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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.