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Port of Dbq Sign, Wall, LandscaMEMORANDUM May 14, 2003 TO:The Honorable Mayor and City Council Members FROM:Michael C. Van Milligen, City Manager SUBJECT:Port of Dubuque Sign, Landscaping and Recognition Wall Public Works Director Mike Koch recommends initiation of the bidding process for the Port of Dubuque Sign, Landscaping and Recognition Wall Project, and further recommends that a public hearing be set for June 16, 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 May 13, 2003 TO:Michael C. Van Milligen, City Manager FROM:Michael A. Koch, Public Works Director SUBJECT:Port of Dubuque Sign, Landscaping, and Recognition Wall INTRODUCTION The enclosed resolutions authorize the bidding procedure for the Port of Dubuque Sign, Landscaping, and Recognition Wall Project. DISCUSSION The layout for the Port of Dubuque sign, landscaping and recognition wall was presented to the City Council at April 7, 2003 meeting and was given preliminary approval. Port of Dubuque Sign & Landscaping The Port of Dubuque sign and landscaping are designed for the parking lot green-space at the intersection of 3rd and Bell Street. This area provides visitors the first glimpse to the Port of Dubuque. The proposed landscaping plans include a large variety of plantings to provide color throughout the year and are used in various combinations throughout the planting islands. The Diamond Jo staff has indicated that they will also use those same planting types to continue the color themes throughout its parking lots. The schematic will also fit into the streetscape for trees that will be planted along 5th and Bell Streets. The proposed Port of Dubuque sign for the 3rd and Bell Street intersection sits between the directional monuments designed by URS-BRW and are part of the Bell Street project. The design elements for the sign will be consistent with the materials for the directional monuments. Recognition Wall The recognition wall will be created to recognize the donors and partners of those who have provided funding for the America's River projects. The materials used in the design will match the directional monument with a river scene imprint at the top. From a distance, people will see the river view; and as you get closer to the wall, the names, which are etched in the stainless steel, will become more visible and catch your eye. The Riverwalk follows along this section of the floodwall, and will be viewed by those going to the Amedcan Trust River's Edge Plaza as well as by those using the ramp that gradually rises on the landside of the floodwall until it joins the Riverwalk on top of the floodwall. The schedule for the project is as follows: Advertisement for Bids May 23, 2003 Notice of Public Hearing June 6, 2003 Receipt of Bids June 5, 2003 Public Hearing June 16, 2003 Award of Contract June 16, 2003 Completion September 12, 2003 RECOMMENDATION It is recommended that the City Council give preliminary approval to the plans for the sign and landscaping, and the recognition wall, and to 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: Sign & Landscaping Recognition Wall Construction Contract $ 84,000.00 $116,248.00 Contingency 8,400.00 11,624.00 Inspection 1,700.00 3,400.00 Engineering 8,541.40 5,989.31 Total Project Cost $102,641.40 $137,261.31 The budget for signage and landscaping was included in the Vision Iowa budget and the City's CIP under Amenities for $78,750. The overage of $23,891.40 would come from the Wall Street Access budget of $82,688, which is no longer required due to the final location of the Hotel/Water Park and the extension of 5th Street versus creating a Wall Street cul-de-sac. The cost estimate for donor and partnership recognition walls is $137,261.31. This source of funding for the improvements would be the $100,000 budgeted for the floodwall recognition wall and $37,261.31 from the balance of the Wall Street funds of $58,796.60. 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, Civil Engineer cc: Pauline Joyce, Administrative Services Manager Jim Kolf, Durrant RESOLUTION NO. 167-03 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 Port of Dubuque Sign, Landscaping, and Recognition Wall Project, in the estimated amount $239,902.71 are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this 19th day of May, 2003. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 168-03 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 Port of Dubuque Sign, Landscaping, and Recognition Wall Project. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That a public hearing will be held on the 16th day of June, 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 and approved this 19th day of May, 2003. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk ~,4feanne F. Schneider, CMC, City Clerk RESOLUTION NO. 169-03 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Port of Dubuque Sign, Landscaping, and Recognition Wall Project is hereby ordered to be advertised for bids for construction. BE IT FURTHER RESOLVED, that the amount of the security to accompany eaeh 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 5th day of June, 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 16th day of June, 2003. Passed, adopted and approved this 19th day of May ,2003. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 14th day of May, 2003, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Port of Dubuque Sign, Landscaping, and Recognition Wall Project. 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 PORT OF DUBUQUE SIGN, LANDSCAPING, AND RECOGNITION WALL PROJECT 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 5th day of June, 2003, for the construction of Port of Dubuque Sign, Landscaping, and Recognition Wall Project. 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 by the 12th day of September, 2003. Ail 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 percent (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 fumish 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 period 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 5~ day of June, 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 16th day of June, 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 by September 12, 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.