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Asphalt Paving Proj FY 2004MEMORANDUM May 27, 2003 TO:The Honorable Mayor and City Council Members FROM:Michael C. Van Milligen, City Manager SUBJECT:2003 ACC Paving Project Sealed bids were received for the 2003 Asphalt Paving Project. Public Works Director Mike Koch recommends award of the contract to the only bidder, River City Paving, Division of Mathy Construction, in the amount of $635,720.81. This is 3.4% under the engineer's estimate. 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 27, 2003 TO:Michael C. Van Milligen, City Manager FROM:Michael A. Koch, Public Works Director SUBJECT:2003 ACC Paving Project The enclosed resolution provides for the award of the 2003 ACC Paving Project. DISCUSSION The 2003 Asphalt Paving Project includes street improvement and asphalt resurfacing for the following areas that are included in the Five-Year Street Program: From To 1. Garfield Avenue Marshall Street Elm Street 2. Windsor Avenue Burden Street Stoneridge Place 3. Stoneridge Place Windsor Avenue End 4. 8th Street Locust Street Hill Street 5. Iowa Street 14th Street 17th Street Only one bid was received on May 22, 2003, from River City Paving, Division of Mathy Construction of Kieler, Wisconsin, in the amount of $635,720.81. This amount is 3.4% under the engineer's estimate. The original construction contract estimate was revised to $657,898.70. This increase of $76,805 was to cover the repair cost of seven (7) sanitary manholes and the installation of 512 lineal feet of storm sewer, neither of which were identified in the original estimate. RECOMMENDATION I recommend that the contract be awarded to River City Paving, Division of Mathy Construction, in the amount of $635,720.81. BUDGET IMPACT The summary of the project costs is as follows: Construction Contract Contingency Engineering Total Project Estimate Bid Award ~657,898.70 58,109.37 95,880.4-6 $811,888.53 8635,720.81 58,109.37 95,880.46 $789,710.64 The 2003 appropriations for the Annual Street Program are $2,150,500. The project is entirely funded by the Road Use Tax Fund, Sales Tax Fund, and DRA Distribution funding. The balance of the funds will be utilized for the 2003 Concrete Paving Project. ACTION TO BE TAKEN The City Council is requested to adopt the attached resolution awarding the 2003 Asphalt Paving Project (Fiscal Year 2004) to River City Paving, Division of Mathy Construction. Prepared by Michael Felderman cc: Michael Felderman, P.E. RESOLUTION NO. 192-03 RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 30th day of Apdl, 2003, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the 2003 Asphalt Paving Project (Fiscal Year 2004). Whereas, notice of headng 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 2nd day of June, 2003. Jeanne F. Schneider, CMC, City Clerk Terrance M. Duggan, Mayor RESOLUTION NO. 193-03 AWARDING CONTRACT Whereas, sealed proposals have been submitted by contractors for the 2003 ACC Paving Project pursuant to Resolution No. 147-03 and notice to bidders published in a newspaper published in the City of Dubuque, Iowa on the 9th day of May, 2003. Whereas, said sealed proposals were opened and read on 22"d day of May, 2003, and it has been determined that the bid of River City Paving, Division of Mathy Construction of Kieler, Wisconsin, in the amount of $635,720.81 was the lowest bid for the furnishings of all labor and materials and performing the work as provided for in the plans and specifications. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the contract for the above improvement be awarded to River City Paving, Division of Mathy Construction and the Manager be and is hereby directed to execute a contract on behalf of the City of Dubuque for the complete performance of the work. BE IT FURTHER RESOLVED: That upon the signing of said contract and the approval of the contractor's bend, the City Treasurer is authorized and instructed to return the bid deposits of the unsuccessful bidders. Attest: Jeanne F. Schneider, City Clerk Passed, approved and adopted this 2nd day of June, 2003. Terrance M. Duggan, Mayor e F. Schneider, CMC, City Clerk 2003 Asphalt Paving (FY 04) CODE ITEM UNIT QUANTITY UNIT COST TOTAL COST UNIT COST TOTAL COST I 1103.0200 Excavation, U n¢lo~sified CY 1520 $1300 $1,976 00 $1200 $1,824.00' 2 1103 0210 Excavation, Heade~ CY 850 $3300 $2,80500 $25.00 $2,125.00 3 1105 0103 BaekfilI Topsoil SY 4520 $1800 $8,13600 $3.00 $1~356 00 4 120t 0100 Graded Stone Ba~e Ton 2880 $11.00 $3,i68 00 $1050 $3,024.00 5 13010902 Cleanlng and Prcpalation ofPCC B~e SY 44846.0 $110 $49,330~60 $0.33 $14,799. I8 6 1301 0925 ACC Full Depth Repair Patches SY 65.0 $55 00 $3,575.00 $55.00 $3,575.00 7 13011101 ACC Leveling Com~e Ton 12230 $4200 $51,366.00 $4020 $49,16460 8 13011301 ACC Sur face Course (PG 64-22) Ton 5838.5 $48.00 $280,248.00 $4100 $239,378.50 9 13011400 ACC Iiand Patching Ton 59.3 $7200 $4,269.60 $70.10 $4,156.93 10 1301.1800 Adjustment of Fixtm e Bach 44.0 $15000 $6,600.00 $250.00 $11,000 O0 11 1301 2100 Asphalt, Sur facing of Driveway mid Patches Ton 750 $7200 $5,400.00 $7010 $5,25750 12 13030102 Pavement Scarifieatlon SY 140350 $150 $21,052.50 $336 $47,15760 13 t4020500 Removal of Concrete Pavement (w/curbs) SY 2280 $8.00 $1,824.00 $600 $1,36800 14 I403.0301 Remove m~d Replacement of PC Concreto Curb & Grater LF I347.0 $12.00 $16,16400 $2200 $29,63400 15 14040554 PCC Sidewalk, 4', Remove and Constl uct SF 26540 $425 $1 ],279 50 $500 $13,27000 1501 I010 Sanitm~ Sewer Pipe, Repair $000 Location: Windso~ Ave $000 16 Pipe Repair gA L8 10 $1,122 00 $I,I 2200 $1,444.00 $1,44400 17 1501 2280 Sanital3' Sewer Manhole, Ring (Frame) and Cover Each 200 $25000 $5,000 00 $25000 $5,000.00 15012370 Sanitary Sewer Manhole, Replace, Complete Location: 18 Manhole No. #2 19 Manhole No. 20 Manhole No #3 21 Manhole No. #4 22 Manhole No. #8 23 Manhole No. #9 24 Manhole No. #10 $000 $000 LS I 0 $6,225 00 $6,22500 $5,465.00 $5,46500 LS 1.0 $8,300 00 $8,30000 $7,450.00 $7,450.00 LS I 0 $6,450 00 $6,45000 $5,745.00 $5,745.00 LS 10 $7,25000 $7,25000 $5,180.00 $5,180.00 LS 1.0 $3,500 00 $3,50000 $2,595.00 $2,595.00 LS 1.0 $3,]62 00 $3,16200 $2,165.00 $2,165.00 LS 1.0 $3,500.00 $3,50000 $2,225.00 $2,225.00 LF 512.0 $3600 $18,43200 $30.00 $15,360.00 Each 1.0 $3,00000 $3,00000 $I,925.00 $1,925.00 Each 26.0 $1,20000 $31,20000 $I,325.00 $34,450.00 Each 11.0 $75 00 $825 O0 $75.00 $825.00 Each 2.0 $85 O0 $17000 $85.00 $170.00 SY 452.0 $5 10 $2,305 20 $12.50 $5,650.00 LF 100.0 $300 $30000 $3.00 $300.00 LF 8270 $200 $1,65400 $2.00 $t,654.00 LS ] 0 $2,200 00 $2,200.00 $1,200.00 $1,20000 LF 4715.0 $14 00 $66,010.00 $18.50 $87,227 50 Each 120 $550 00 $6,600.00 $750.00 $9,00000 LS l0 $13,50000 $13,500.00 $13,600 00 $13,60000 $78,07980 $657,899.40 25 15022115RCP Storm Sewer 15" 26 15022201StomlSewer Manhole, 60" Complete 27 15022510Storm Sewer, lmake 101-B 28 15032719WaterValvcBox,(Strcct) ReplaceUp~erSectionsandLids 29 15032720Wate~ValveBox,(Stteet) RelllaceMiddleSecdons 30 16020100Sodding 31 17050100Sawcut Conm ere 32 17050200AsphaltSawout 33 18010000PavementMmklng 34 Installing I (~ 5" PVC duct containing 4 (.~ I" PVC innm duct 35 Pull Box (sidewalk) 36 2000 0000 Traffic Conlrol To/al Estimat $635,720 81 ~ Of the,' the~ STATE OF IOWA DUBUQUE COUNTY {SS: CERTIFICATION OF PUBLICATION I, Sherri A. Yutzy, a Billing Cldrk for Woodward Communications, Inc., an Iowa corporation, publisher of the Telegraph Herald,a newspaper of general circulation published in the City of Dubuque, County of Dubuque and State of Iowa; hereby certify that the attached notice was published in said newspaper on the following dates: May 16, 2003, and for which the charge is $14.70. Subscribed to before me, a N. ~otnary Public in and for Dubuque County, Iowa, this [(D TM day of [ ¥/~(Xt~ ,20 ©___~ . only Public in and for Dubuque County, Iowa. Isglon Number ~.m~isslon F. xplre81~/11~4 BIDDER NAME: RIVER CITY PAVrNG -DIV. OF MATHY CONST. DATE: MAY 22.2003 Bid Proposal For: 2003 Asphalt Paving (FY 04) CODE ITEM UNIT QUANTITY UNIT COST 5/22/2003 TOTAL COST 1 1103.0200 Excavation, Unclassified CY 2 1103.0210 Excavation, Header CY 3 11050103 Backfill Topsoil SY 4 I201.0100 Graded Stone Base Ton 5 1301.0902 Cleaning and Preparation of PCC Base SY 6 1301.0925 ACC Full Depth Repair Patches SY 7 1301.1t01 ACC Leveling Course Ton 8 1301.1301 ACC Surface Course (PG 64-22) Ton 9 1301.1400 ACC Hand Patching Ton 10 1301.1800 Adjus~anent of FLxture Each 11 1301.2100 Asphalt, Surfacing of Driveway and Patches Ton 12 1303.0102 Pavement Scarification SY I3 1402.0500 Removal of Concrete Pavement (w/curbs) SY 14 1403.0301 Remove and Replacement of PC Concrete Curb & Gutter LF 15 1404.0554 PCC Sidewalk, 4", Remove and Construct SF 16 1501.1010 Sanilmy Sewer Pipe, Repair Location: Windsor Ave 17 Pipe Repair gA LS 18 150L2280 Sanitary Sewer Manhole, Ring (Frame) and Cover Each 1501.2370 Sanitmy Sewer Manhole, Replace, Complete Location: 19 Manhole No. #2 LS 20 Manhole No. #2-1 LS 21 Manhole No. #3 LS 22 Manhole No. #4 LS 23 Manhole No. #8 LS 24 Ma~mho!e No. #9 LS 25 Manhole No. #10 LS 26 1502.21 I5 RCP Storm Sewer 15" LF 27 1502.2201 Storm Sewer Manhole, 60" Complete , Each 28 1502.2510 Storm Sewer, lntake 101-B Each 29 1503.2719 Water Valve Box, (Street) Replace Upper Sections and Lids Each 30 1503.2720 Water Valve Box, (Sheet) Replace Middle Sections Each 31 1602.0100 Sodding SY 32 1705.0100 Sawcut Concrete LF 33 1705.0200 A~phalt Sawcut . LF 34 1801.0000 Pavement Marki~ : ~ : ": ' LS ': 35 Installing I~5" PVC duct containing 4 @ 1" PVC irmerduct LF 36 pull Box (sidewalk) Each 2000.0000 Traffic Control LS 152.0 $12.00 $1,824.00 $25.00 $2,125.00 $3.00 $1,356.00 $10.50 $3,024.00 $0.33 $14,799.18 $55.00 $3,575 00 $40.20 $49,I64.60 $41.00 $239,378.50 $70.10 $4,156.93 $250.00 $11,000.00 $70.10 $5,257.50 $3.36 $47, t57.60 $6.00 $1,36800 $22.00 $29,634.00 $5.00 $t3,270.00 $1,444.00 $1,444.00 $250.00 $5,000,00 $5,465.00 $5,465.00 $7,450.00 $7,450.00 $5,745.00 $5,745.00 $5,180.00 $5,180.00 $2,595.00 $2,595.00 $2,16500 $2,165.00 85.0 452.0 288.0 44846.0 65.0 1223.0 5838.5 59.3 44,0 75,0 14035,0 228.0 1347.0 2654.0 20.0 1.0 i.0 1.0 512.0 $2,225.00 $2,225.00 $30.00 $15,360.00 $1,925.00 $I,925.00 26.0 $1,325.00 $34,450.00 $75.00 $825.00 $85.00 $t70.00 $12.50 $5,650.00 $3.00 $300.00 $200 $1,65400 $1,200.00 $1,200.00 $t850 $87,227.50 $750.00 $9,000.00 $13,600.00 $13,60000 2.0 452.0 100.0 827.0 10 4715.0 12.0 h0 NOTE: SEE REVERSE SiDE TOTAL BID $635,720.8I BID PROPOSAL The bidder hereby certifies that they are the only person or persons interested in this proposal as principals; that an examination has been made of the plans, specifications, and contract form, including the special provision contained herein, and of the site of the work, and the bidder understands that the quantities of work shown herein are approximate only and are subject to increase or decrease; and further understand that all quantities of work, whether increased or decreased, are to be performed at the unit price as stipulated herein; the bidder proposes to furnish all necessary machinery, equipment, tools, labor and other means of construction, and to furnish all materials specified in the manner and time prescribed and to do the work at the prices herein set out. Accompanying this proposal in a separate envelope is 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 bid submitted; or a bid bond in the penal sum of ten percent (10%) of the bid submitted executed by the bidder and an acceptable Corporate Surety. It is understood that this proposal guarantee will be retained in the event the formal contract or bond is not executed, if award is made to the undersigned. The bidder further agrees to execute a formal contract and bond, if required by the contract documents, within seven (7) days o.f the award of the contract by the City Council, and that they will commence work on or about ten (10) days after the date of the contract, and will complete the work within the specified contract period or pay the liqUidated damages stipulated in the contract documents, The bidder acknowledges receipt of the following addendum: ~v~ %0, ?..PO& ,~,J~. ¢1 Dated Dated Contractor Individual ( ) Partnership ( ) Corporation Sign~t~r~' ~¢~i-itle Address City State Zip Note: To be completed by out of State bidders. The State of..~.~c.~u~,,, does ( ) / does not (~ utilize a percentage preference for in-state bidders. The amount of preference is ¢.