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Port of Dbq Storm Sewer, Ph IV D~~~E ~ck~ MEMORANDUM July 29, 2004 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Initiation of the Port of Dubuque Storm Sewer Improvements - Phase IV Project (CIP 410401: Port of Dubuque Storm Sewer Improvements - Phase IV) Acting Public Works Director/City Engineer Gus Psihoyos is recommending initiation of the Port of Dubuque Storm Sewer Improvements - Phase IV, and that a public hearing be set for September 7,2004. I concur with the recommendation and respectfully request Mayor and City Council approval. j1 i:vL{ {(:, /l¿¡/ ~ Michael C. Van Milligen '---- MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psihoyos, Acting Public Works Director/City Engineer ", .) D~ ~ck~ MEMORANDUM July 28, 2004 FROM: Michael C. Van Milligen, City Manager Gus Psihoyos, Acting Public Works Director ~ TO: SUBJECT: Initiation of the Port of Dubuque Storm Sewer Improvements - Phase IV Project (CIP 410401: Port of Dubuque Storm Sewer Improvements - Phase IV) INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Port of Dubuque Storm Sewer Improvements - Phase IV Project. BACKGROUND Phase I included the relocation of storm sewer within the footprint of the Mississippi River Discovery Center and the extension of the storm sewer east to Bell Street. Phase II involved the construction of an 84-inch diameter storm sewer from the Welcome Center north along Bell to 5th Street. Phase III included the extension of the large diameter storm sewer north along Bell and east along Pine Street to the Star Brewery. DISCUSSION Phase II included the construction of a junction box just north of the Welcome Center. A 42-inch diameter storm sewer drains into the box from the west and an 84-inch diameter pipe drains into the box from the north. A single 42-inch diameter storm sewer is in place to drain the stormwater from the junction box to the Ice Harbor. The Port of Dubuque Storm Sewer Improvements - Phase IV Project involves the construction of a 7-foot wide by 7-foot high box culvert from the junction box at the Portside Building to the Ice Harbor. Phase IV will result in a collector storm sewer running from the Ice Harbor all the way to Pine Street and the Star Brewery. The Port of Dubuque Storm Sewer Improvements - Phase IV CIP budget includes funds for additional phases that will be required as development occurs west of Bell Street. The schedule for the project will be as follows: Advertisement for Bids Notice of Hearing on Plans & Specifications Receipt of Bids Public Hearing Award of Contract Completion Date August 6, 2004 August 27, 2004 August 19,2004 September 7,2004 September 7,2004 October 15, 2004 RECOMMENDATION I recommend that the City Council establish the date for the public hearing, and authorize the City Clerk to advertise for bids for the Port of Dubuque Storm Sewer Improvements - Phase IV Project. BUDGET IMPACT The construction cost estimate for the Port of Dubuque Storm Sewer Improvements - Phase IV project is: Construction Contingency Engineering $264,247.50 26,424.75 43.600.84 $334,273.09 Total Project Estimate The project will be funded with the Fiscal Year 2004 and 2005 Port of Dubuque Storm Sewer Improvements - Phase IV appropriations in the amount of $258,570 and $150,000 respectively. Remaining funds following the project will be utilized for additional phases that will be required as development occurs west of Bell Street. 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 attached resolutions. Prepared by Deron Muehring cc: Cindy Steinhauser, Assistant City Manager Dawn Lang, Budget Director Bill Baum, Economic Development Director Pam Myhre, Associate Planner Deron Muehring, Civil Engineer II ---" Construction Limits Ice Harbor SITE LOCATION MAP NOT TO SCALE ~ NORTH PURPOSE: Port of Dubuque Storm Sewer Improvements - Phase IV CIP# 410-401 DUB~tJE S""""'9 a, Sþúút EXHIBIT D RESOLUTION NO. 313-04 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 Port of Dubuque Storm Sewer Improvements - Phase IV Project, in the estimated amount $334,273.09 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 ~ £2J :Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 314-04 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 Port of Dubuque Storm Sewer Improvements - Phase IV 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 th 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, City Clerk RESOLUTION NO. 315-04 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Port of Dubuque Storm Sewer Improvements - Phase IV 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 19th 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 7th day of September, 2004. Passed, adopted and approved this 2nd day of August, 2004. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, 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 Port of Dubuque Storm Sewer Improvements - Phase IV Project. 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 Port of Dubuque Storm Sewer Improvements - Phase IV Project in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the ih day of September, 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 28th day of July, 2004, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Port of Dubuque Storm Sewer Improvements - Phase IV 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 PORT OF DUBUQUE STORM SEWER IMPROVEMENTS - PHASE IV 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 19th day of August, 2004, for the Port of Dubuque Storm Sewer Improvements- Phase IV 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 15th day of October, 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 19th 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 ih 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 October 15, 2004. For each calendar day that any work shall remain uncompleted beyond the completion schedule, $1,000.00 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.