Great River Rd Interpretive Signage
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MEMORANDUM
August 10,2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Great River Road Interpretive Signage Project
National Scenic Byways 2T-02-02-102
Iowa DOT Project No. SBIA-IA03 (2)--2T-OO and SBIA-IA04 (2)--2T-00
Sealed bids were received on the National Mississippi River Museum and Aquarium -
Great River Road Interpretive Signage Project on August 9,2005. The three bid
proposals received were non-compliant with the required bid proposal submittal
documents.
City Engineer Gus Psihoyos recommends rejection of all bid proposals received,
adoption of the plans and specifications, and requests City Council authorization to
re-bid the project.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic[;zAn~,,{JL
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
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MEMORANDUM
August 11, 2005
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer 0? C\
~~OI
SUBJECT: Great River Road Interpretive Signage Project
National Scenic Byways 2T-02-02-102
Iowa DOT Project No. SBIA-IA03 (2)--2T-00 and SBIA-IA04 (2)--2T-00
INTRODUCTION
The National Mississippi River Museum and Aquarium - Great River Road Interpretive
Signage Project public bidding process was initiated on July 18, 2005. Sealed bids
were received on the project on August 9, 2005. Three (3) bid proposals were received
by the City Clerk, all of which had some type of irregularities with the required bid
proposal submittal documents.
As a result of the non-compliant bid proposals received, I concur with the
recommendation of City staff, Corporation Council, the Iowa DOT and the Dubuque
County Historical Society and recommend the rejection of all bid proposals received and
that the public bidding procedure for the project be re-initiated.
The enclosed resolutions reject the three (3) bid proposals received and authorize the
re-initiation of the public bidding procedure for the Great River Road Interpretive
Signage Project.
BACKGROUND
The Great River Road Interpretive Signage Project will consist of the layout, fabrication
and the installation of eleven (11) 2-panel interpretive signs which will graphically
display the entire Great River Road corridor and the Iowa Interpretive Centers along
with forty-seven (47) 1-panel signs which will only show the Great River Road.
DISCUSSION
Since this is a State/Federal funded project, there are specific submittals and
documentation requirements for compliance with both State and Federal regulations.
The construction documents included supplemental instructional sheets and specific
guideline documents to assist and direct the bidders on what is required for submittal of
a bid proposal. Additionally, a pre-bid conference was held on August 2nd, which
allowed prospective bidders to ask questions and staff to further discuss what is
required for submittal of a bid proposal. Attendance by all prospective bidders was not
mandatory but was highly recommended. Of the three (3) bidders on the project, only
one (1) attended the pre-bid conference.
Due to the non-responsive and non-compliant bid proposals received for the three (3)
bid proposals received, additional clarification and "sample completed forms" will be
included in the construction documents, along with conducting a "mandatory" pre-bid
conference to instruct bidders to include the required submittals and documentation for
compliance with both State and Federal regulations.
PROJECT SCHEDULE
The revised schedule for the project is as follows:
Initiate Local Public Bidding Process
Advertisement for Bid Proposals
Pre-Bid Conference
Receipt of Bid Proposals
Award of Construction Contract
Preconstruction Conference
Project Completion Date
August15,2005
August 19, 2005
August 30,2005
September 8, 2005
September 19, 2005
September 26,2005
November 23, 2005
RECOMMENDATION
I recommend the adoption of the plans and specifications, that all bids be rejected and
that the City Council authorize the rebidding of the Great River Road Interpretive
Signage Project by the adoption of the enclosed resolution.
BUDGET IMPACT
Based upon input from signage contractors and the bid proposals received, the estimate
of probable cost has been revised for the Great River Road Interpretive Signage Project
and is summarized as follows:
Construction Contract
Contingency (10%)
"Revised"
Estimate
$25,000.00
2,500.00
Total Project Cost
$27,500.00
The project funding summary is as follows:
Fund Description
National Scenic Byways Grant, 2T -02-02-102
Mississippi River Parkway Commission Grant, SBIA-IA03 (2)--2T -00
Mississippi River Parkway Commission Grant, SPIA-IA04 (2)--2T-00
Dubuque County Historical Society (12%)
Fund Amount
12,500.00
$19,800.00
3,200.00
4,950.00
Total Project Funding
.$40.450.00
The projects will be funded with State/Federal grant funds ($35,500 or approx. 88%)
and the remaining match will be funded by the Dubuque County Historical Society
($4,950 or approx. 12%). The City is the sponsor of the grant but will not contribute
funds to the project.
