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Stealth Racing & Water Bldg Demolition D~~~E ~~~ MEMORANDUM February 27,2006 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Former Water Department and Stealth Racing Buildings Demolition and Site Clearance Project City Engineer Gus Psihoyos recommends initiation of the bidding process for the Former Water Department and Stealth Racing - Buildings Demolition and Site Clearance Project, and further recommends that a public hearing be set for April 3, 2006. I concur with the recommendation and respectfully request Mayor and City Council approval. (!JJ~~~ Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psi hoyos, City Engineer i5~~~E ~ck~ MEMORANDUM March 1, 2006 FROM: Michael C. Van Milligen, City Man,;VJ Gus Psihoyos, City Engineer J~' TO: SUBJECT: Former Water Department and Stealth Racing Building Demolition and Site Clearance Project INTRODUCTION The enclosed resolutions authorize the public bidding procedures for the Former Water Department and Stealth Racing - Building Demolition and Site Clearance Project. BACKGROUND In September, 2005, the Water Distribution Division was relocated from 505 Adams Street to the Municipal Services Center at 925 Kerper Court. In March of 2005, the City acquired the property at 155 East 5th Street from Terry and Linda Weidemann, which operated the former Stealth Race Cars business. In November of 2005, Stealth Racing relocated their operation. With the substantial completion of the Gateways project and to cleanup the 5th Street entry corridor into the Port of Dubuque, the City intends to raise all exiting building structures and clear the sites of the former Water Department and Stealth Racing properties. DISCUSSION The demolition and site clearance project shall include the complete demolition of the existing structure, which includes the excavation of building foundations and the removal, cleanup and disposal of all building materials from the former Water Department and Stealth Racing building sites. The project shall also include the disconnection and abandonment of both City and public utilities to both sites. Based upon both Iowa DNR and Federal solid waste landfill regulations, all materials with foam, cork, insulation attached which can not be separated, all timber and wood building materials, roofing materials and railroad ties, are classified as solid waste and are required to be disposed at a permitted landfill. To comply with Iowa DNR and Federal regulations and reduce the potential liability of the City, the contractor will be required to dispose of all solid waste demolition materials at the Dubuque Solid Waste Landfill. In an attempt to encourage competitive lump sum bid proposals and eliminate the contractors cost, profit, with an unknown contingency factor to cover landfill disposal charges, the City shall incur all landfill solid waste disposal costs associated with the project. Based upon review of building materials on-site, staff has estimated that the landfill disposal charges could range from $5,000 to $10,000. The contractor shall be responsible for providing an offsite disposal area and transport all solid fill, salvageable or scrap materials to the offsite disposal location. The City will not incur any landfill disposal charges for solid fill, salvageable or scrap materials. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Advertisement for Bids Pre-Bid Conference Receipt of Bids Notice of Public Hearing on Plans and Specifications Public Hearing Award of Contract Project Completion Date March 6, 2006 March 10, 2006 March 17, 2006 March 23, 2006 March 24, 2006 April 3, 2006 April 3, 2006 May 19, 2006 RECOMMENDATION I would recommend that the City Council establish the date for the public hearing and authorize the City Clerk to advertise for proposals for the Former Water Department and Stealth Racing - Building Demolition and Site Clearance Project. BUDGET IMPACT The estimate of probable cost for the Former Water Department and Stealth Racing - Building Demolition and Site Clearance Project is summarized as follows: Total Project Cost Estimate $ 30,000 20,000 10,000 $ 60.000 Demolition and Site Clearance Contract: Water Dept. Site Stealth Racing Site Landfill Disposal Cost The project funding summary is as follows: CIP No. Fund Description 7401401 Water Dept. Garage Facility Demolition Project 7001043 Port of Dubuque Property Acquisition Municipal Services Center Project Savings Total Project Funding ACTION TO BE TAKEN Fund Amount $ 35,000 11,000 14,000 ~ 60,000 The City Council is requested to establish the date of the public hearing and to authorize the City Clerk to advertise for proposals through adoption of the enclosed resolutions. Prepared by Robert Schiesl, Assistant City Engineer cc: Dawn Lang, Budget Director David Heiar, Community and Economic Development Director Bob Green, Water Department Manager Rich Russell, Building Services Manager RESOLUTION NO. 87-06 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 Former Water Department and Stealth Racing - Building Demolition and Site Clearance Project in the estimated amount of $60,000.00 are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this 6th day of March, 2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 88-06 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 Former Water Department and Stealth Racing - Building Demolition and Site Clearance Project. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That a public hearing will be held on the 3'd day of April, 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 6th _day of March ,2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 89-06 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Former Water Department and Stealth Racing - Building Demolition and Site Clearance Project 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 23rd day of March, 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 3rd day of April, 2006. Passed, adopted and approved this 6th day of March, 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 Former Water Department and Stealth Racing - Building Demolition and Site Clearance Project. PROJECT DESCRIPTION: The project will provide for the complete demolition of the existing structure, which includes the excavation of building foundations and the removal, cleanup and disposal of all building materials from the former Water Department and Stealth Racing building sites. The project shall also include the disconnection and abandonment of both City and public utilities to the site. 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 Former Water Department and Stealth Racing - Building Demolition and Site Clearance Project in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the 3rd day of April, 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 RESOLUTION NO. RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 1st day of March, 2006, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Former Water Department and Stealth Racing - Building Demolition and Site Clearance Project. Whereas, notice of hearing on plans, specifications, form of contract, and estimated cost was published as required by law. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the said plans, specifications, form of contract and estimated cost are hereby approved as the plans, specifications, form of contract and estimated cost for said improvements for said project. Passed, adopted and approved this day of ,2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE FORMER WATER DEPARTMENT AND STEALTH RACING BUILDING DEMOLITION AND SITE CLEARANCE PROJECT 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 23rd day of March, 2006, for the Former Water Department and Stealth Racing - Building Demolition and Site Clearance Project. A Pre-Bid Conference will be held on-site from 10 AM to 12 noon on the 17th day of March, 2006 at the former Water Department and Stealth Racing building sites, 505 Adams Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Proiect Description: The Former Water Department and Stealth Racing - Building Demolition and Site Clearance Project will provide for the complete demolition of the existing structure, which includes the excavation of building foundations and the removal, cleanup and disposal of all building materials from the former Water Department and Stealth Racing building sites. The project shall also include the disconnection and abandonment of both City and public utilities to the site. Copies of the construction documents may be obtained in the City Engineer's Office at City Hall. No plan deposit is required. 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 May 19, 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 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 23rd day of March, 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 3rd day of April, 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 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 May 19, 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.