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Asbury Road and IA 32 Traffic Signal and Grading_Project InitiationMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Asbury Road and IA 32 Traffic Signal & Grading Project (Iowa DOT Project No. TSF -32- 1(28)-- 92 -31) (CIP 3002029, 2501814 and 2501815) DATE: April 12, 2010 MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer Michael C. Van Milligen Dubuque bitd All- AmedcaCity 111111 2007 City Engineer Gus Psihoyos recommends initiation of the bidding process for the Asbury Road and IA 32 Traffic Signal and Grading Project, and further recommends that a public hearing be set for May 3, 2010. I concur with the recommendation and respectfully request Mayor and City Council approval. Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Mana FROM: Gus Psihoyos, City Engineer DATE: April 9, 2010 SUBJECT: Asbury Road and IA 32 Traffic Signal & Grading Project (Iowa DOT Project No. TSF -32- 1(28)-- 92 -31) (CIP 3002029, 2501814, and 2501815) INTRODUCTION DISCUSSION PROJECT SCHEDULE Initiate Public Bidding Processing Publish Notice to Bidders, Advertise for Bids Notice of Hearing on Plans & Specifications Pre -Bid Meeting Public Hearing Receipt of Bids City Award of Contract (Subject to Iowa DOT Approval) Project Start Date Contract Completion Date Dubuque baebril Nld Clly 1111 il 2007 The enclosed resolutions authorize the public bidding procedure for the Asbury Road and IA 32 Traffic Signal & Grading Project. The Asbury Road and IA 32 Traffic Signal & Grading Project will provide for the following: grading of the southbound right -turn lane to accommodate shifting of through lanes for southbound and northbound dual left -turn lanes at Asbury Road and IA 32 (Asbury Road); milling HMA pavement; traffic signal modifications; HMA paving; temporary pavement marking; and drainage improvements. The project development schedule for the Asbury Road and IA 32 Traffic Signal & Grading Project is as follows: April 19, 2010 April 23, 2010 April 23, 2010 April 28, 2010 May 3, 2010 May 11,2010 May 17, 2010 June 1,2010 August 16, 2010 The construction schedule will involve the close coordination among the City, the Iowa DOT and the contractor for a second project that will begin on August 17, 2010. This second project will be bid -let by the Iowa DOT and it involves the installation of the traffic control equipment and additional geometric improvements. The City has already ordered the equipment due to the long lead time required. RECOMMENDATION I would recommend that the City Council establish the date for the public hearing and authorize the City Clerk to advertise for proposals for the Asbury Road and IA 32 Traffic Signal & Grading Project. BUDGET IMPACT The estimate of probable cost for the Asbury Road and IA 32 Traffic Signal & Grading Project is as follows: Estimate Construction Contract $472,907.00 Contingency 47,290.00 Engineering /Contract Administration 70,500.00 Equipment Pre - Purchase 63,777.00 Total Project Cost $654,474.00 The project funding summary is as follows: CIP Funding Source Amount 3002029 Iowa DOT Traffic Safety Grant $500,000.00 3002029 Iowa DOT U -STEP Grant 48,388.00 2501814 NW Arterial Capacity Improvements 39,590.00 2501815 Traffic Consultant Services 66,496.00 Total Project Funding $654,474.00 ACTION TO BE TAKEN The City Council is requested to establish the date for the public hearing and to authorize the City Clerk to advertise for proposals through adoption of the enclosed resolutions for the Asbury Road and IA 32 Traffic Signal & Grading Project. Prepared by David Ness, Civil Engineer 11 cc: Julie Neebel, IIW Engineers & Surveyors, PC Jenny Larson, Budget Director Bob Schiesl, Assistant City Engineer RESOLUTION NO. 113-10 PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; AND ORDERING THE ADVERTISEMENT FOR BIDS NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: The proposed plans, specifications, form of contract and estimated cost for the Asbury Road and IA 32 Traffic Signal & Grading Project, in the estimated amount $654,474.00, are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. A public hearing will be held on the 3rd day of May, 2010, at 6:30 p.m. in the Historic Federal Building Council Chambers at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and estimated cost of said Project, and the City Clerk be and is hereby directed to cause the attached notice of the 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 published not Tess than four days nor more than twenty days prior to the date of such hearing. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, form of contract, or estimated cost of the Project. The Asbury Road and IA 32 Traffic Signal & Grading Project is hereby ordered to be advertised for bids for construction. 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. The City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, by publishing the attached Notice to Bidders to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not less than four but not more than forty -five days before the date for filing bids before 2:00 p.m. on the 11 day of May, 2010. Bids shall be opened and read by the City Clerk at said time and will be submitted to the City Council for final action at 6:30 p.m. on the 17 day of May, 2010, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Atte t: Passed, adopted and approved this 19thday of April , 2010 ASBURY ROAD AND IA 32 TRAFFIC SIGNAL & GRADING PROJECT /0/4 eanne F. Schneider, CMC, City Clerk Roy D. Buol, Mayor NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE ASBURY ROAD AND IA 32 TRAFFIC SIGNAL & GRADING PROJECT NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimated cost for the Asbury Road and IA 32 Traffic Signal & Grading Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 3` day of May, 2010, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Said proposed plans, specifications, form of contract and estimated cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto. The scope of the Project is as follows: Grading for southbound right -turn lane to accommodate shifting of through lanes for southbound and northbound dual left -turn lanes at Asbury Road and IA 32 (Northwest Arterial); milling HMA pavement; traffic signal modifications; HMA paving; temporary pavement marking; and drainage 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 day of , 2010. Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT ASBURY ROAD AND IA 32 TRAFFIC SIGNAL & GRADING PROJECT Time and Place for Filing Sealed Proposals. Sealed bids for the work comprising each improvement as stated below must be filed before 2:00 p.m. on May 11, 2010, in the Office of the City Clerk, City Hall - First Floor, 50 West 13 Street, Dubuque, Iowa. Time and Place Sealed Proposals Will be Opened and Considered. Sealed proposals will be opened and bids tabulated at 2:00 p.m. on May 11, 2010, at City Hall - Conference Room A, 50 West 13 Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on May 17, 2010. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time for Commencement and Completion of Work. Work on each improvement shall be commenced within 10 days after the Notice to Proceed has been issued and shall be fully completed by August 16, 2010. 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 ten 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. Copies of the construction documents may be obtained at the Engineering Department, City Hall — Second Floor, 50 West 13 Street, Dubuque, Iowa 52001. No plan deposit is required. 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, and to Iowa domestic labor, to the extent lawfully required under Iowa statutes. 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. General Nature of Public Improvement. Asbury Road and IA 32 Traffic Signal & Grading Project CIP: 3002029, 2501814, 2501815 Grading for southbound right -turn lane to accommodate shifting of through lanes for southbound and northbound dual left -turn lanes at Asbury Road and IA 32 (Northwest Arterial); milling HMA pavement; traffic signal modifications; HMA paving; temporary pavement marking; and drainage improvements. Pre -Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre -Bid Construction Conference to be held at 2 PM on April 28, 2010, at the City Hall — Conference Room B, 50 West 13 Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, April 23, 2010.