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Kaufmann Avenue Utility Project Initiation_John F. Kennedy to Chaney RoadsMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road) (CIP 7401405, 7201081, 7201066, 7101638) DATE: March 28, 2011 Dubuque bitil All-America City 2007 The Kaufmann Avenue Resurfacing Project was bid initially through the Iowa Department of Transportation in June of 2010. On July 6, 2010, the City Council rejected the bids since the lowest bid was 23% over the estimate of probable cost and there was insufficient City funding to cover the local match. In order to favor more competitive bidding, the City has divided the initial project into two separate projects: Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road) that will be bid -let through the City; and the Kaufmann Avenue HMA Resurfacing Project (John F. Kennedy Road to Carter Road) that will be bid -let by the Iowa Department of Transportation in June 2011. City Engineer Gus Psihoyos recommends initiation of the bidding process for the Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road), and further recommends that a public hearing be set for April 18, 2011. concur with the recommendation and respectfully request Mayor and City Council approval. MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer Michael C. Van Milligen Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer SUBJECT: Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road) (CIP 7401405, 7201081, 7201066, 7101638) DATE: March 25, 2011 INTRODUCTION Dubuque kutri AI- AmedcaCity 11111 2007 The enclosed resolutions authorize the public bidding procedure for the Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road). BACKGROUND On April 5, 2010, the City Council approved (Res. 89 -10) an agreement with the Iowa Department of Transportation (Iowa DOT) and the City of Dubuque (City) for the utilization of Dubuque Metropolitan Area Transportation Study (DMATS) Surface Transportation Program (STP) funds for the Kaufmann Avenue HMA Resurfacing Project (John F. Kennedy Road to Chaney Road). Under STP funding, 80 percent (80 %) of the total eligible project items are reimbursable, with the remaining 20 percent being the responsibility of the City. The project was bid initially through the Iowa Department of Transportation in June, 2010. On July 6, 2010, the City Council rejected the bids (Res. 250 -10) since the lowest bid was 23 percent over the estimate of probable cost and there was insufficient City funding to cover the local match. In order to favor more competitive bidding, the City has divided the initial project into two separate projects: Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road) that will bid -let through the City; and the Kaufmann Avenue HMA Resurfacing Project (John F. Kennedy Road to Carter Road) that will bid -let by the Iowa Department of Transportation in June, 2011. DISCUSSION The Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road) will include the following: — John F. Kennedy Road to Martin Drive • Watermain replacement. — Martin Drive to Carter Road — Carter Road to Chaney Road • Spot watermain replacement. — John F. Kennedy Road to Chaney Road • Spot sanitary sewer repair. — Intersection of Chaney Road and Kaufmann Avenue • Spot storm sewer repair. 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 & Specs Public Hearing on Plans & Specifications Pre -Bid Construction Conference Receipt of Bid Proposals (Bid Letting) Award Construction Contract 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 for the Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road). BUDGET IMPACT The estimate of probable cost for the Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road) is as follows: Construction Contract Contingency (10 %) Construction Engineering & Inspection (15 %) Total Project Cost April 4, 2011 April 7, 2011 April 7, 2011 April 18, 2011 April 19, 2011 April 26, 2011 May 2, 2011 July 29, 2011 Estimate $195,415.95 19,541.60 32,243.63 $247,201.18 The project funding summary is as follows: CIP No. Fund Description 7401405 Water Main Replacement Program 7201081 Catch Basin Maintenance 7201066 General Storm Sewer Repairs 7101638 Street Program Related Sanitary Sewer 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 Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road). cc: Jenny Larson, Budget Director Don Vogt, Public Works Director John Klostermann, Street & Sewer Maintenance Supervisor Bob Green, Water Plant Manager Jon Dienst, PE David Ness, PE Deron Muehring, Civil Engineer II Greg Doeden, Civil Engineer II Fund Amount $187,349.61 10, 000.00 11, 395.59 38,455.98 $247,201.18 RESOLUTION NO. 120 -11 KAUFMANN AVENUE UTILITY PROJECT (JOHN F. KENNEDY ROAD TO CHANEY ROAD) 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 Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road), in the estimated amount $247,201.18, 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 18 day of April, 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 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 Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road) 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 26 day of April, 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 6:30 p.m. on the May 2, 2011, in the Historic Federal Building Council Chambers (second floor), 350 West 6 Street, Dubuque, Iowa. Attest: Passed, adopted and approved this 4th day of April , 2011. anne F. Schneider, CMC, City Clerk Roy D. Buol, Mayor NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE KAUFMANN AVENUE UTILITY PROJECT (JOHN F. KENNEDY ROAD TO CHANEY ROAD) 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 Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road), in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 18 day of April, 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. 2011. The scope of the Project is as follows: - John F. Kennedy Road to Martin Drive • Watermain replacement. - Martin Drive to Carter Road - Carter Road to Chaney Road • Spot watermain replacement. - John F. Kennedy Road to Chaney Road • Spot sanitary sewer repair. - Intersection of Chaney Road and Kaufmann Avenue • Spot storm sewer repair. 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 Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT KAUFMANN AVENUE UTILITY PROJECT (JOHN F. KENNEDY ROAD TO CHANEY ROAD) 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 April 26, 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 April 26, 2011, at City Hall - Conference Room B, 50 West 13 Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on May 2, 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 July 29, 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 April 11, 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. Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road) CIPs: 7401405, 7201081, 7201066, 7101638 The Kaufmann Avenue Utility Project (John F. Kennedy Road to Chaney Road) will include the following: John F. Kennedy Road to Martin Drive • Watermain replacement. - Martin Drive to Carter Road - Carter Road to Chaney Road • Spot watermain replacement. - John F. Kennedy Road to Chaney Road • Spot sanitary sewer repair. - Intersection of Chaney Road and Kaufmann Avenue • Spot storm sewer repair. Pre -Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre -Bid Construction Conference to be held at 10 AM on April 19, 2011, at the Conference Room A, City Hall, 50 West 13th Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, April 7, 2011.