Asbury Tank Reconditioning Project_InitiateTHE CITY OF
Dui
Masterpiece on the Mississippi
Dubuque
kital
All- America City
II 111!
2012
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Authorize Public Bidding for the Asbury Tank Reconditioning Project CIP
#740 -2204, Fund Balance - $592,826
DATE: January 14, 2013
Water Department Manager Bob Green recommends initiation of the bidding process
for the Asbury Tank Reconditioning Project, and further recommends that a public
hearing be set for February 4, 2013.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
btitt44 kr,„709,,,
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
Masterpiece on the Mississippi
TO:
FROM:
SUBJECT:
DATE:
Dubuque
ktratd
All - America City
'1 111!
2012
Michael C. Van Milligen, City Manager
Bob Green, Water Department Manager
Authorize public bidding for the Asbury Tank Reconditioning Project CIP
#740 -2204, Fund Balance - $592,826
January 4, 2013
INTRODUCTION
The attached Resolutions authorize the bidding procedure for the Asbury Tank
Reconditioning Project.
DISCUSSION
This project includes structural repairs, cleaning, sandblasting and painting of the
interior and exterior surfaces of the Asbury standpipe located at 3040 Asbury Road.
PROJECT SCHEDULE
The schedule for the project is as follows:
Initiate Public Bidding Process
Publish Notice to Bidders, Advertise for Bids
Notice of Public Hearing Notice on Plans & Specifications
Public Hearing on Plans & Specifications
Receipt of Bid Proposals (Bid Letting)
Award Construction Contract
Project Completion Date
January 22, 2013
January 25, 2013
January 25, 2013
February 4, 2013
February 11, 2013
February 18, 2013
July 1,2013
RECOMMENDATION
It is recommended that the City Council give preliminary approval to the specifications
for the Asbury Tank Reconditioning Project, and to establish the date of January 22,
2013 for the public hearing on the specifications for this project and hereby authorize
the City Clerk to advertise for bid proposals.
BUDGET IMPACT
The estimate of probable cost for the Asbury Tank Reconditioning Project is as follows:
The project
Estimated Construction Cost $ 759,100.00
Contingency (5 %) $ 38,000.00
Engineering Design & Inspection Fees $ 54,620.00
Total Estimated Project Cost $ 851,720.00
funding summary is as follows:
CIP NO. FUND DESCRIPTION FUND AMOUNT BUDGETED
740 -2204 Asbury Tank Reconditioning Project $ 677,029.00
BUDGET DEFICIT
$ 174,691.00*
*The price of paint and construction services 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 -2261
FUND DESCRIPTION CURRENT BALANCE
Ramp Utility Relocation $ 430,209.59
HISTORY
CIP 740 -2261 Ramp Utility Relocation
These funds were originally allocated to support infrastructure improvements to the
city's water distribution system along Central Ave. as part of the new 9th Street Parking
Ramp Project and later as part of the Historic Millwork District Project. Over time, as
these projects were better defined and were constructed resulted in some of the
identified funds were not being utilized.
FY13 monies budgeted in this account were $631,861. To date, these monies have
supported a 12 inch water main extension along 5th Street to Ice Harbor Drive located
within the Port of Dubuque at an estimated cost of $200,000. These funds will also
support the proposed 8 inch water main extension along Elm Street from 9th to 11th
Street (Intermodal Parking Ramp Project) at an estimated cost of $50,000.
At this time, there is an estimated fund balance in this account in the amount of
$430,209.59. In review of this CIP and its proposed future activities, there will be a
surplus fund balance in the estimated amount of $350,209.59. We are requesting that
part of the surplus be approved to support the projected increase cost to Asbury Tank
Reconditioning Project. The total cost increase will be determined when the proposals
are received.
ACTION TO BE TAKEN
The City Council is requested to establish the date of the Public Hearing on the
specifications for this project and to authorize the City Clerk to advertise for proposal
through the adoption of the enclosed Resolutions.
