Loras Parkway_Set for Public HearingMasterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Loras Parkway Project
Loras Parkway PCC Pavement - Grade and Replace
Iowa DOT Project No. TCSP- PA27(003)- -9S -31
DATE: May 17, 2012
Dubuque
bierd
All- America City
1
2007
Assistant City Engineer Robert Schiesl is recommending that a public hearing be set for
June 4, 2012, to consider the plans and specifications, form of contract, and estimated
cost of the Loras Parkway Project.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM:sv
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Kelley Deutmeyer, Executive Director, ECIA
Jim Collins, Loras College President
Gus Psihoyos, City Engineer
Robert Schiesl, Assistant City Engineer
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
Gus Psihoyos, City Engineer
FROM: Robert Schiesl, Assistant City Engineer
SUBJECT: Loras Parkway Project
Loras Parkway PCC Pavement — Grade and Replace
Iowa DOT Project No. TCSP- PA27(003)- -9S -31
DATE: May 16, 2012
Dubuque
kraal
All- America City
'III
2007
INTRODUCTION
The purpose of this memorandum is to provide the City Council with information related to
the Loras Parkway Project and request that a date for the public hearing be established to
approve the plans and specifications, form of contract, and estimated cost of the project.
BACKGROUND
In August 2010, Loras College purchased a portion of Cox Street from the City of
Dubuque. Subsequent to acquiring Cox Street, Loras College was awarded a Federal
Highway Administration (FHWA) Transportation and Community and System Preservation
Grant in the amount of $489,150.00 for the reconstruction of Cox Street, or what is now
referred to as Loras Parkway. Although the FHWA grant was awarded to Loras College,
federal regulations require that the funding be channeled and administered through a local
governmental entity. As a result, East Central Intergovernmental Association (ECIA) has
agreed to partner with Loras College and will assume the role as the Local Public Agency
(LPA) for the administration of the federal grant.
DISCUSSION
The Loras Parkway Project was bid on April 17, 2012 through the Iowa Department of
Transportation (Iowa DOT) in Ames. Following the receipt of bids and the processing of
contract documents, the Iowa DOT discovered that the project was inadvertently setup
with the City of Dubuque as the contracting authority through the entire bidding process.
Following this discovery, both the Iowa DOT and the FHWA reviewed the federal
regulations and have made the determination that the contracting authority cannot be
changed at this point in the public bidding process.
Based on discussions with the Iowa DOT Office of Contracts, the following options are
available;
• Reject all bids and rebid the project.
Rebidding is not a good option because the intent of the April bid letting was to enable
construction work to begin after spring classes were concluded and to have the
majority of the project completed prior to fall classes beginning. Rebidding the project
in June would not allow construction to begin until late July.
• The City could award the improvement contract.
The City would initially assume the responsibility of the contracting authority and
award the improvement contract for the construction of the Loras College Parkway
Project. Following the contract approval, the City could then issue a change order
which would then transfer the contracting authority jurisdiction to ECIA.
PROJECT SCHEDULE
The project development schedule for the Loras Parkway Project is as follows:
Initiate Public Bidding Process
Publish Notice to Bidders, Advertise for Bids
Receipt of Bid Proposals
Public Hearing on Plans & Specifications
Award of Construction Contract
Project Completion Date
March 21, 2012
March 21, 2012
April 17, 2012
June 4, 2012
June 4, 2012
55 Working Days
PROJECT COST
The City will initially be the contracting authority for the grant but will not contribute funds to
the project. All eligible project costs will be paid by the federal grant ($489,150.00
maximum amount) and Loras College. The estimate of probable cost for the Loras
Parkway Project is summarized as follows:
Description Estimate
Construction Contract $ 508,562.00
Contingency 15,256.86
Engineering Design 29,848.00
Contract Administration / Construction Engineering 97,818.00
Total Project Cost $ 651,484.86
The project funding summary is as follows:
Funding Source Amount
Federal Grant Funding (80 %) $ 489,150.00
Loras College - Local Funding (20 %) 162,334.86
Total Project Funding $ 651,484.86
RECOMMENDATION
Based on the cooperative discussions with the Iowa DOT, Loras staff and ECIA, city staff
anticipates making a recommendation to City Council to assume the responsibility of the
contracting authority and award the improvement contract for the construction of the Loras
College Parkway Project.
It is recommended that the City Council establish the date of the public hearing to approve
the plans and specifications, form or contract, and estimated cost of the project.
Following the public hearing and adoption of the resolution, it is anticipated that the
contract will be awarded to the successful bidder.
ACTION TO BE TAKEN
The City Council is requested to establish the date of June 4, 2012 for the public hearing
for the Loras Parkway Project (Iowa DOT Project No. TCSP- PA27(003)-- 9S -31) through
the adoption of the enclosed resolution.
Prepared by Robert Schiesl, Assistant City Engineer
cc: Jim Collins, Loras College
Valorie Woerdehoff, Loras College
John.McDermott, Loras College
Roger Bierbaum, Iowa DOT
Edward.Kasper, Iowa DOT
Jennifer.Kolacia, Iowa DOT
Ravada, Chandra, ECIA
Julie Neebel, IIW Engineers
RESOLUTION NO. 132 -12
LORAS PARKWAY PROJECT
IOWA DOT PROJECT NO. TCSP- PA27(003)- -9S -31
PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT,
AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON PLANS,
SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
The proposed plans, specifications, form of contract and estimated cost for the
Loras Parkway Project, in the estimated amount $651,484.86, are hereby preliminarily
approved and ordered filed in the office of the City Clerk for public inspection.
A public hearing will be held on the 4th day of June, 2012, at 6:30 p.m. in the
Historic Federal Building Council Chambers at which time interested persons may
appear . and be heard for or against the proposed plans and specifications, form of
contract and estimated cost of said Project, and the City Clerk be and is hereby directed
to cause the attached notice of the 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 published not Tess than four days nor more than twenty days prior to the date of such
hearing. At the hearing, any interested person may appear and file objections to the
proposed plans, specifications, form of contract, or estimated cost of the Project.
Passed, adopted and approved this 21st day of Ma 2012.
Attest:
Jj241L �o -
Trish L. Gleason, Assistant City Clerk
Roy D. Buol, Mayor
NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF
CONTRACT, AND ESTIMATED COST FOR THE
LORAS PARKWAY PROJECT
NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa will
hold a public hearing on the proposed plans, specifications, form of contract and
estimated cost for the Loras Parkway Project, in accordance with the provisions of
Chapter 26, Code of Iowa, at 6:30 p.m., on the 4th day of June, 2012, in the Historic
Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa.
Said proposed plans, specifications, form of contract and estimated cost are now on file
in the office of the City Clerk. At said hearing any interested person may appear and file
objections thereto.
The scope of the Project is as follows:
Complete roadway removal and replacement along with sidewalk, pedestrian
streetscape and landscaping improvement.
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 2012.
Trish L. Gleason, Assistant City Clerk