Asbury Rd Widening Project
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MEMORANDUM
October 12, 2004
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Widening of Asbury Road at the Northwest Arterial
(CIP 300221: Asbury Road Widening)
Sealed bids were received for the Widening of Asbury Road at the Northwest Arterial
Project. Acting Public Works Director/City Engineer Gus Psihoyos recommends award
of the contract to the low bidder, Portzen Construction, Inc., in the amount of
$59,165.50, which is 16.85% over the engineer's estimate.
To get this project completed in a timely fashion, there will be a $500 per day incentive
for every day the project is completed before November 24, 2004, up to $5,000, and a
$1,000 per day penalty for work not completed by that date.
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
Gus Psihoyos, Acting Public Works Director/City Engineer
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MEMORANDUM
October 12, 2004
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Widening of Asbury Road at the Northwest Arterial
(CIP 300221: Asbury Road Widening)
Sealed bids were received for the Widening of Asbury Road at the Northwest Arterial
Project. Acting Public Works Director/City Engineer Gus Psihoyos recommends award
of the contract to the low bidder, Portzen Construction, Inc., in the amount of
$59,165.50, which is 16.85% over the engineer's estimate.
To get this project completed in a timely fashion, there will be a $500 per day incentive
for every day the project is completed before November 24, 2004, up to $5,000, and a
$1,000 per day penalty for work not completed by that date.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mich'ael 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
October 12, 2004
FROM:
Michael C. Van Milligen, City Manager
Gus Psihoyos, Acting Public Works Director ç
TO:
SUBJECT: Widening of Asbury Road at the Northwest Arterial
(CIP 300221: Asbury Road Widening)
INTRODUCTION
The enclosed resolution provides for the award of the Widening of Asbury Road
at the Northwest Arterial Project.
DISCUSSION
The City is adding through lanes for westbound traffic on the north side and for
eastbound traffic on the south side of Asbury Road east of the Northwest Arterial.
These additional lanes will provide two through lanes on each of the four legs of
this intersection. The widening will take place on the north and south sides of the
intersection where the City already has obtained temporary grading easements.
Sealed bids were received on October 12, 2004. A summary of the bids is as
follows:
Portzen Construction, Inc.
Tschiggfrie Excavating Co.
Top Grade Excavating
$59,165.50
$66,916.50
$91,921.50
Portzen Construction, Inc. of Dubuque, Iowa, submitted the low bid in the amount
of $59,165.50, which is 16.85% over the engineer's estimate.
RECOMMENDATION
I recommend that the contract be awarded to Portzen Construction, Inc. in the
amount of $59,165.50.
BUDGET IMPACT
The summary of the project is as follows:
Construction Contract
Contingency
Engineering
Revised
Bid Estimate Award
$50,634.00 $59,165.50
$ 5,063.40 $ 5,063.40
$ 2,784.87 $ 2.784.87
$58,482.27 $67,013.77
Total Project Cost
The project will be funded through the FY2005 Construction Fund appropriation
for this project in the amount of $157,674.65.
ACTION TO BE TAKEN
The City Council is requested to adopt the attached resolution awarding the
Widening of Asbury Road at the Northwest Arterial Project.
Prepared by Ronald J. Turner, PLS
cc: Ronald J. Turner, PLS
RESOLUTION NO.
AWARDING CONTRACT
Whereas, sealed proposals have been submitted by contractors for the
Widening of Asbury Road at the Northwest Arterial Project pursuant to
Resolution No. - and notice to bidders published in a newspaper published
in the City of Dubuque, Iowa on the 8th day of October, 2004.
Whereas, said sealed proposals were opened and read on the 1ih day of
October, 2004, and it has been determined that the bid of Portzen Construction,
Inc. of Dubuque, Iowa, in the amount of $59,165.50 was the lowest bid for the
furnishings of all labor and materials and performing the work as provided for in
the plans and specifications.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That the contract for the above improvement be awarded to Portzen
Construction, Inc. and the Manager be and is hereby directed to execute a
contract on behalf of the City of Dubuque for the complete performance of the
work.