ACTION TO BE TAKEN
The City Council is requested to adopt the plans and specifications, reject all bid
proposals received, authorize the re-initiation of the public bidding procedure and
authorize the City Clerk to advertise for bid proposals through the adoption of the
enclosed resolutions for the Great River Road Interpretive Signage Project.
Prepared by Robert Schiesl, P.E., Civil Engineer
cc: Dawn Lang, Budget Director
Laura Carstens, Planning Services Manager
Jerry Enzler, Mississippi River Museum
Trish McDonald, Mississippi River Museum
Roger R. Walton, P.E., Local Systems Engineer, IDOT
RESOLUTION NO. 386-05
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the 18th day of July, 2005, plans, specifications, form of contract
and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Great River
Road Interpretive Signage 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 15th day of August ,2005.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 387-05
REJECTING ALL BIDS RECEIVED FOR THE GREAT RIVER ROAD
INTERPRETIVE SIGNAGE PROJECT AND RE-ORDERING BIDS FOR
THE PROJECT
Whereas, sealed bid proposals have been submitted by contractors for the
Great River Road Interpretive Signage Project (the project) pursuant to
Resolution No. 335-05 and notice to bidders published in a newspaper published
in the City of Dubuque, Iowa on the 22nd day of July, 2005.
Whereas, said sealed proposals were opened and read on the 9th day of
August, 2005; and
Whereas, the City Council has deemed it advisable to reject all bids and to
re-bid the Project.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
Section 1. That the bids for the above Project be rejected and the
Manager is authorized and instructed to return the bid deposits of all the bidders.
Section 2. That the City Clerk is hereby directed to re-advertise for bids
for the Project, 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 8th day of
September, 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 the City Council meeting on
the 19th day of September, 2005.
Passed, approved and adopted this 15th day of August, ,2005.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
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MEMORANDUM
July 13, 2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Great River Road Interpretive Signage Project
National Scenic Byways 2T-02-02-102
Iowa DOT Project No. SBIA-IA03 (2)--2T-00 and SBIA-IA04 (2)-2T-00
City Engineer Gus Psihoyos recommends initiation of the bidding process for the
National Mississippi River Museum and Aquarium - Great River Road Interpretive
Signage Project, and further recommends that a public hearing be set for August 15,
2005.
The Dubuque County Historical Society (DCHS) and the City, as the local sponsor for
the Great River Road Interpretive Signage Project, secured a National Scenic Byways
Program grant in the amount of $12,500 through the Federal Highway Administration.
The DCHS received an additional two grants from the Mississippi River Parkway
Commission in the amount of $23,000, which was awarded through the Iowa
Department of Transportation. The City is the sponsor of the grant, but will not
contribute funds to the project.
Through discussions with the Iowa DOT, DCHS and City staff, it was determined that
the project would be more efficiently managed and would have more local vendor and
supplier participation if the project could be bid locally through the City of Dubuque.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
1ft! ~j}zJL
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
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MEMORANDUM
July 13, 2005
FROM:
Michael C. Van Milligen, City Man~YJ
Gus Psihoyos, City Engineer ~
TO:
SUBJECT: Great River Road Interpretive Signage Project
National Scenic Byways 2T -02-02-102
Iowa DOT Project No. SBIA-IA03 (2)--2T-00 and SBIA-IA04 (2)--2T-00
INTRODUCTION
The enclosed resolutions authorize the public bidding procedure for the National
Mississippi River Museum and Aquarium - Great River Road Interpretive Signage
Project.
BACKGROUND
The Dubuque County Historical Society (DCHS) and the City as the local sponsor
secured a National Scenic Byways Program grant in the amount of $12,500 awarded by
the Federal Highway Administration (FHW A). The DCHS received an additional two (2)
grants from the Mississippi River Parkway Commission in the amount of $23,000, which
was awarded through the Iowa Department of Transportation (Iowa DOT) for the Great
River Road Interpretive Signage Project.
The Great River Road Interpretive Signage Project will consist of the design, fabrication
and the installation of eleven (11) 2-panel interpretive signs which will graphically
display the entire Great River Road corridor and the Iowa Interpretive Centers along
with forty-seven (47) 1-panel signs which will only show the Great River Road.
