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Grandview Ave Concrete Repair - Section DU~~JE ~Yk-~ MEMORANDUM May 27,2005 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Grandview Avenue Concrete Section Repair Project (CIP 150293 - Fiscal Year 2005/206 Concrete Section Repair) City Engineer Gus Psihoyos recommends City Council approval of daily liquidated damages in the amount of $1 ,000, versus the recommended Iowa DOT daily standard of $250, for completion of the Grandview Avenue Concrete Section Repair Project. This increase was determined to ensure project completion prior to the beginning of the school year for the Dubuque Community School District. A project incentive was not established since it has a minimal impact to the daily traffic conditions. I concur with the recommendation and respectfully request Mayor and City Council approval. . (1' /1 . . / .i I lzcL{;t>7/11t ~ Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer , 'j ..../ (; ; ~ ., . '.--..:-.., , . ; .i_ ,".--," _~ ~,",'j DU~~E ~Yk-~ MEMORANDUM May 26, 2005 FROM: Michael C. Van Milligen, City Man~Q(J Gus Psihoyos, City Engineer J},v.' TO: SUBJECT: Grandview Avenue Concrete Section Repair Project (CIP 150293 - Fiscal Year 2005/2006 Concrete Section Repair) As part of the June 6, 2006 Council meeting, Engineering will be initiating the Grandview Avenue Concrete Section Repair Project. This project involves the replacement of approximately 11 deficient concrete panels on Grandview Avenue from West Third Street to US Highway 20. Since the budget cost is that of the Public Works Department, Engineering has worked with its staff on project details. The City is recommending a daily liquidated damages penalty of $1,000 versus the recommended Iowa DOT daily standard of $250 based on the estimated construction cost. This increase was determined to ensure project completion prior to the beginning of the school year for the Dubuque Community School District. A project incentive was not established since it has a minimal impact to the daily traffic conditions. ACTION TO BE TAKEN Your approval of the daily liquidated damages of $1,000 and no incentive would be appreciated to initiate this project at the June 6,2006 Council meeting. cc: Don Vogt, Public Works Director John Klostermann, Operations & Maintenance Supervisor Jon Dienst, PE Bob Schiesl, PE 5~~~E ~~~ MEMORANDUM May 27, 2005 FROM: Michael C. Van Milligen, City Manager Gus Psihoyos, City Engineer n TO: SUBJECT: Grandview Avenue Concrete Section Repair Project (CIP 150293 - Fiscal Year 2005/2006 Concrete Section Repair) INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Grandview Avenue Concrete Section Repair Project. DISCUSSION The Grandview Avenue Concrete Section Repair Project includes the replacement of approximately 11 deficient concrete panels on Grandview Avenue from West Third Street to US Highway 20. Because the concrete panel section repairs on Grandview Avenue will occur directly in front of Washington Junior High School, staff has coordinated the construction schedule with the Dubuque Community School District. The project will specify a completion date of August 24th which will require the contractor to be completed prior to the start of school. The daily liquidated damages penalty for this project has been increased from the recommended Iowa DOT standard of $250 per day to $1,000 per day. This increase is to ensure that the project is completed prior to school start. Additionally, Engineering staff and the contractor will coordinate with both the Fire and Police Departments and Finley Hospital to coordinate construction staging and traffic control to facilitate emergency access and maintain two-way vehicular traffic on Grandview Avenue during the construction period. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Advertisement for Bids Receipt of Bids June 6, 2005 June 10, 2005 June 23, 2005 Notice of Public Hearing on Plans and Specifications Public Hearing Award of Contract Project Completion Date June 24, 2005 July 5, 2005 July 5, 2005 August24,2005 RECOMMENDATION It is recommended that the City Council establish the date of the public hearing and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate of probable cost for the Grandview Avenue Concrete Section Repair Project is summarized as follows: Construction Contract Contingency Construction Engineering & Inspection Estimate $43,360.00 6,504.00 4.986.40 Total Project Cost $54,850.40 The project funding summary is as follows: CIP No. 150293 150293 Fund Description FY05 - Concrete Section Repair FY06 - Concrete Section Repair Fund Amount $43,000 50,000 Available Total Project Funding J93,000 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 the adoption of the enclosed resolutions. Prepared by Bob Schiesl, Civil Engineer Jon Dienst, Civil Engineer cc: Dawn Lang, Budget Director Don Vogt, Public Works Director John Klostermann, Operations & Maintenance Supervisor Dan Brown, Fire Chief Kim Wadding, Police Chief RESOLUTION NO. 253-05 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 Grandview Avenue Concrete Section Repair Project in the estimated amount of $54,850.40 are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this 6th day of June ,2005. Joyce E. Connors, Mayor Pro- Tem Attest: Karen M. Chesterman, Deputy City Clerk RESOLUTION NO. 254-05 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 Grandview Avenue Concrete Section Repair 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 5th day of July, 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 6th day of June ,2005. Joyce E. Connors, Mayor Pro-Tem Attest: Karen M. Chesterman, Deputy City Clerk RESOLUTION NO. 255-05 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Grandview Avenue Concrete Section Repair 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 23rd day of June, 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 5th day of July, 2005. Passed, adopted and approved this 6tb day of June ,2005. Joyce E. Connors, Mayor Pro-Tern Attest: Karen M. Chesterman, Deputy 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 Grandview Avenue Concrete Section Repair 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 Grandview Avenue Concrete Section Repair Project, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the 5th day of July, 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 1st day of June, 2005, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Grandview Avenue Concrete Section Repair 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 GRANDVIEW AVENUE CONCRETE SECTION REPAIR 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 23rd day of June, 2005, for the Grandview Avenue Concrete Section Repair Project. Proiect Description: Replacement of approximately 11 deficient concrete panels on Grandview Avenue from West Third Street to US Highway 20. 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 24th day of August, 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 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 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 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 23rd day of June, 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 5th day of July, 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 day of , 2005. Jeanne F. Schneider, CMC, City Clerk CONSTRUCTION SCHEDULE AND UQUIDA TED 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 August 24,2005. 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.