-.? :ercent. BID BOND KNOWN ALL MEN BY THESE PRESENTS, that we, Mothy Construction Company as Principal, and ~., National Fire Insurance Company of Har~t~r~Mraty* sro held and firmly bound un~o the City o~ Cubuque hereinafter called "Municipality", in the penal sum of ~_e~ Percent (10%) of B~-,d,-- n. lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by these presents. The condition of this obligation is such that whereas'the Principal has submitted th'e accompanying bid, dated Hay 22 20 0__3, for the 2003 Asphalt Paving Project project. NOW, THEREFORE, if the Principal shall not withdrew said bid within the period specified therein during the opening of same, or if no period specified, within thirty {30) days'after said opening, and shall within'the pedod specified therefor, or, if no pedod be specified, within seven {7) days-after the prescribed forms are presented to him for signature, enter into a written contract with th'e Municipality, in accordance with the bid es accepted, and give bond with good and sufficient . surety or sureties, as may be required for the faithful performance and proper fulfillment of such co~tract, then the shove obligation shall be void and of no effect, otherwise to remain in full force and virtue. . By virtue of statutory authority, the full a~{ount of this bid'bond shall forfeited to the Municipality in liquidations of damages sustained in the event that the aforedescribed bidder, Principal, fails to execute the contract and provide the bond as provided in the specifications or by law. River City Paving Division of IN WITNESS WHEREOF, the above bounden parties have executed this instrument under their several seals this 22nd . day of ~ay , 20o3, the name and corporate seal of each corporate parW being hereto affixed and thes--e presents duly signed by its undersigned representative pursuant to authority of its governing body. River City Paving Division of Principal ',.~ I1~/I May 22~ 2003 National Fire Insurance Company o£ Hartford SureW STATE OF MINNESOTA ) COUNTY OF HENNEPIN ) ss: On Hay 22, 2OO3 , before me, A Notary Public within and for said County and State, personally appeared Jizl N. Swanson known to me to be the Attorney-in-Fact of the National Fire Insurance Company of Hartford corporation described in and that executed the within and foregoing instrument and known to me to be the person who executed the said instrument in beh~,~~ffca~t~l~*~uly acknowledged to me that such corporation executed the same. ~ ~;_~.~ BA~BA,,R,A L. KEL~LAR ~ -/") / / . / ~~,[OTF, RYPUBUO-MINNcSOTA ~ / ff / ,,/ ,/ z?,~ - In Unlimited Amounts - end to bind them thereby as fully and to the same extent as if such instalments were signed by a duly authorized officer of their corporations and all the acts of said Attorney, pursuant to the authohty hereby given is hereby ratified end confirmed. This Power of Attorney is made and executed pursuant to and by authority of the By-Law end Resolutions, printed on the reverse hereof, duly adopted, as indicated, by the Boards of Directors of the corporations. In Wilaess Whereof, the CNA Companies have caused these presents to be signed by their Vice President and their corporate seals to be hereto affixed on this 27th day of March, 2003. State of Illthois, County of Cook, ss: Continental Casualty Company National Fire Insttrance Company of Haztford American Casualty Company of Reading, Pennsylvania M/chael Gengler ' t SeniOr Vic~ President On this 27th day of March, 2003, before me personally came Michael Gengler to me known, who, being by me duly sworn, did depose end say: that he resides in the City of Chinago, State of Illinois; that he is a Senior Vice President of Cnntinental Casualty Compeny, en Illinois corporation, National Fire Insurance Compeny of Hartford, a Connecticut corporation, end American Casualty Compeny of Reading, Permsylvattia, a Pennsylvenia corporation described in end which executed the above instrument; that he knows the seals of said corporations; that the seals affixed to the said instrument are such corporate seals; that they were so affixed pursuant to authority given bY the Boards of Directors of said corpomtinns end that he signed his name thereto pursuent to like authority, and acknowledges same to be the act end deed of said corporations. My Co~mber t7, 2006 ~ ~¢t~ Notary Public CERTIFICATE I, Mary A. Ribikawslds, Assistent Secretary of Continental Casualty Compeny, an Illinois corporation, National Fire Insurance Company of Hartford, a Connecticut corporation, and Americen Casualty Company of Reading, Pennsylvania, a PennsyIvenia corporation do hereby certify that the Power of Attorney herein above set forth is still in force, end further certify that the By-Law end Resolution of the