Attached for your review is a graphic rendition of what the Great River Road Interpretive
Signs are anticipated to look like.
DISCUSSION
Through discussions with the Iowa DOT, DCHS and City staff, it was determined that
the project would be more efficiently managed and would have more local vendor and
supplier participation if the project could be bid locally through the City of Dubuque. The
Iowa DOT will allow local bidding of the Great River Road Interpretive Signage project
because the estimate of probable cost for the project is less than $100,000.
PROJECT SCHEDULE
Since this is a State/Federal funded project, the City is required to submit a request to
the State for concurrence and authorization to proceed. The City has submitted a final
draft of the signage plans, specifications and estimate of probable cost for Iowa DOT
approval.
The schedule for the project is as follows:
Initiate local Public Bidding Process
Advertisement for Bid Proposals
Pre-Bid Conference
Notice of Public Hearing on Plans & Specifications
Receipt of Bid Proposals
Public Hearing on Plans & Specifications
Award of Construction Contract
Preconstruction Conference
Project Completion Date
RECOMMENDATION
July 18, 2005
July 22, 2005
August 2, 2005
August 5, 2005
August 9,2005
August 15,2005
August 15,2005
August 19,2005
October 10, 2005
I would recommend that the City Council establish the date for the public hearing, and
authorize the City Clerk to advertise for proposals.
BUDGET IMPACT
The estimate of probable cost for the Great River Road Interpretive Signage Project is
summarized as follows:
Construction Contract
Contingency (10%)
Total Project Cost
The project funding summary is as follows:
Estimate
$15,936.00
1 ,593.00
$17.529.00
Fund Description
National Scenic Byways Grant, 2T -02-02-102
Mississippi River Parkway Commission Grant, SBIA-IA03 (2)--2T-00
Mississippi River Parkway Commission Grant, SPIA-IA04 (2)--2T-00
Dubuque County Historical Society (12%)
Fund Amount
12,500.00
$19,800.00
3,200.00
4,950.00
Total Project Funding
$40.450.00
The projects will be funded with State/Federal grant funds ($35,500 or approx. 88%)
and the remaining match will be funded by the Dubuque County Historical Society
($4,950 or approx. 12%). The City is the sponsor of the grant but will not contribute
funds to the project.
ACTION TO BE TAKEN
The City Council is requested to establish the date for the public hearing and to
authorize the City Clerk to advertise for proposals through adoption of the enclosed
resolutions for the Great River Road Interpretive Signage Project.
Prepared by Robert Schiesl, P.E., Civil Engineer
cc: Dawn Lang, Budget Director
Laura Carstens, Planning Services Manager
Jerry Enzler, Mississippi River Museum
Trish McDonald, Mississippi River Museum
Roger R. Walton, P.E., Local Systems Engineer, lOOT
RESOLUTION NO.
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 Great River Road Interpretive Signage Project in the estimated amount of
$17,529.00 are hereby approved and ordered filed in the office of the City Clerk for
public inspection.
Passed, adopted and approved this
day of
,2005.
Terrance M. Duggan, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO.
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 Great River Road
Interpretive Signage 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 15th day of August, 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
day of
,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 Great River Road Interpretive Signage 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 Great River Road Interpretive Signage Project, in accordance with the
provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the 15th day of August,
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 18th day of July, 2005, plans, specifications, form of contract
and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Great River
Road Interpretive Signage 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
RESOLUTION NO.
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
That the Great River Road Interpretive Signage 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 9th day
of August, 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 15th day of August, 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
NATIONAL MISSISSIPPI RIVER MUSEUM AND AQUARIUM
GREAT RIVER ROAD INTERPRETIVE SIGNAGE 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
8th day of September, 2005, for the Great River Road Interpretive Signage Project.
A Pre-Bid Conference will be held at 11 :00 A.M. on August 30th, 2005, at
the City of Dubuque, City Hall, Conference Room B, Second Floor, 13th and
Central, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory
but highly recommended.
Proiect Description: The Great River Road Interpretive Signage Project
will consist of the design, fabrication and the installation of eleven (11) 2-panel
interpretive signs which will graphically display the entire Great River Road
corridor and the Iowa Interpretive Centers along with forty-seven (47) 1-panel
signs which will only show the Great River Road.
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 23rd day
of November, 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 8th day of September, 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 19th day of September, 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 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 November 23, 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.