,400.00 26 Backfill, Limestone 460 Tons $ 6.00 479.82 $ 2,878.92 27 Graded Stone Base 155 Tons $ 20.00 119.02 $ 2,380.40 29 Tap Water Main for Service 7 Ea $ 225.00 7.00 $ 1,575.00 30 Curb Stop with Valve Box 7 Ea $ 180.00 7.00 $ 1,260.00 31 3/4" Copper Water Line, Type K 290 LF $ 17.60 366.00 $ 6,441.60 Project Name: CIP Number: Project Contract Amount: Project Completion Date: OAK GROVE Sanitary Sewer and Water Main Extension Project 7101344 and 7401411 $117,926.50 31-Jul-09 Contractor Name: Contractor Address: City, State, Zip: Contractor Telephone: Drew Cook & Sons 5200 Wolff Road Dubuque, Iowa 52002 563- 582 -9292 THE QTY OF DUB E City of Dubuque Engineering 50. W. 13th Street Dubuque, IA 52001 (563) 589 -4270 PROJECT CLOSE OUT FORM CHANGE ORDER 1 8" Mega -Lug - 9 a $65 / Each 2 HMA repairs to access drive into Oak Grove - 25.25 tons © $10 3 Topsoil - 4 loads © $145 / bad 4 Water main valve boxes © 35, 55, & 65 Oak Grove - 3 fp $951e 5 Insulation over service lines - 4 sheets © 33 /each 6 4" lateral for extra distance to the pump - 94' © $30 /LF 7 Place topsoil 8 E -One risers Original Project Totals 9 Ea $ 65.00 25.25 Tons $ 105.00 4 Loads $ 145.00 3 Ea $ 95.00 4 Ea $ 33.00 94 LF $ 30.00 1 LS $ 400.00 1 LS $ 900.00 Change Order Total 9.00 $ 120,211.58 585.00 25.25 $ 2 4.00 $ 580.00 3.00 $ 285.00 4.00 $ 132.00 94.00 $ 2,820.00 1.00 $ 400.00 1.00 $ 900.00 $ 8,353.25 Payment Totals $ 128,584.81 I hereby certify that the above statement shows, in detail, the correct amount of all work required to complete the above improvement. APPROVED: Michael Van Milligen, City Manager Dubuque, Iowa Gus Psihoyos, City Engineer Dubuque, Iowa Total Contract Work Performed to Date: $ 120,211.56 Total Change Order Work Performed to Date: $ 8,353.25 Total Contract and Change Order Work Performed to Date: $ 128,564.81 Miscellaneous Costs $ 2,268.00 Engineering $ 15,630.77 TOTAL FINAL PROJECT COSTS: $ 146,463.58 The Undersigned } {1LLs -) C f contractor for the above improvement, does hereby accept the above "Total Due Contractor", as full settlement fooall claims for said improverpent. APPROVED: t+� l ` ( CC' ( (` c_ k