Villa St Retaining Wall 04 Reco
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MEMORANDUM
July 28, 2004
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Villa Street Retaining Wall
2004 Reconstruction Project
Acting Public Works Director/City Engineer Gus Psihoyos recommends initiation of the
bidding process for the Villa Street Retaining Wall - 2004 Reconstruction Project, and
further recommends that a public hearing be set for September 7,2004.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Micnael c. Van Milligen "'"
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, Acting Public Works Director/City Engineer
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MEMORANDUM
July 27, 2004
FROM:
Michael C. Van Milligen, City Manager D
Gus Psihoyos, Acting Public Works Director ß .
TO:
SUBJECT: Villa Street Retaining Wall
2004 Reconstruction Project
INTRODUCTION
The enclosed resolutions authorize the public bidding procedures for the Villa Street
Retaining Wall - 2004 Reconstruction Project.
BACKGROUND
Over the past several years, staff has monitored the deteriorating condition of the
limestone retaining wall adjacent to Villa Street, between Rush Street and Cleveland
Avenue.
As a result of the rain events on the weekend of May 22nd, staff observed a large sink
hole and additional movement at the top of the Villa Street Retaining Wall. In the interest
of public safety, the wall was dismantled and excavated.
DISCUSSION
The Villa Street retaining wall will be reconstructed with limestone to match the
remaining wall sections to the north and south and will be in conformance with the City's
native historic bluffs and character of the neighborhood. The street and storm sewer
system will also be repaired with the wall project.
The existing wall has limestone piers with cable guardrail, which extends the entire
length of the wall top. During the wall dismantlement, the pier caps could not be
salvaged. After the wall reconstruction, another project will be developed to reconstruct
and replicate the pier caps and to install ornamental wall top railing.
The schedule for the project will be as follows:
Advertisement for Bids
Receipt of Bids
Notice of Public Hearing on Plans
and Specifications
Public Hearing
Award of Contract
Completion
August 6, 2004
August 26, 2004
August 27,2004
September 7,2004
September 7,2004
November 26, 2004
-
RECOMMENDATION
I would recommend that the City Council establish the date for the public hearing, and
authorize the City Clerk to advertise for proposals.
BUDGET IMPACT
Based on historical costs from prior limestone retaining wall projects, the preliminary
estimate to reconstruct the Villa Street Retaining Wall is approximately $250,000.
Due to the Presidential Disaster Declaration for Dubuque County, the Villa Street
Retaining Wall Reconstruction Project will be eligible for FEMA funding. Staff is currently
working with FEMA representatives on project documentation and submittals to secure
funding. The current project cost breakdown is:
FEMA
State of Iowa
City
75%
10%
15%
$ 187,500.00
25,000.00
37,500.00
$ 250,000.00
Total Project Cost
There are sufficient funds available for the project in the Fiscal Year 2005 General
Retaining Wall Repair budget in the amount of $69,600, leaving a balance of
approximately $32,100 for future wall repair and reconstruction projects.
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.
Prepared by Robert D. Schiesl, Civil Engineer
cc: Dawn Lang, Budget Director
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MEMORANDUM
July 28, 2004
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Villa Street Retaining Wall
2004 Reconstruction Project
Acting Public Works Director/City Engineer Gus Psihoyos recommends initiation of the
bidding process for the Villa Street Retaining Wall - 2004 Reconstruction Project, and
further recommends that a public hearing be set for September 7, 2004.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
t!11\-l/{ ~ ~'1 . ,1L i /t
Micnael C. Van Milligen "'"
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, Acting Public Works Director/City Engineer
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D~
~ck~
MEMORANDUM
July 27, 2004
FROM:
Michael C. Van Milligen, City Manager D
Gus Psihoyos, Acting Public Works Director ß .
TO:
SUBJECT: Villa Street Retaining Wall
2004 Reconstruction Project
INTRODUCTION
The enclosed resolutions authorize the public bidding procedures for the Villa Street
Retaining Wall - 2004 Reconstruction Project.
BACKGROUND
Over the past several years, staff has monitored the deteriorating condition of the
limestone retaining wall adjacent to Villa Street, between Rush Street and Cleveland
Avenue.
As a result of the rain events on the weekend of May 22nd, staff observed a large sink
hole and additional movement at the top of the Villa Street Retaining Wall. In the interest
of public safety, the wall was dismantled and excavated.
DISCUSSION
The Villa Street retaining wall will be reconstructed with limestone to match the
remaining wall sections to the north and south and will be in conformance with the City's
native historic bluffs and character of the neighborhood. The street and storm sewer
system will also be repaired with the wall project.
The existing wall has limestone piers with cable guardrail, which extends the entire
length of the wall top. During the wall dismantlement, the pier caps could not be
salvaged. After the wall reconstruction, another project will be developed to reconstruct
and replicate the pier caps and to install ornamental wall top railing,
The schedule for the project will be as follows:
Advertisement for Bids
Receipt of Bids
Notice of Public Hearing on Plans
and Specifications
Public Hearing
Award of Contract
Completion
August 6, 2004
August 26. 2004
August 27, 2004
September 7,2004
September 7,2004
November 26, 2004
RECOMMENDATION
I would recommend that the City Council establish the date for the public hearing, and
authorize the City Clerk to advertise for proposals.
BUDGET IMPACT
Based on historical costs from prior limestone retaining wall projects, the preliminary
estimate to reconstruct the Villa Street Retaining Wall is approximately $250,000.
Due to the Presidential Disaster Declaration for Dubuque County, the Villa Street
Retaining Wall Reconstruction Project will be eligible for FEMA funding. Staff is currently
working with FEMA representatives on project documentation and submittals to secure
funding. The current project cost breakdown is:
FEMA
State of Iowa
City
75%
10%
15%
$ 187,500.00
25,000.00
37.500.00
$ 250,000.00
Total Project Cost
There are sufficient funds available for the project in the Fiscal Year 2005 General
Retaining Wall Repair budget in the amount of $69,600, leaving a balance of
approximately $32,100 for future wall repair and reconstruction projects.
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.
Prepared by Robert D. Schiesl, Civil Engineer
cc: Dawn Lang, Budget Director
RESOLUTION NO. 310-04
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 Villa Street Retaining Wall Project, in the estimated amount
$250,000.00 are hereby approved and ordered filed in the office of the City Clerk
for public inspection.
Passed, adopted and approved this 2nd day of August, 2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
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RESOLUTION NO. 311-04
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
Villa Street Retaining Wall Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That a public hearing will be held on the ih day of September, 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 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 2nd day of August, 2004.
Terrance M. Duggan, Mayor
Attest: Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 312-04
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the Villa Street Retaining Wall Project 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 26th day of August, 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 7!J¡ day of September, 2004.
Passed, adopted and approved this 2nd day of August, 2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
RESOLUTION NO.
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the 28th day of July, 2004, plans, specifications, form of
contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for
the Villa Street Retaining Wall Project.
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 VILLA STREET RETAINING WALL PROJECT
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
26th day of August, 2004, for the Villa Street Retaining Wall Project.
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
November 26, 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 26th day of August, 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
11th Street, at said City at 6:30 p.m. on the th day of September, 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 November 26, 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.