Asphalt Paving Proj. FY 05
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MEMORANDUM
April 12,2004
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: 2004 Asphalt Paving Project (Fiscal Year 2005)
(CIP 300A74: Annual Street Program)
Public Works Director Mike Koch recommends initiation of the bidding process for the
2004 Asphalt Paving Project, and further recommends that a public hearing be set for
May 17, 2004.
Pennsylvania Avenue paving from the East Dubuque Savings Bank entrance to the
Northwest Arterial was also planned for this year, but will be delayed until next year
because of the scheduled work on Highway 20, Fremont Avenue and University
Avenue.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Michael A. Koch, Public Works Director
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TO:
FROM:
MEMORANDUM
April 12,2004
Michael C. Van Milligen, City Manager
Michael A. Koch, Public Works Director /)1-£ /<¿
SUBJECT: 2004 Asphalt Paving Project (Fiscal Year 2005)
(CIP 300A74: Annual Street Program)
INTRODUCTION
The enclosed resolutions authorize the public bidding procedure for the 2004 Asphalt
Paving Project.
DISCUSSION
The 2004 Asphalt Paving Project includes the following street improvements and
asphalt resurfacing within the Five-Year Street Program:
1.
2.
3.
4.
5.
6.
7.
Diagonal Street
Broadway Street
Madison Street
Main Street
Hill Street
Center Grove
Julien Dubuque Drive
From Central Avenue to Broadway Street.
From Diagonal Street to 28th Street
From Clarke to 17th Street
From 1 ih Street to 9th Street
From 9th Street to Bryant Street
From Cedar Cross Road to Wacker Road
From Grandview Avenue to Riprow Valley
The schedule for the project is as follows:
Notice to Bidders
Notice of Hearing on Plans & Specifications
Receipt of Bids
Public Hearing
Award Contract
Completion Date
April 23, 2004
April 30, 2004
May 6, 2004
May 17, 2004
May 17, 2004
September 30, 2004
RECOMMENDATION
I recommend that the City Council establish a date for the public hearing and authorize
the City Clerk to advertise for proposals.
BUDGET IMPACT
A budget impact of the project cost is as follows:
Total Project Cost
$1,188,175.23
118,417.52
65.129.64
$1,371,722.39
Construction Contract
Contingency
Engineering
The Fiscal Year 2005 appropriation for the Annual Street Program is $2,096,000. The
project will require $1,208,916.89 in Local Option Sales Tax Funds and $162,805.50 in
Sanitary Sewer Construction Funds. A balance of $887,083.11 remains in the Annual
Street Program for the Rosedale Reconstruction.
ACTION TO BE TAKEN
The City Council is requested to establish the date of the public hearing and to
authorize the City Clerk to advertise for proposals through adoption of the enclosed
resolutions.
Prepared by Mike Felderman, PE
RESOLUTION NO. 164-04
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 2004 Asphalt Paving Project (Fiscal Year 2005), in the estimated
amount $1,371,722.39 are hereby approved and ordered filed in the office of the
City Clerk for public inspection.
Passed, adopted and approved this 19th day of April, 2004.
Terrance M. Duggan,M ayor
Attest:
Jeanne F. Schneider, City Clerk
,2004.
Attest:
RESOLUTION NO. 165-04
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
2004 Asphalt Paving Project (Fiscal Year 2005).
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That a public hearing will be held on the 17th day of May, 2004, 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 dày 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 April, 2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
RESOLUTION NO. 166-04
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the 2004 Asphalt Paving Project (Fiscal Year 2005) 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 6th day of May, 2004. 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 17th day of May, 2004.
Passed, adopted and approved this 19th day of April, 2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
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 2004 Asphalt Paving Project (Fiscal
Year 2005).
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 2004 Asphalt Paving Project (Fiscal Year 2005), in
accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m.,
on the 1 ih day of May, 2004, in the Public Library Auditorium, 360 West 11 th
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 - day of
,2004.
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO.
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the 14th day of April, 2004, plans, specifications, form of
contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for
the 2004 Asphalt Paving Project (Fiscal Year 2005).
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
,2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
NOTICE TO BIDDERS OF THE RECEIPT OF BIDS
FOR THE 2004 ASPHALT PAVING PROJECT
(FISCAL YEAR 2005)
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
6th day of May, 2004, for the construction of 2004 Asphalt Paving Project (Fiscal
Year 2005).
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, 2004.
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
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 6th day of May, 2004, and will be submitted to the City Council for
final action at a meeting to be held in the Public Library Auditorium, 360 West
11 th Street, at said City at 6:30 p.m. on the 17th day of May, 2004. 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 , 2004.
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, 2004
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.
3.
Other reasons beyond the control of the Contractor, which in the City's
opinion, would justify such extension.