Attachments
cc: Jenny Larson, Budget Director
Kevin Firnstahl, City Clerk
Jacqueline Rodriguez, Water Plant Manager
File
RESOLUTION NO. 21 -13
ASBURY TANK RECONDITIONING 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 plans, specifications, form of contract and estimated cost for the
construction cost for the project to recondition the Asbury tank 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 February, 2013, 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 Asbury Tank Reconditioning 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-11th day of February, 2013. 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 18th day of February, 2013, in the
Historic Federal Building Council Chambers (Second Floor), 350 West 6th Street,
Dubuque, Iowa.
Passed, adopted and approved this 22nd day of January, 2013.
Attest:
Kevir Firnstahl, C.ty
Roy -D. BI, Mayor
CITY OF DUBUQUE
OFFICIAL NOTICE
NOTICE OF A PUBLIC HEARING OF THE CITY COUNCIL OF DUBUQUE, IOWA, ON
THE SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED
THE MATTER OF
COST FOR THE ASBURY TANK RECONDITIONINGPROJECT
NOTICE IS HEREBY GIVEN that 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 Asbury Tank Reconditioning Project, in accordance with the provisions of Chapter
th
26, Code of Iowa, at 6:30 p.m., on the 4 day of February, 2013, in the Historic Federal
th
Building Council Chambers (Second Floor) 350 West 6 Street, Dubuque, Iowa. The
scope of the Project is as follows:
Provides for the structural repairs, cleaning, sandblasting and painting of the interior and
exterior surfaces of the Asbury standpipe located at 3040 Asbury Road.
Copies of supporting documents for the public hearing are on file in the City Clerk’s
Office and may be viewed during normal working hours.
Written comments regarding the above public hearing may be submitted to the City
Clerk’s Office on or before said time of public hearing. 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.
nd
Published by order of the City Council given on the 22 day of January, 2013.
Kevin Firnstahl, City Clerk
1t 1/25
NOTICE TO BIDDERS
CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT
ASBURY STANDPIPE RECONDITIONING PROJECT
Time and Place for Filing Sealed Proposals. Sealed bids for the work comprising
each improvement as stated below must be filed before 2:00 p.m. on the 11th day of
FEBRUARY, 2013, in the Office of the City Clerk, City Hall - First Floor, 50 West 13th
Street, Dubuque, Iowa.
Public Hearing on the Plans, Specification and Form of Contract. The City Council
of the CITY OF DUBUQUE will conduct a public hearing on the plans, specifications,
form of contract, and estimate of cost for the construction of the above - described
improvements at its meeting on the 4th day of FEBRUARY, 2013. Any interested
person may appear and file objections to the proposed plans, specifications or contract.
Time and Place Sealed Proposals Will be Opened and Considered. Sealed
proposals will be opened and bids tabulated at 2:00 p.m. on 11th day of FEBRUARY,
2013, at City Hall - Conference Room, 50 West 13th Street, Dubuque, Iowa, for
consideration by the City Council (Council) at its meeting on the 18th day of
FEBRUARY, 2013. The City of Dubuque, Iowa, reserves the right to reject any and all
bids.
Mandatory Pre -Bid Meeting. A mandatory pre -bid construction conference will be held
at 1:00 p.m. on the 4th day of February, 2013, in the Office of MSA Professional
Services, 1605 Associates Drive, Suite 102, Dubuque, IA 52002. All bidders are
required to attend this mandatory pre -bid construction conference.
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
(anticipated to be March 1, 2013) and shall be fully completed by 1st day of July, 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.
Contract Documents. Copies of the construction documents may be obtained at MSA
Professional Services, 1605 Associates Drive, Suite 102, Dubuque, Iowa 52002 and the
City's website; www.cityofdubuque.org. 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.
Asbury Standpipe Reconditioning Project: This project includes the following work
on the 2,400,000 gallon standpipe.
— Cleaning, sandblasting, and painting interior and exterior surfaces. Full
containment is mandatory.
— Miscellaneous structural repairs.
— Welding and grinding to remove erection bracket scab marks and weld spatter.
— The reservoir is located on 3040 Asbury Road, Dubuque, IA. The tank is an
elevated storage tank as shown in Appendix A. The tank diameter is
approximately 70 -feet with a high water level of 86 -feet, and an overall height of
approximately 100 -feet ( + / -) to the top of the vent /finial.
Published in the Telegraph Herald, 25th day of January, 2013.