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Custer, Allison-Henderson Sewer Detention Basin D~~~E ~ck~ MEMORANDUM February 28,2006 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Initiation of the Custer/Allison-Henderson Sewer and Detention Basin Project (CIP 7201376) City Engineer Gus Psihoyos recommends initiation of the bidding process for the Custer/Allison-Henderson Sewer and Detention Basin 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. { . , ILl / /l ' / l.-. C(,~/ (1 _ Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psi hoyos, City Engineer . ,~! THEGTYOF ~ DUB E ~~~ MEMORANDUM February 27,2006 FROM: Michael C. Van Milligen, City Man;~y) Gus Psihoyos, City Engineer '7J~ TO: SUBJECT: Initiation of the Custer/Allison-Henderson Sewer and Detention Basin Project (CIP 7201376) INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Custer/Allison- Henderson Sewer and Detention Basin Project. BACKGROUND In 1999, intense rains caused thousands of dollars in property damage throughout Dubuque, prompting a Presidential Disaster declaration. Figure 1 is a photo of the flooding that occurred to one of the homes just west of the N. Grandview and Custer intersection. Pictured is a basement with three feet of black water almost reaching the piano keys. Subsequently, funds were established in the Capital Improvement Program Budget to improve the drainage from the sump on Custer to the lower portion of Allison- Henderson Park. The objective was to design a system that if surcharged would flood the lower portion of the park instead of homes. The lower portion of the park was prone to flooding prior to its use as a detention basin. As proposed, park drainage will improve with the addition of an outlet structure and drain tile. Figure 2 shows the park flooded prior to any modifications associated with the detention basin improvements. DISCUSSION Some of the improvements associated with the detention basin have been completed. Within the park, the outlet structure and storm sewer was constructed during the summer of 2004. At that time, it was discovered that the existing 24-inch clay storm sewer that runs along N. Grandview from the park to University Ave. was in poor condition. Funds were established to reconstruct the storm sewer in the following Capital Improvement Program Budget (FY06). Figure 1. Basement flooding that occurred in 1999. The black water nearly reached the piano keys. Project initiation was postponed because of the reconstruction of Nowata Street this past summer. The Custer/Allison-Henderson Sewer and Detention Basin Project involves closing N. Grandview to install storm sewer. A private development was started at the intersection of University Ave. and N. Grandview by the development group of Finley Hospital, Hartig Drug, and Dubuque Bank & Trust this past summer. To meet detention basin requirements, the development group asked City Engineering about the possibility of utilizing the City's proposed Allison-Henderson detention basin instead of constructing a new detention basin of their own. The City has already entered into two other Stormwater Detention Services agreements for the NW Arterial and Carter Road detention basins. \ ~: ~: Figure 2. Photo of a flooded Allison-Henderson Park prior to construction of the hockey rink or stormwater improvements. An outlet structure has already been installed and drain tile will be added to better drain the park. Engineering's hydrologic and hydraulic analysis indicates that the proposed Allison- Henderson Detention Basin can provide the detention required for the Finley, Hartig, DB&T development. Therefore, a recommendation to enter into a service agreement with the development group of Finley Hospital, Hartig Drug, and Dubuque Bank and Trust has been presented to the City Council for consideration. Per the terms of the agreement, the City will receive a payment of $26,451.00 and beginning in 2007, the City will receive an annual payment of $300 to increase by 2.5% each year thereafter. 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 Final Completion Date March 10, 2006 March 17,2006 March 23, 2006 April 3, 2006 April 3, 2006 August 11, 2006 RECOMMENDATION I recommend that the City Council establish the date for the public hearing, and authorize the City Clerk to advertise for bids for the Custer/Allison-Henderson Sewer and Detention Basin Project. BUDGET IMPACT The construction cost estimate for the Custer/Allison-Henderson Sewer and Detention Basin Project is: Construction Contingency Engineering $201,960.00 20,196.00 30,294.00 Total Project Estimate $252,450.00 The project will be funded with the Fiscal Year 2006 Custer/Allison-Henderson Sewer and Detention Basin Project appropriations in the amount of $200,229 and the detention basin and storm sewer service fees from the owners of the Finley Hospital, Hartig Drug, and Dubuque Bank & Trust owners in the amount of $26,451. Additional funding will come from the Fiscal Year 2007 Storm Sewer Improvement/Extensions in the amount of $79,229. ACTION TO BE TAKEN The City Council is requested to establish the date for the public hearing and to authorize the City Clerk to advertise for proposals through adoption of the attached resolutions. attachments Prepared by Deron Muehring cc: Cindy Steinhauser, Assistant City Manager Dawn Lang, Budget Director Bill Baum, Economic Development Director Pam Myhre, Associate Planner Deron Muehring, Civil Engineer II , '--'-\ , , --= - . <~- ::::::--.... ---::~ _".