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North End Trail Light Project_InitiationPreparer: Marie L. Ware Address: 2200 Bunker Hill Rd Phone: (563) 589 -4263 RESOLUTION NO. 165 -12 NORTH END TRAIL LIGHTING PROJECT 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; AND ORDERING THE ADVERTISEMENT FOR BIDS 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 North End Trail Lighting Project, in the estimated amount $145,000, 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 2nd day of July, 2012, at 6:30 p.m. in the Council Chambers, second floor of the Historic Federal Building, 350 West 6th Street, Dubuque, Iowa, 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 less 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. The North End Trail Lighting Project, is hereby ordered to be advertised for bids for construction. 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. The City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, by publishing the attached Notice to Bidders to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not less than four but not more than forty -five days before the date for filing bids before 4:00 p.m. on the 5th day of July, 2012. Bids shall be opened and read by the City Clerk at said time and will be submitted to the City Council for final action at 6:30 p.m. on the 16th day of July, 2012, in Council Chambers, second floor of the Historic Federal Building, 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 18thday of June , 2012. Attest: Ke , in S. Firnsta I, City Clerk PK D Roy D. Buol, Mayor Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: North End Trail Lighting Project, CIP #350 -1129 DATE: June 14, 2012 Dubuque bierd All-America City 1 2007 Leisure Services Manager Marie Ware recommends initiation of the bidding process for the North End Trail Lighting Project, and further recommends that a public hearing be set for July 2, 2012. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Marie L. Ware, Leisure Services Manager Masterpiece on the Mississippi TO Michael C Van Milligen, City Manager FROM Marie L Ware, Leisure Services Manager DATE June 8, 2012 SUBJECT North End Trail Lighting Project, CIP #350 -1129 Dubuque All- America City 11 1111 2007 INTRODUCTION The purpose of this memorandum is to request that the City Council adopt the attached resolution initiating the bidding process for the North End Trail Lighting Project DISCUSSION The FY 2012 CIP budget contains $167,000 as a total project cost to light the North End Trail from 24th Street to 32nd Street The schedule forthe project is as follows City Council initiate bidding process June 18, 2012 Advertisement for bids June 22, 2012 Notice of public hearing on plans & specs June 22, 2012 Receipt of bids July 5, 2012, 4 00 p m Public hearing to approve plans & specs July 2, 2012 Award contract July 16, 2012 Project completion date October 31, 2012 ACTION TO BE TAKEN The action requested is that the City Council adopt the attached resolution initiating the bidding process, establishing a date of public hearing on the plans and specifications, and to authorize the City Clerk to advertise for bids Prepared by MLW et Preparer Marie L Ware Address 2200 Bunker Hill Rd Phone (563) 589 -4263 RESOLUTION NO. NORTH END TRAIL LIGHTING PROJECT 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; AND ORDERING THE ADVERTISEMENT FOR BIDS 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 North End Trail Lighting Project, in the estimated amount $145,000, 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 2nd day of July, 2012, at 6:30 p.m. in the Council Chambers, second floor of the Historic Federal Building, 350 West 6th Street, Dubuque, Iowa, 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 less 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. The North End Trail Lighting Project, is hereby ordered to be advertised for bids for construction. 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. The City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, by publishing the attached Notice to Bidders to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not less than four but not more than forty -five days before the date for filing bids before 4:00 p.m. on the 5th day of July, 2012. Bids shall be opened and read by the City Clerk at said time and will be submitted to the City Council for final action at 6:30 p.m. on the 16th day of July, 2012, in Council Chambers, second floor of the Historic Federal Building, 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this day of 2012. Roy D. Buol, Mayor Attest: Kevin S. Firnstahl, City Clerk PK NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE NORTH END TRAIL LIGHTING 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 North End Trail Lighting Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 22nd 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: Lighting of North End Trail: This project consists of providing pedestrian lighting for the North End Neighborhood off street portion of the Trail. The trail begins at 24th and extends to 32nd Street. 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. 2012. Published by order of the City Council given on the day of Kevin S. Firnstahl, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT NORTH END TRAIL LIGHTING PROJECT Time and Place for Filing Sealed Proposals. Sealed bids for the work comprising each improvement as stated below must be filed before 4:00 p.m. on July 5, 2012, in the Office of the City Clerk, City Hall - First Floor, 50 West 13th Street, Dubuque, Iowa. Time and Place Sealed Proposals Will be Opened and Considered. Sealed proposals will be opened and bids tabulated at 4:00 p.m. on July 5, 2012, at City Hall - Conference Room B, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on July 16, 2012. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time for Commencement and Completion of Work. Work on each improvement shall be commenced within 10 days after the Notice to Proceed has been issued and shall be fully completed by October 31, 2012. Bid Security. Each bidder shall accompany its bid with a bid security as security that the successful bidder will enter into a contract for the work bid upon and will furnish after the award of contract a corporate surety bond, acceptable to the governmental entity, for the faithful performance of the contract, in an amount equal to one hundred percent of the amount of the contract. The bid security shall be in the amount of ten percent (10 %) of the amount of the contract and shall be in the form of a cashier's check or certified check drawn on a state - chartered or federally chartered bank, or a certified share draft drawn on a state - chartered or federally chartered credit union, or the governmental entity may provide for a bidder's bond with corporate surety satisfactory to the governmental entity. The bid bond shall contain no conditions excepted as provided in this section. Contract Documents. Construction documents may be obtained at IIW Engineers & Surveyors, PC, 4155 Pennsylvania Avenue, Dubuque, IA 52002, 563 - 556 -2464. No plan deposit will be required. Preference for Iowa Products and Labor. By virtue of statutory authority, preference will be given to products and provisions grown and coal produced within the State of Iowa, and to Iowa domestic labor, to the extent lawfully required under Iowa statutes. Sales Tax. The bidder should not include sales tax in its bid. A sales tax exemption certificate will be available for all material purchased for incorporation in the project. General Nature of Public Improvement. North End Trial Lighting Project, CIP: 350 -1129 This project consists of providing pedestrian lighting for the North End Neighborhood off street portion of the Trail. The trail begins at 24th and extends to 32nd Street. Published in the Telegraph Herald, June 22, 2012.