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Guardrail Replacement Prog. FY 2006 ~~E ~YN..~ MEMORANDUM March 28, 2005 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Guardrail Replacement Program (Fiscal Year 2006) (CIP 150556: Guardrail Replacement) City Engineer Gus Psihoyos recommends initiation of the bidding process for the Guardrail Replacement Program (Fiscal Year 2006), and further recommends that a public hearing be set for May 2, 2005. I concur with the recommendation and respectfully request Mayor and City Council approval. ( ~r1 . : I 1 t' ~... '/ / I... i f:J.. /1 . . ../ I L vv rl l : .,' Mibhael C. Van Milligen '-- MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer '. , ,.1 . . Dii~~E ~YN..~ MEMORANDUM March 25, 2005 TO: FROM: Michael C. Van Milligen, City Mana~G?er Gus Psihoyos, City Engineer~. . SUBJECT: Guardrail Replacement Program (Fiscal Year 2006) (CI P 150556: Guardrail Replacement) INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Guardrail Replacement Program (Fiscal Year 2006). DISCUSSION The Guardrail Replacement Program includes the replacement of old three-strand cable and damaged W-beam guardrail at the following locations: 1. 2. 3. 4. Lawther Street Peru Road Roosevelt Street Roosevelt Street From Pinard Street to Brunswick Street From Flamingo to the north Casey's lot From Peru Road to 220' north of Peru Road Along north side of Roosevelt Street from 1040 to 1130 Roosevelt Street Lawther Street - The existing guardrail in this location consists of old three-strand cable. The rail has been hit on several occasions and is completely missing in some areas. This rail will be replaced with standard Iowa DOT W-beam guardrail. This area has a large amount of rock in the area. Because of this rock, the unit prices have been adjusted to account for the installation of the guardrail posts into rock. Peru Road - The existing guardrail is in good condition. The existing guardrail consists of standard Iowa DOT W-beam guardrail. The terminal sections of the guardrail have been hit on occasion due to the alignment of the guardrail with respect to the entrances to Casey's General Store. The terminal ends of the guardrail will be replaced and the guardrail will be tapered back to minimize the chance of accidentally hitting the ends of the guardrail. Roosevelt Street - There are two locations on Roosevelt needing guardrail replacement/new construction. The guardrail on the south side of Roosevelt at the intersection of Peru road has been hit and needs replacement. The existing guardrail is standard Iowa DOT W-beam guardrail and will be replaced with the same type of guardrail. There is a need for new guardrail along the north side of Roosevelt from approximately 1040 Roosevelt Street to 1130 Roosevelt Street. This location has had several citizen complaints about the lack of guardrail. There is a steep embankment that the guardrail would protect vehicles from entering. The standard Iowa DOT W-beam guardrail would be placed in this area. The schedule for the project is as follows: Notice to Bidders Notice of Hearing on Plans & Specifications Receipt of Bids Public Hearing Award Contract Completion Date April 8, 2005 April 22, 2005 April 21 , 2005 May 2, 2005 May 2, 2005 September 30,2005 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 Total Project Cost $53,871.00 8,080.65 6,195.17 $68,146.82 The Fiscal Year 2005 appropriation for the Guardrail Replacement Project is $50,000. The Fiscal Year 2006 appropriation for the Guardrail Replacement Project is $25,000. The total available funds for guardrail replacement will be $75,000. 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. Prepared by Jon Dienst, PE cc: Dawn Lang, Budget Director Don Vogt, Public Works Director John Klostermann, Operations & Maintenance Supervisor Bob Schiesl, PE Jon Dienst, PE RESOLUTION NO. 139-05 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 Guardrail Replacement Program (Fiscal Year 2006), in the estimated amount of $68,146.82 are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this 4th day of April, 2005. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 140-05 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 Guardrail Replacement Program (Fiscal Year 2006). NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That a Public Hearing will be held on the 2nd day of May, 2005, 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 April, 2005. Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 141-05 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Guardrail Replacement Program (Fiscal Year 2006) 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 21st day of April, 2005. 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 2nd day of May, 2005. Passed, adopted and approved this 4th day of April, 2005. 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 Guardrail Replacement Program (Fiscal Year 2006): Replacement of guardrail at Lawther Street, Peru Road, and Roosevelt Street. 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 Guardrail Replacement Program (Fiscal Year 2006), in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the 2nd day of May, 2005, 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 ,2005. day of Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 30th day of March, 2005, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Guardrail Replacement Program (Fiscal Year 2006). 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 ,2005. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Guardrail Replacement Program (Fiscal Year 2006) 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 21st day of April, 2005. 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 2nd day of May, 2005. Passed, adopted and approved this _ day of ,2005. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE GUARDRAIL REPLACEMENT PROGRAM (FISCAL YEAR 2006) 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 21st day of April, 2005, for the Guardrail Replacement Program (Fiscal Year 2006). Copies of the plans and specifications may be obtained in the City Engineer's office at the 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 30th day of September, 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 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 21st day of April, 2005, 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 2nd day of May, 2005. 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 , 2005. 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 September 30, 2005. For each calendar day that any work shall remain uncompleted beyond the completion schedule, $250.00 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.