Board of Directors of the corporations pri~2edn~n the reverse hereof is still in force. In testimony whereof I have hereunto anbscribed my name and affixed the seal of the said enrporatinns this day of. May 2003 ~ ~ ~ Continental Casualty Company National Fire Insunmce Company of Hartford American Casualty Company of Readixtg, Pennsylvania Form F6853 M Assistant Secre~g¢ In accordance with the Terrorism Risk Insurance Act of 2002, we are providing this disclosure notice for bonds and certain insurance policies on'which one or more of the Writing Companies identified below is the surety or insurer. To principals on bonds and insureds on certain insurance policies written by any one or more of the following companies (collectively the "Writing Companies") as surety or insurer:. Western Surety Company, Universal Surety of America, Surety Bonding Company of America, Continental Casualty Company, National Fire Insurance Company of Hartford, American Casualty Company of Reading, PA, The Firemen's Insurance Company of Newark, NJ, and The Continental Insurance Company. DISCLOSURE OF PREMIUM The premium attributable to coverage for terrorist acts certified under the Act was Zero Dollars ($0.00). DISCLOSURE OF FEDERAL PARTICIPATION IN PAYMENT OF TERROI~T.q~ 'The United States will pay ninety percent (90%) of covered terrorism losses exceeding the applicable surety/insurer deductible. RESOLUTION NO. RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 30th day of April, 2003, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the 2003 Asphalt Paving Project (Fiscal Year 2004). 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. Attest: Terrance M. Duggan, Mayor Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 145-03 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 2003 Asphalt Paving Project (Fiscal Year 2004) in the estimated amount $735,083.53 are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this Attest: ~ea~nne F. ,~chneider, CMC, City Clerk 5th day of May 2003. Torrance M. Dugga,~ayor RESOLUTION NO. 146-03 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 2003 Asphalt Paving Project (Fiscal Year 2004). NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That a public hearing will be held on the 2nd 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 headng 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 5th Attest> , J~/anne, F. Schneider, CMC, City Clerk day of Ma.¥ ,2003~ Yer o RESOLUTION NO. 147-03 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the 2003 Asphalt Paving Project (Fiscal Year 2004) 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 22nd day of May, 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 2nd day of June, 2003. Passed, adopted and approved this 5th day of Nay ,2003. Terr~nce M. Dugga~r Attest: 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 2003 Asphalt Paving Project (Fiscal Year 2004): Street improvement and asphalt resurfacing for: Garfield Avenue (Elm Street to Marshall Street); Windsor Avenue (Burden Street to Stoneridge Place); Stoneridge Place (Windsor Avenue to End); 8th Street (Locust Street to Hill Street), and Iowa Street (14th Street to 17th Street). 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 2003 Asphalt Paving Project (Fiscal Year 2004), in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the 2nd day of June, 2003, in the Public Library Auditorium, 360 West 11th 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 NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE 2003 ASPHALT PAVING PROJECT (FISCAL YEAR 2004) 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 22"d day of May, 2003, for the 2003 Asphalt Paving Project (Fiscal Year 2004). 