-J "_Hi. \ ::- "MoW~l~ , ~/ ~ .__.,~ \A/:,~,,~,. ,,~ ,- , '\ / - 't1;:\ ~, I ~ ._.__- )\'1'( ",. \ \ I~.;r;-~ETEN!.!Q~BS.A 1 \ I . I .-, 1 .___.---.- I ---- \ I \ I 0 : , \ ,1 I . \" ,. \ \ \ ,\ I. : j '\ = : \ ! "'-. INLlNE RINK ..-.. . ~ \ " ' "'- "-0'1 \::' , \ dO \ \; r.'- PJ::::.,J \ M. GMMD'llE-W _,- \ c-" ':', '\~--"'--\: ' : ~ _m \ .\ \, \,' '~'\ ~--~ '" \k..---~ '\ : CJQ__,-L,~,- _ ' - '0 0\ L -'-,- - 0' --~---=.---; \/'1:~-'-r- : : --;:\ SITE LOCATION MAP ~~ NOT TO SCALE ~ ~ ~, -~ WARMING HOUSE ALLISON. HENDERSON PARK , , I PROPOSED STORM SEWER: I , , I , , I , , , .. ~,~,+ STORM +WER MElROS 3ROST VICINITY MAP .....1I11IIIIIi NORTH D'UB~E S~ fie S~ EXHIBIT D I I , , I , I ~ , cc I ~ ;;; a: ~ Z = RESOLUTION NO. 90-06 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 Custer/Allison-Henderson Sewer and Detention Basin Project in the estimated amount of $252,450.00 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. 91-06 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 Custer/Allison- Henderson Sewer and Detention Basin 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 3rd 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. 92-06 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Custer/Allison-Henderson Sewer and Detention Basin 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 3'd 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 Custer/Allison-Henderson Sewer and Detention Basin Project Project. Proiect Description: The storm sewer project consists of two parts with separate deadlines. The first part of the project will consist of creating a detention basin adjacent to the hockey rink and constructing an overflow pipe across Loras Boulevard to outlet in an existing structure on Adair Street. This portion of the project will have a completion deadline of May 12, 2006 due to the need to have that area of the park available for summer activities. The second part of the project will consist of extending a new storm sewer, to the South, from an existing junction box located between the North end of the hockey rink and Grandview Avenue. The new storm sewer will serve the Custer Street area and the University/Grandview intersection and will replace an existing smaller storm sewer in Grandview Avenue which will be abandoned in place. The deadline for this portion of the project will be August 11, 2006. 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 Custer/Allison Henderson Sewer and Detention Basin 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 TOO 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 CONSTRUCTION OF CUSTER / ALLISON HENDERSON PHASE II STORM SEWER CONSTRUCTION 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 construction of Custer/Allison Henderson Phase II Storm Sewer Construction Project. Proiect Description: The storm sewer project consists of two parts with separate deadlines. The first part of the project will consist of creating a detention basin adjacent to the hockey rink and constructing an overflow pipe across Loras Blvd. to outlet in an existing structure on Adair Street. This portion of the project will have a completion deadline of May 12, 2006 due to the need to have that area of the park available for summer activities. The second part of the project will consist of extending a new storm sewer, to the South, from an existing junction box located between the North end of the hockey rink and Grandview Avenue. The new storm sewer will serve the Custer Street area and the University / Grandview intersection and will replace an existing smaller storm sewer in Grandview Avenue which will be abandoned in place. The deadline for this portion of the project will be August 11, 2006. 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 each part of the project shall be fully completed by their respective completion dates of May 12, 2006 and August 11, 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 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 11 th 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 10th day of March, 2006. Jeanne F. Schneider, CMC, City Clerk CONSTRUCTION SCHEDULE AND LIQUIDATED DAMAGES Work herein provided for shall be commenced within ten (10) days after the Notice To Proceed has been issued, and each part of the project shall be fully completed by their respective completion dates; Part 1 - May 12, 2006, Part 2 - August 11, 2006. For each calendar day that any work shall remain uncompleted beyond the completion schedule, $500 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.