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Lindberg Terr & Eagle St Sewer Reconstruction D~~~E ~</Ae-~ MEMORANDUM April 25, 2005 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Lindberg Terrace and Eagle Street Sanitary Sewer Reconstruction CIP: 310C49 City Engineer Gus Psihoyos recommends initiation of the bidding process for the Lindberg Terrace and Eagle Street Sanitary Sewer Reconstruction Project, and further recommends that a public hearing be set for June 6, 2005. I concur with the recommendation and respectfully request Mayor and City Council approval. '111 V 'tfL :' 'It../ (.;~t1 / I . .. Michael C. Van Milligen - MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer ,~ L I Dl:i~~E ~</Ae-~ MEMORANDUM April 25, 2005 FROM: Michael C. Van Milligen, City Manager Gus Psihoyos, City Engineer _oj Q TO: SUBJECT: Lindberg Terrace and Eagle Street Sanitary Sewer Reconstruction CIP: 310C49 INTRODUCTION The enclosed resolutions authorize the bidding procedure for the Lindberg Terrace and Eagle Street Sanitary Sewer Reconstruction Project. BACKGROUND The project was approved for the Fiscal Year 2006 Capital Improvement Program, and provides for the reconstruction of approximately 685 feet of eight-inch sanitary sewer on Lindberg Terrace and Eagle Street. DISCUSSION This project would upgrade the existing six-inch sewer on Lindberg Terrace to the standard eight-inch sewer size. This line has backed up several times in the past year and requires constant maintenance by the sewer crews. The sewer on Eagle Street was eliminated from this project because it is currently an eight-inch main and is in good condition. This resulted in shortening the project by approximately 130 feet. Engineering was also able to shorten the sanitary sewer main on Lindberg Terrace by an additional 60 feet by redesigning a portion of the sewer line. The schedule for the project is as follows: Advertisement for Bids Receipt of Bids Notice of Public Hearing on Plans and Specifications Public Hearing Award of Contract Completion May 6,2005 May 19, 2005 May 20, 2005 June 6, 2005 June 6, 2005 October 14, 2005 RECOMMENDATION I recommend that the City Council establish the date of June 6th, 2005 for the public hearing and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate for the project is: Total Project Cost $66,155.93 $ 6,615.59 $10.915.73 $83,687.25 Construction Contract Contingency Engineering The project will be funded with the Sanitary Sewer Construction Fund from a Fiscal Year 2006 appropriation in the amount of $100,000. ACTION REQUESTED The City Council is requested to adopt the attached resolutions establishing the date of public hearing and authorizing the City Clerk to advertise for proposals. Prepared by Todd Irwin, Engineering Assistant cc: Dawn Lang, Budget Director John Klostermann, Public Works Todd Irwin, Engineering Assistant 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 Lindberg Terrace and Eagle Street Sanitary Sewer Reconstruction Project: Reconstruction of approximately 685 feet of eight-inch sanitary sewer on Lindberg Terrace. This is an upgrade of existing six-inch sewer on Lindberg Terrace to the standard eight-inch sewer size. 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 Lindberg Terrace and Eagle Street Sanitary Sewer Reconstruction Project, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the 6th day of June, 2005, 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 ,2005. day of Jeanne F. Schneider, CMC, City Clerk .- RESOLUTION NO. 182-05 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 Lindberg Terrace and Eagle Street Sanitary Sewer Reconstruction Project, in the estimated amount of $83,687.25 are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this 2nd day of May Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 183-05 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 Lindberg Terrace and Eagle Street Sanitary Sewer Reconstruction 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 6th day of June, 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 2nd day of May, 2005. Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 184-05 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Lindberg Terrace and Eagle Street Sanitary Sewer Reconstruction 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 May, 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 6th day of June, 2005. Passed, adopted and approved this 2nd day of May, 2005. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 2ih day of April, 2005, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Lindberg Terrace and Eagle Street Sanitary Sewer Reconstruction 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 ,2005. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE LINDBERG TERRACE AND EAGLE STREET SANITARY SEWER RECONSTRUCTION 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 May, 2005, for the Lindberg Terrace and Eagle Street Sanitary Sewer Reconstruction Project. Proiect Description: Reconstruction of approximately 875 feet of eight-inch sanitary sewer on Lindberg Terrace. This project would upgrade the existing six- inch sewer on Lindberg Terrace to the standard eight-inch sewer size. Copies of the construction documents 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 14th day of October, 2005. All bids must be submitted on the Bid Proposal Form bound in the construction documents. 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 construction documents. The successful bidder (Contractor) 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. The successful bidder (Contractor) will also be required to furnish a Maintenance Bond that will guarantee the material, workmanship 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. The successful bidder (Contractor) will also be required to furnish a Payment Bond that will guarantee the prompt payment of all subcontractors, suppliers, materials, labor and protect and save harmless the City of Dubuque, Iowa, from claims and damages of any kind caused by the operations or non- payment on behalf of the Contractor. The Contractor and approved subcontractors will be provided a Sales Tax Exemption Certification to purchase, or withdraw from inventory, materials furnished under for this project. 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 19th day of May, 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 11 th Street, at said City at 6:30 p.m. on the 6th day of June, 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 October 14, 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.