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 30th day of September, 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 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 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 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 previsions 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 ail 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 22nd day of May, 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 2nd 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 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. MEMORANDUM April 28, 2003 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager 2003 Asphalt Paving Project (Fiscal Year 2004) Public Works Director Mike Koch recommends initiation of the bidding process for the 2003 Asphalt Paving Project, and further recommends that a public hearing be set for June 2, 2003. I concur with the recommendation and respectfully request Mayor and City Council approval. Mi an illigen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Michael A. Koch, Public Works Director TO: FROM: SUBJECT: CITY OF DUBUQUE, IOWA MEMORANDUM April 28, 2003 Michael C. Van Milligen, City Manager Koch, Public Works Director/~//~/ Michael A. 2003 Asphalt Paving Project (Fiscal Year 2004) INTRODUCTION The enclosed resolutions authorize the bidding procedure for the 2003 Asphalt Paving Project (Fiscal Year 2004). DISCUSSION The 2003 Asphalt Paving Project includes street improvement and asphalt resurfacing for the following areas that are included in the Five-Year Street Program: From To 1. Garfield Avenue Marshall Street Elm Street 2. Windsor Avenue Burden Street Stoneridge Place 3. Stoneridge Place Windsor Avenue End 4. 8th Street Locust Street Hill Street 5. Iowa Street 14t~ Street 17th Street The schedule for the project is as follows: Advertisement for Bids Notice of Public Hearing Receipt of Bids Public Hearing Award of Contract Completion May 9, 2003 May 16, 2003 May 22, 2003 June 2, 2003 June 2, 2003 September 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 Contingency Engineering Total Project Cost The Fiscal Year 2004 appropriations $581,093.70 58,109.37 95,880.46 $735,083.53 for the Annual Street Program are $2,150,500. The project is entirely funded by the Road Use Tax Fund, Sales Tax Fund, and DRA Distribution funding; and it will require $735,083.53. 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, PE NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE 2003 ASPHALT PAVING PROJECT (FISCAL yEAR 2004) Sealed propesals Will be received by the City Clerk of the City of Dubuque, Iowa, at the Office of City Clerk in City Hall no I~ter than 2~00 o'clock p.m. on the 2~ed day of May, 2003, for the 2003 Asphalt Paving Project (Fiscal Yea~ 2004). Copies of the plans and. ispecificstions may be obtained in the City. Engineer's office at City Hall. No plan deposit is mquired. Payment to the contractor will be made from funds as may be legaJly used for such purposes. All work h~rein provided for shaJl be commenced within ten (10) days after the Notice to Proceed has been issued; and shaft be fully completed by the 30th day of September, 20~3. /MI bids must be submit~ ted on the Bid Form bound in the specifications. F~ch bid shall be accompanied by a satisfactory Bid Bond executed by the Bidder and an acceptable surety; or a cashier's or certified i check payable to the City Treasurer, City of. Dubuque, drawn on a bank in Iowa or a bank chatered ~ under the law~ of the United States, in the amount of ten percent' (10% of the bids submit-'I ted as security that the bid- der will enter into a Con- tract for doing the work and will give bond with '1 proper securities f~r the operations of' the ~ ment(s) or modifying Specificstions and the pro~! itl~s. Ali bids will be opened and read City Clerk a 2:0( p.m. on the 22nd day of I May, 2003. and will be submitted to the City Council for final action at a meeting to be held in Public Library Aeditoriu~; 360 West 11th Street, at~ said City at 6!30 p;m, the 2nd day of June, 2003~ A ~ontract will be awarded, at that time or such subse~ quant time as the City may determine. Published by order of the City Oouneil of the City of Dubuque, Iowa and dated this 9th of May, 2003. STATE OF IOWA DUBUQUE COUNTY {SS: CERTIFICATION OF PUBLICATION I, Sh__erri A. Yutz'z, a Billing Clerk for Woodward Commtmicatio~s, Inc., an Iowa corporation, publisher of the Telegraph Herald,a newspaper of general circulation published in the City of Dubuque, County of Dubuque and State of Iowa; hereby certify that the attached notice was published in said newspaper on the following dates: May 9, 2003, and for which the charge is $40.25. Subscribed to before me, a Notary Public in and for Dubuque County, Iowa, tUs _ -- ,20 Notary Public in and for Dubuque County, Iowa. ion Number 154885 ] re, Exp,~FEB. 1, 2005