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Curb Ramp Ph II - 2006 start project i5~~%duE ~ck~ MEMORANDUM January 3, 2006 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: 2006 Curb Ramp Installation - CDBG Project Phase II (CIP 2601236: ADA Curb Ramp Construction Project) City Engineer Gus Psihoyos recommends initiation of the bidding process for the 2006 Curb Ramp Installation - CDBG Project Phase II, and further recommends that a public hearing be set for February 20, 2006. I concur with the recommendation and respectfully request Mayor and City Council approval. /'1;1[/ C{~ JtdL Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer 5~~~E ~<k~ MEMORANDUM December 29, 2005 FROM: Michael C. Van Milligen, City Manager Gus Psihoyos, City Engineer -J2iQ TO: SUBJECT: 2006 Curb Ramp Installation - CDBG Project Phase II (CIP 2601236: ADA Curb Ramp Construction Project) INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the construction of curb ramps at various locations throughout the City in compliance with the American with Disabilities Act. BACKGROUND The Americans with Disabilities Act requires that curb ramps be installed at intersections in all areas of the City. This area is also part of the Housing Department's Washington Neighborhood Revitalization Area. The City has been installing ramps on all street resurfacing and reconstruction projects, as well as on all sidewalk inspection routes. DISCUSSION This project continues a systematic program for the installation of curb ramps throughout the City and consists of 12 ramps in the areas of Elm Street to Central Avenue and 15th Street to 22nd Street. The schedule for the project will be as follows: Advertisement for Bids Notice of Hearing on Plans & Specifications Receipt of Bids Public Hearing Award of Contract Completion January 20, 2006 February 10, 2006 February 2, 2006 February 20, 2006 February 20, 2006 July 1, 2006 RECOMMENDATION It is recommended that the City Clerk establish the date for the public hearing and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate for the project is as follows: Total Project Cost $24,161.00 2,416.10 3,986.57 $30.563.67 Construction Contract Contingency Engineering The proposed ramps for this phase of construction include areas needing small retaining walls, additional walk and curbing reconstruction, as well as possible switchbacks constructed with footings, walls and railings. The project will be funded through the Community Development Block Grant Funds for Fiscal Year 2006 that has a balance of $49,699.52. ACTION TO BE TAKEN The City Council is requested to establish the date for the public hearing and authorize the City Clerk to advertise for proposals through adoption of the enclosed resolutions. Prepared by Jane Smith cc: Jon Dienst, PE Aggie Tauke, Housing & Community Development CDBG CURB RAMP INSTALLATION PROJECT LOCATION RESOLUTION NO. 21-06 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 2006 Curb Ramp Installation - CDBG Project Phase II, in the estimated amount of $30,563.67 are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this 17th day of January, 2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 22-06 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 2006 Curb Ramp Installation - CDBG Project Phase II. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That a public hearing will be held on the 20th day of February, 2006, 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 17th day of January, 2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 23-06 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the 2006 Curb Ramp Installation - CDBG Project Phase II 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 2nd day of February, 2006. 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 20th day of February, 2006. Passed, adopted and approved this17th day of January, 2006. Roy D. Buol, 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 2006 Curb Ramp Installation - CDBG Project Phase II: Installation of 12 ramps in the areas of Elm Street to Central Avenue and 15th Street to 22nd Street. 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 2006 Curb Ramp Installation - CDBG Project Phase II, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the 20th day of February, 2006, 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 ,2006. day of Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE 2006 CURB RAMP INSTALLATION CDBG PROJECT PHASE II 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 2nd day of February, 2006, for the 2006 Curb Ramp Installation - CDBG Project Phase I!. Proiect Descri~tion: Installation of 12 ramps in the areas of Elm Street to Central Avenue and 15 h Street to 22nd Street. 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 July 1, 2006. 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 2nd day of February, 2006, 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 20th day of February, 2006. 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 , 2006. 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 July 1, 2006. For each calendar day that any work shall remain uncompleted beyond the completion schedule, $500.00 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.