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Central Avenue HMA Resurfacing Project_21st to 32nd StreetMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Central Avenue HMA Resurfacing Project, from 21 to 32 Street Iowa DOT Project No. STPN -052 -2 (106)- -2J -31 CIP 3002248 DATE: March 1, 2011 Dubuque ititil All- America Cdr MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer City Engineer Gus Psihoyos recommends initiation of the bidding process for the Central Avenue HMA Resurfacing Project, from 21 to 32 Street, and further recommends that a public hearing be set for March 21, 2011. 2007 I concur with the recommendation and respectfully request Mayor and City Council approval. Mic ael C. Van Milligen Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer _ SUBJECT: Central Avenue HMA Resurfacing Project, from 21 to 32 Street Iowa DOT Project No. STPN -052 -2 (106)- -2J -31 CIP 3002248 DATE: March 1, 2011 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Central Avenue HMA Resurfacing Project, from 21 to 32 Street. BACKGROUND The Central Avenue Resurfacing Project, from 21 to 32 Street, was originally scheduled for the summer of 2010. Due to the history of private water service lateral failures within the corridor, the City elected to take a proactive approach in requiring the replacement of old lead water services prior to the resurfacing of Central Avenue. The Central Avenue Water Main (21st — 32 Street) Project was substantially completed in December, 2010. DISCUSSION Dubuque bfril AI- AmercaCit 2007 The Central Avenue Resurfacing Project, from 21 to 32 Street, is a joint partnership project between the City and the Iowa Department of Transportation (Iowa DOT). The pavement rehabilitation project on Central Avenue will provide for the following improvements: — Pavement milling on U.S. 52 (Central Avenue) between 21 and 32 Street. — Pavement sub -base repair and patching as needed. — Hot mix asphalt (HMA) resurfacing of both thru lanes and parking areas. — Spot curb, driveway, and sidewalk replacement. — Storm sewer intake reconstruction. — Installation of pedestrian access curb ramps. Through the cooperative agreement, the Iowa DOT will be responsible for the eligible construction costs associated with pavement rehabilitation for the center 24 feet (12 feet in each direction from roadway centerline) and the costs associated with the pedestrian access curb ramps for pedestrian crossings along U.S. 52 (Central Avenue). The City will be responsible for the costs associated with pavement rehabilitation of the parking lanes and the costs for curb and sidewalk replacement, underground utility work, pedestrian access curb ramps for pedestrian crossing along the side streets and landscape restoration. All other associated costs, such as engineering design, contract administration, construction engineering and inspection will be funded solely with City funding. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Publish Public Hearing Notice on Plans &Specifications Public Hearing on Plans & Specifications Pre -Bid Construction Conference Receipt of Bid Proposals (Bid- Letting) Award Construction Contract (Subject to IDOT Approval) Project Completion Date 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 The estimate of probable cost for the Central Avenue HMA Resurfacing Project, from 21 to 32 Street is as follows: Estimate Construction Contract $1,379,818.95 Contingency 137,981.90 Administration, Design, Construction Engineering & Inspection 137,981.90 Total Project Cost $1,655,782.75 The project funding summary is as follows: CIP No. 3002248 3002248 March 7, 2011 March 10, 2011 March 11, 2011 March 21, 2011 March 22, 2011 March 29, 2011 April 4, 2011 November 18, 2011 Fund Fund Description Amount Iowa DOT Funding $ 889,545.16 Central Avenue Pavement Rehabilitation 766,237.59 Total Project Funding $1,655,782.75 The City currently has $363,330 budgeted in FY11 and an additional $379,725 budgeted in FY12 to cover the City's portion of the improvement costs. 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 for the Central Avenue HMA Resurfacing Project, from 21 to 32 Street. Prepared by Robert Schiesl, Assistant City Engineer cc: Jenny Larson, Budget Director Jon Dienst, PE Greg Doeden, Civil Engineer RESOLUTION NO. 83 -11 CENTRAL AVENUE HMA RESURFACING PROJECT FROM 21 TO 32 STREET (IOWA DOT PROJECT NO. STPN -052 -2 (106)- -2J -31 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 Central Avenue HMA Resurfacing Project, from 21 to 32 Street (Iowa DOT Project No. STPN -052 -2 (106)-- 2J -31, in the estimated amount $1,655,782.75, 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 21 day of March, 2011, 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 less 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 Central Avenue HMA Resurfacing Project, from 21 to 32 Street, (Iowa DOT Project No. STPN -052 -2 (106)- -2J -31 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 29 day of March, 2011. 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 the public hearing at 6:30 p.m. on the 4 th day of April, 2011, in the Historic Federal Building Council Chambers (second floor), 350 West 6 th Street, Dubuque, Iowa. Attest: Passed, adopted and approved this 7th day of March , 2011. 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 CENTRAL AVENUE HMA RESURFACING PROJECT, FROM 21 TO 32 STREET (IOWA DOT PROJECT NO. STPN -052 -2 (106)- -2J -31 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 Central Avenue HMA Resurfacing Project, from 21 to 32 Street (Iowa DOT Project No. STPN -052 -2 (106)-- 2J -31, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 21 day of March, 2011, in the Historic Federal Building Council Chambers (second floor), 350 West 6 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: - Pavement milling on U.S. 52 (Central Avenue) between 21 and 32 Street. - Pavement sub -base repair and patching as needed. - Hot mix asphalt (HMA) resurfacing of both thru lanes and parking areas. - Spot curb, driveway, and sidewalk replacement. - Storm sewer intake reconstruction. - Installation of pedestrian access curb ramps. 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. 2011. Published by order of the City Council given on the day of Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT CENTRAL AVENUE HMA RESURFACING PROJECT FROM 21 TO 32 STREET (IOWA DOT PROJECT NO. STPN -052 -2 (106)- -2J -31 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 March 29, 2011, 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 March 29, 2011, at City Hall - Conference Room B, 50 West 13 Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on April 4, 2011. 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 November 18, 2011. 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. Paper copies of the construction documents may be obtained at the Engineering Department, City Hall — Second Floor, 50 West 13 Street, Dubuque, Iowa 52001 beginning March 14, 2011. 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. Central Avenue HMA Resurfacing Project, from 21 to 32 Street CIP 3002248: - Pavement milling on U.S. 52 (Central Avenue) between 21 and 32 Street. - Pavement sub -base repair and patching as needed. - Hot mix asphalt (HMA) resurfacing of both thru lanes and parking areas. - Spot curb, driveway, and sidewalk replacement. - Storm sewer intake reconstruction. - Installation of pedestrian access curb ramps. Pre -Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre -Bid Construction Conference to be held at 10 AM on March 22, 2011, at the Conference Room A, City Hall, 50 West 13 Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, March 10, 2011.