BE IT FURTHER RESOLVED:
That upon the signing of said contract and the approval of the contractor's
bond, the City Treasurer is authorized and instructed to return the bid deposits of
the unsuccessful bidders.
Passed, approved and adopted this - day of
,2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
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MEMORANDUM
September 27, 2004
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Widening of Asbury Road at the Northwest Arterial
(CIP 300221: Asbury Road Widening)
Acting Public Works Director/City Engineer Gus Psihoyos recommends initiation of the
bidding process for the widening of Asbury Road east of the Northwest Arterial, and
further recommends that a public hearing be set for October 18, 2004.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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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
September 27,2004
FROM:
Michael C. Van Milligen, City Manager
Gus Psihoyos, Acting Public Works Director ../OQ.
TO:
SUBJECT: Widening of Asbury Road at the Northwest Arterial
(CI P 300221: Asbury Road Widening)
INTRODUCTION
The enclosed resolutions authorize the public bidding procedure for the widening of
Asbury Road east of the Northwest Arterial.
DISCUSSION
The City is proposing to add through lanes for westbound traffic on the north side and
for eastbound traffic on the south side of Asbury Road east of the Northwest Arterial.
These additional lanes will provide two through lanes on each of the four legs of this
intersection. The widening will take place on the north and south sides of the
intersection where the City already has purchased additional right-of-way.
The schedule for the project is as follows:
Notice to Bidders
Notice of Hearing on Plans & Specifications
Receipt of Bids
Public Hearing
Award of Contract
Completion Date
October 8, 2004
October 8, 2004
October 12, 2004
October 18, 2004
October 18, 2004
November 24, 2004
There will be a $500 per day incentive up to $5,000 for every day the project is
completed by November 24 and a $1,000 per day penalty for work not completed by
that 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
A budget impact of the project cost is as follows:
Construction Contract
Contingency
Engineering
$49,134.00
4,913.40
2,702.37
$56,749.77
Total Project Cost
The project will be funded through the FY2005 Construction Fund appropriation for this
project in the amount of $157,674.65.
ACTION TO BE TAKEN
The City Council is requested to establish a date for the public hearing and to authorize
the City Clerk to advertise proposals and to adopt the enclosed resolution.
Prepared by Ron Turner, PLS
.
RESOLUTION NO. 381-04
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 Widening of Asbury Road at the Northwest Arterial in the estimated
amount of $56,749.77 are hereby approved and ordered filed in the office of the
City Clerk for public inspection.
Passed, adopted and approved this 4th day of October, 2004.
John H. Markham, Mayor Pro-Tem
Attest:
Jeanne F. Schneider, City Clerk
RESOLUTION NO. 382-04
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
Widening of Asbury Road at the Northwest Arterial.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That a Public Hearing will be held on the 18th day of October, 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 4th day of October, 2004.
John À. Markham
Mayor Pro-Tem
Attest:
Jeanne F. Schneider, City Clerk
RESOLUTION NO. 383-04
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
. That the Widening of Asbury Road at the Northwest Arterial 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 12th day of October, 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 18th day of October, 2004.
Passed, adopted and approved this 4th day of October, 2004.
John H.'Markham
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 Widening of Asbury Road at the
Northwest Arterial.
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 Widening of Asbury Road at the Northwest Arterial, in
accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m.,
on the 18th day of October, 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 29th day of September, 2004, plans, specifications, form
of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for
the Widening of Asbury Road at the Northwest Arterial.
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 WIDENING OF
ASBURY ROAD AT THE NORTHWEST ARTERIAL
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
12th day of October, 2004, for the Widening of Asbury Road at the Northwest
Arterial.
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 5 PM,
November 24,2004.
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 rnake 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 1ih day of October, 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 18th day of October, 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 5 PM, November 24,
2004.
There will be a $500.00 per day incentive up to $5,000 for every day the project
is completed by November 24.
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.