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North Grandview Estates Sewer Water Project_Initiate Dl:;~~E ~~~ MEMORANDUM August 27, 2005 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: North Grandview Estates - Sanitary Sewer & Water Main Project (CIP 7101350 - Sewer Extensions, New Development) (CIP: 7401398 - Water Internal Main, New Developments Revolving Loan Fund) City Engineer Gus Psihoyos recommends initiation of the bidding process for the North Grandview Estates - Sanitary Sewer & Water Main Project, and further recommends that a public hearing be set for October 3,2005. The developer has requested that the City's financial assistance for this project be increased from a maximum of $50,000 to a maximum of $70,000 for water utilities. Funds are available and it is recommended that the request be approved. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer 1--. ) 1-, i \.~i Dl:;~~E ~~~ MEMORANDUM August 30,2005 TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer SUBJECT: North Grandview Estates - Sanitary Sewer & Water Main Project (CIP: 7101350 - Sewer Extensions, New Development) (CIP: 7401398 - Water Internal Main, New Developments Revolving Loan Fund) INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the North Grandview Estates - Sanitary Sewer & Water Main Project. BACKGROUND The North Grandview Estates Subdivision, a development partnership between Richard Henkel and Sandra Williams, is an 11-acre site at Grandview and 32nd Streets. Along with the two existing homes, 35 affordable single-family homes will be constructed in this development, with two lots reserved for on-site stormwater retention. DISCUSSION As part of the Agreement between the City of Dubuque, Iowa, and North Grandview Estates, LLC, the City has agreed to extend the 8-inch sanitary sewer approximately 1,900 lineal feet and the 8-inch water main of approximately 1,100 lineal feet with services and appurtenances throughout this development. The connection fees and/or assessments will be waived, but the water main tap fee will be paid prior to construction by the developer. In addition, the developers have requested the City's support to increase funding for water utilities from $50,000 to $70,000 on this project. Funds are available to support this request with your approval. The project will be bid-let in such a manner that it can be awarded as two separate contracts for this project. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Local Public Bidding Process Notice of Public Hearing Receipt of Bid Proposals Public Hearing Award of Contract Project Completion Date September 9, 2005 September 23, 2005 September 22,2005 October 3,2005 October 3, 2005 December 2,2005 RECOMMENDATION 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 North Grandview Estates - Sanitary Sewer & Water Main Project is summarized as follows: Sanitary Sewer Water Main Total Project Cost $114,420.00 11,442.00 $125,862.00 $68,560.00 1,440.00 $70,000.00 Construction Contract Contingency (10%) The project will be funded through CIP: 7101350 - Sewer Extensions, New Development and CIP: 7401398 - Water Internal Main, New Developments Revolving Loan Fund. 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 North Grandview Estates - Sanitary Sewer & Water Main Project. Prepared by Todd Irwin, Engineering Assistant cc: Buesing & Associates, Inc. Dawn Lang, Budget Director Laura Carstens, Planning Services Manager Bob Green, Water Plant Manager Todd Irwin, Engineering Assistant Au~ 30 05 04:09p Ea~le Point Water Plant 563-589-4297 p. 1 North Grandview Estates LLC 1810 Central Avenue . Dubuque IA 52001 July 19, 2005 Mr. Michael Van Milligan City Manager City of Dubuque 50 W. 13th Street Dubuque, IA 52001-4845 Re: Request of Financial Assistance for Utility Installation (water main) Dear Mr. Van Milligan: We are writing regarding land purchased at North Grandview & West 3~ Street (tenner Dix Estate). Our project consists of37 lots with 80 percent aftordable housing. The proposed homes will consist of 3 bedrooms and double car garages. The price range for these homes wiH start at $115,000 to $130,000 today's market. The costs associated with the proposed development are substantial. We have req~'ted the City of Dubuque's help so that we can make it possible for filmily's ofmedimn income to atlord homes that 'will allow them to grow and prosper. Your assistance would be greatly appreciated on the following: We \\-'ere originally allotted a cap of$50~ 000.00 for the \\'ater main work to be done.. Per our meeting with Bob Green held July 19,2005, we were informed that additional monies may be available for this portion ofthe project. Therefore, we would like to req~'1 additional foods for the completion of the water work which our engineer estimates to be in the range of $70,000.00. We Wlderstand that this additional assistance may be available via this new fiscal year's budget. We are available to discuss this proposal at your convenience and look forward to your input. Thank you for your consideration. Sincerely, Richard A Henkel Sandra L WiUiams . RESOLUTION NO. 413-05 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 North Grandview Estates - Sanitary Sewer & Water Main Project in the estimated amounts of $125,862.00 for sanitary sewer and $70,000.00 for water main are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this 6th day of September ,2005. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk " RESOLUTION NO. 414-05 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 North Grandview Estates - Sanitary Sewer & Water Main 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 3rd day of October, 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 September, 2005. :Terrance M. Duggan, Mayor Attest: Jeanne, F. Schneider, CMC, City Clerk RESOLUTION NO. 415-05 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the North Grandview Estates - Sanitary Sewer & Water Main 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 22nd 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 6:30 p.m. on the 3rd day of October, 2005. Passed, approvedc and adopted this 6th day of September, 2005. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTICE OF HEARING ON PLANS AND SPECIFICATIONS Notice of public hearing on the proposed plans and specifications, proposed form of contract and estimate of probable cost for the North Grandview Estates - Sanitary Sewer & Water Main Project. The project shall extend the 8-inch sanitary sewer approximately 1,900 lineal feet and the 8-inch water main approximately 1,100 lineal feet with services and appurtenances throughout the development. 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 North Grandview Estates - Sanitary Sewer & Water Main Project in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the 3rd day of October, 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 31st day of August, 2005, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the North Grandview Estates - Sanitary Sewer & Water Main 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 NORTH GRANDVIEW ESTATES SANITARY SEWER & WATER MAIN 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 22nd day of September, 2005, for the North Grandview Estates Sanitary Sewer & Water Main Project. Proiect Description: The North Grandview Estates Sanitary Sewer & Water Main Project will extend the 8-inch sanitary sewer approximately 1,900 lineal feet and the 8-inch water main approximately 1,100 lineal feet with services and appurtenances throughout the development. Copies of the construction documents may be obtained in the City Engineer's office at the City Hall. No plan deposit is required. Any questions or comments on the plan and specifications are to be directed to Buesing & Associates, Inc. 1212 Locust Street, Dubuque, IA 52001, (563) 556-4389/telephone, (563) 556-6717/facsimile. The City reserves the right to award two separate contracts for this project-one for the lowest responsible bidder for the sanitary sewer portion and one for the lowest responsible bidder for the water main portion of the project. 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 December 2,2005. 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 22nd 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 3rd day of October, 2005. A contractls 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 December 2, 2005. For each calendar day that any work shall remain uncompleted beyond the completion schedule, $500.00 per calendar day for the water main and $500.00 per calendar day for the sanitary sewer 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.