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Well Field Electrical Upgrades TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Authorize Public Bidding for the Well Field Electrical Upgrades Project CIP #740-2310, Fund Balance - $172,380 DATE: October 1, 2012 Water Department Manager Bob Green recommends initiation of the bidding process for the Well Field Electrical Upgrades Project, and further recommends that a public hearing be set for November 5, 2012, to give approval to the plans and specifications. I concur with the recommendation and respectfully request Mayor and City Council approval. /7AAh kt1&1 Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Bob Green, Water Department Manager THE CITY OF Dui Masterpiece on the Mississippi Dubuque had All-America City ' 11' 2007 TO: Michael C. Van Milligen, City Manager FROM: Bob Green, Water Department Manager DATE: October 1, 2012 SUBJECT: Authorize public bidding for the Well Field Electrical Upgrades Project CIP #740-2310 , Fund Balance - $172,380 INTRODUCTION The attached Resolutions authorize the bidding procedure for the Well Field Electrical Upgrades Project. BACKGROUND The conductors for the shallow well field were installed in 1956 and are 56 years old. The conductors for Well #6 were installed in 1935 and are 77 years old. The conductors for Well #7 were installed in 1939 and are 73 years old. All the conductors are buried and subject to moist ground conditions. The conductor insulation has deteriorated over the years. Recent resistivity tests on the conductors reveal that the insulation is decomposing. The capacity of the conductors is diminished and future safety and ability to conduct required amperage is at risk. The conductors are installed on a 2300 volt system and originate from the south end of the Eagle Point Water Plant building. They can be powered either from the power company grid or the water plant standby generator set. Splice points exist at the water plant and AY. McDonald Park. The replacement of conductors will eliminate some of the splice points. Since electrical code installation requirements have changed with time, we will be utilizing directional drilling of casing piping. This method of installation does not require extensive digging and can be performed during winter months. The installation routes involve several construction obstacles or constraints. The route to the A.Y. McDonald Park parallels Hawthorne Street. The old cable reportedly lies beneath Hawthorne Street. New cable will be laid parallel and north of the paved surface. This route will avoid considerable paved roadway surface on Hawthorne Street and avoid the paved parking surface serving Riverside Bowl. The point of connection at the A.Y. McDonald Park junction station will involve some excavation but this will eliminate an existing splice and a junction manhole that presently has groundwater intrusion. The route to the Rhomberg site parallels the railroad tracks and the water plant building. The new conductor location will be to the west of the railroad tracks where room is available for boring pits and fewer existing utilities will be encountered. The conductor path would be sited along the green space between the tracks and Rhomberg and possible pass beneath Lincoln Avenue at the northerly end. The Shiras site conductor crosses the track heading west and then crosses Rhomberg to the alley between Rhomberg and Lincoln Avenue. The new conductors would follow this route down the alley to the well house. DISCUSSION The schedule forthe project is as follows: Initiate Public Bidding Process: October 15, 2012 Publish Notice to Bidders, Advertise for Bids: October 19, 2012 Notice of Public Hearing on Plans & Specifications: October 19, 2012 Public Hearing on Plans & Specifications: November 5, 2012 Receipt of Bid Proposals (Bid Letting): November 8, 2012 Award Construction Contract: November 19, 2012 Project Completion Date: March 31, 2013 RECOMMENDATION It is recommended that the City Council give preliminary approval to the specifications for the Well Field Electrical Upgrades Project, and to establish the date of November 5, 2012 for the public hearing on the specifications for this program and hereby authorize the City Clerk to advertise for bid proposals. PROJECT COST - BUDGET IMPACT The estimate of probable cost for the Well Field Electrical Upgrades is as follows: Estimated Construction Cost $173,700.00 Contingencies $ 17,370.00 Engineering Design & Inspection Fees $ 39,920.00 Total Estimated Project Cost $230,990.00 The project funding summary is as follows: CIP NO. 740 -2310 FUND DESCRIPTION Well Field Electrical Upgrades AMOUNT BUDGETED $193,610.00 BUDGET DEFICIT $ 37,380.00* *The price of copper has increased since the preliminary engineering study was performed. It is being recommended that this budget deficit be absorbed with the surplus funds currently in the following CIP: CIP NO. 740 -2310 FUND DESCRIPTION Electrical Usage Integrated Sustainability Monitoring CURRENT BALANCE $ 62,746 ACTION TO BE TAKEN The City Council is requested to establish the date of the Public Hearing on the specifications for this program and to authorize the City Clerk to advertise for proposal through the adoption of the enclosed Resolutions. Prepared by: cc: Jacqueline Rodriguez Jenny Larson, Budget Director Kevin Firnstahl, City Clerk Jacqueline Rodriguez, Water Plant Manager File RESOLUTION NO. 283 -12 WELL FIELD ELECTRICAL UPGRADES PROJECT PRELIMINARY APPROVAL OF THE SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON THE 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 specifications, form of contract and estimated cost for the construction cost for the project to replace the well field electrical conductors 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 5th day of November, 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 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 specifications, form of contract, or estimated cost of the Project. The Well Field Electrical Upgrades 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 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 10:00 a.m. on the 8th day of November, 2012. Bids shall be opened and read by the City Clerk at 10:00 a.m. and will be submitted to the City Council for final action at the public hearing at 6:30 p.m. on the 19th day of November, 2012, in the Historic Federal Building Council Chambers (Second Floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 15th day of October, 2012. Attest: Kevi irnstahl, City Cleft Roy D. Buo/ Mayor NOTICE OF PUBLIC HEARING ON THE SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE WELL FIELD ELECTRICAL UPGRADES PROJECT NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa will hold a public hearing on the proposed specifications, form of contract and estimated cost for the Well Field Electrical Upgrades Project, in accordance with the provisions of Chapter th 26, Code of Iowa, at 6:30 p.m., on the 5 day of November, 2012, in the Historic th Federal Building Council Chambers (Second Floor) 350 West 6 Street, Dubuque, Iowa. Said proposed 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: Provides the funding for the replacement power conductors and conduit serving the Shallow Well Field located in the A. Y. McDonald Park, deep well #6 on Rhomberg Avenue and deep well #7 on Shiras Avenue. 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. th Published by order of the City Council given on the 15 day of October, 2012. Roy D. Buol, Mayor Attest: Kevin Firnstahl, City Clerk 1t 10/19 NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT WELL FIELD ELECTRICAL UPGRADES PROJECT Time and Place for Filing Sealed Proposals. Sealed bids for the work comprising each improvement as stated below must be filed before 10:00 a.m. on November 8, 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 10:00 a.m. on November 8, 2012, at City Hall - Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on November 19, 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 March 31, 2013. 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. Copies of the plans and specifications may be obtained at Tri- State Blue Print & Framing, 696 Central Avenue, Dubuque, Iowa 52001. Telephone 563 - 556 -3030; facsimile: 563 - 556 -1525. No plan deposit is 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. The Eagle Point Water Plant Well Fields Electrical Upgrade 2012 project consists of directional boring of 3980 LF of 4" HDPE electrical conduit from the Eagle Point Water Plant to three of the City of Dubuque's well locations. The project also includes the installation of 60 LF of bored and jacked 16" steel casing across a Canadian Pacific Railway ROW, the furnishing and installation of PCC electrical pulling vaults and 2400 volt electrical conductors to supply power from the Eagle Point Water Plant to each of three well locations. The project will include crossing a U.S. Army Corps of Engineers levee.