Fiber Optic Conduit System Ph 1
D~~~E
~ck~
MEMORANDUM
r-
October 27,2004
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT:
Fiber Optic Conduit System - Phase 1
(Municipal Services Center, Fire Stations, Transit, and Housing)
(CIP 540-815: Municipal Services Center Fiber Optic Conduit)
(CIP 010-A06: Fiber Optic System for Fire Stations)
(CIP 050-217: Fiber Optic Connections for Transit)
(CIP 010-285: Fiber Optic Conduit Connection to Housing Dept.)
Acting Public Works Director/City Engineer Gus Psihoyos recommends initiation of the
bidding process for the construction of a fiber optic conduit system that will connect the
Municipal Services Center, Transit, Housing and Fire Stations #3 and #4 to the City
fiber optic system, and further recommends that a public hearing be set for
November 15, 2004.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
¡tlltii~)/~td -
Micháel C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, Acting Public Works Director/City Engineer
Dî;~~E
~Yk-~
MEMORANDUM
October 26, 2004
FROM:
Michael C. Van Milligen, City Manager Q
Gus Psihoyos, Acting Public Works Director fi J
TO:
SUBJECT:
Fiber Optic Conduit System - Phase 1
(Municipal Services Center, Fire Stations, Transit, and Housing)
(CIP 540-815: Municipal Services Center Fiber Optic Conduit)
(CIP 010-A06: Fiber Optic System for Fire Stations)
(CIP 050-217: Fiber Optic Connections for Transit)
(CIP 010-285: Fiber Optic Conduit Connection to Housing Dept.)
INTRODUCTION
The enclosed resolutions authorize the public bidding procedure for construction of a
fiber optic conduit system that will connect the Municipal Services Center, Transit,
Housing, and Fire Stations #3 and #4 to our City fiber optic system.
BACKGROUND
This project links the City Annex to the Municipal Services Center with a fiber optic
conduit. This project will also bridge areas with fiber conduit that, when complete, will
tie Fire Station #3 (32nd and Central), Fire Station #4 (University at Grandview), Transit
(24th and Central), and Housing (18th and Central) into the City's fiber optic network.
DISCUSSION
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
November 3, 2004
November 5, 2004
November 9, 2004
November 15, 2004
November 15, 2004
March 31,2005
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 Fiber Optic Conduit System - Phase
1 (Municipal Services Center, Fire Stations #3 and #4, Transit, and Housing).
BUDGET IMPACT
The total construction cost estimate for the Fiber Optic Conduit System - Phase 1 is as
follows:
Construction
Contingency
Engineering
$ 197,480.00
$ 19,748.00
$ 32.584.20
$ 249,812.20
Total Estimated Project Cost
This project can be broken down into four distinct categories:
1.
CIP 540-815: Municipal Services Center Fiber Optic Conduit.
Construction
Contingency
Engineering
$
$
$
113,764.00
11,376.40
18.771.06
Total Estimated Project Cost
$ 143,911.46
The project will be funded from the remainder of Fiscal Year 2003 CIP 540-815 budget
appropriation for the Municipal Services Center Fiber Optics in the amount of $64,894.
The remaining $79,017.46 will be financed from the Fiscal Year 2004-2005 CIP 010-
285, Fiber Optic Conduit Project. Several obstacles, such as railroad tracks and a
future stormwater channel along the route to the garage, raised the estimate for this
project.
2.
CIP 010-A06: Fiber Optic System for Fire Stations.
Construction $ 64,036.00
Contingency $ 6,403.60
Engineering $ 10.565.94
Total Estimated Project Cost $ 81,005.54
The project will be funded from the remainder of Fiscal Year 2004-2005 CIP 010-A06
budget appropriation for Fiber Optic System for Fire Stations in the amount of
$42,033.51. The remaining $38,972.03 will be financed from Fiscal Year 2004-2005
CIP 010-285 Fiber Optic Conduit Project. The original project estimates have increased
since this network of City fiber will serve additional entities and will be a key component
in the expansion of a fiber loop to the west end and around the City.
3.
CIP 050217: Fiber Optic Connections for Transit.
Construction $ 10,050.00
Contingency $ 1,005.00
Engineering $ 1,658.25
Total Estimated Project Cost $ 12,713.25
The project will be funded from the Fiscal Year 2004 CIP 050-217 budget appropriation
(City match dollars) for Fiber Optic Connections - Transit Office in the amount of
$12,714.25.
4.
CIP 010285: Fiber Optic Conduit Connection to Housing Dept.
Construction $ 9,630.00
Contingency $ 963.00
Engineering $ 1.588.95
Total Estimated Project Cost $ 12,181.95
The project will be funded from the Fiscal Year 2004-2005 CIP 010-285 Fiber Optic
Conduit Project in the amount of $12,181.95.
ACTION REQUESTED
I respectfully request that the City Council adopt the attached resolutions that establish
the date of the public hearing and authorize the City Clerk to advertise for bids for the
Fiber Optic Conduit System Project - Phase 1.
Prepared by David Ness, PE
cc: Dawn Lang, Budget Director
Chris Kohlmann, Information Services Manager
Don Vogt, Operations & Maintenance Manager
David Harris, Housing & Community Development Director
Mark Munson, Transit Manager
Dan Brown, Fire Chief
David Ness, PE
RESOLUTION NO. 406-04
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 Fiber Optic Conduit System Project - Phase I in the estimated
amount $249,812.20 are hereby approved and ordered filed in the office of the
City Clerk for public inspection.
Passed, adopted and approved this 1st day of November, 2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
----~ .))
/-j: . éA~
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 407-04
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
Fiber Optic Conduit System Project - Phase I.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That a Public Hearing will be held on the 15th day of November, 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 1st day of November, 2004.
Terrance M. Duggan, 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 Fiber Optic Conduit System Project
- Phase I: Fiber optic system for the Municipal Services Center, Fire Stations #3
and #4; Transit; and Housing Department.
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 Fiber Optic Conduit System Project - Phase I, in
accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m.,
on the 15th day of November, 2004, in the Public Library Auditorium, 360 West
11th 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 2ih day of October, 2004, plans, specifications, form of
contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for
the Fiber Optic Conduit System Project - Phase I.
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
RESOLUTION NO. 408-04
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the Fiber Optic Conduit System Project - Phase I 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 9th day of November, 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 15th day of November, 2004.
Passed, adopted and approved this 1st day of November, 2004.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, City Clerk
Attest:
~. ~)J
Jeanne F. Schneider, CMC, City Clerk
NOTICE TO BIDDERS OF THE RECEIPT OF BIDS
FOR THE FIBER OPTIC SYSTEM PROJECT - PHASE I
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
9TH day of November, 2004, for the construction of the Fiber Optic Conduit
System Project - Phase I.
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 31st
day of March, 2005.
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 9th day of November, 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 15th day of November, 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 March 31, 2005.
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.