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Asphalt Paving Proj 2006 Di:i~~E ~~~ MEMORANDUM March 15, 2006 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: 2006 Asphalt Paving Project Fiscal Year 2007 Street Construction Program City Engineer Gus Psihoyos recommends initiation of the bidding process for the 2006 Asphalt Paving Project, and further recommends that a public hearing be set for April 17, 2006. I concur with the recommendation and respectfully request Mayor and City Council approval. r::,j ~If}JA Mic ael C. Van Mllligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer j ..._J rHEelTYOF ~ DUB E ~ck~ MEMORANDUM March 15, 2006 FROM: Michael C. Van Milligen, City Manager Gus Psi hoyos, City Engineer ... 9Q TO: SUBJECT: 2006 Asphalt Paving Project Fiscal Year 2007 Street Construction Program INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the 2006 Asphalt Paving Project. DISCUSSION The 2006 Asphalt Paving Project includes the following street improvements which amounts to 1.21 miles of asphalt resurfacing: 1. 2. 3. 4. 11 th Street 14th Street Iowa Street Pennsylvania Avenue From Bluff Street to White Street From Central Avenue to Elm Street From 4th Street to 10th Street From JFK Road to Lenox Street The 2006 Asphalt Paving Project also has four alternates with the intent of gaining favorable bid prices for the work. The City will consider the selecting one or more of the following alternatives based on completion priority and competitive pricing: 1. Alternate 1 provides for the installation of new traffic signals at 11 th & Central, 11th & White, 1ih & Central, and 1ih & White. Due to the lead time for vendor equipment delivery, the City will purchase the traffic equipment separately from this project. The Dubuque Community School District will reimburse the City for the purchase of and installation the traffic equipment for the two 1ih Street sites as part of the Prescott School Construction Project. 2. The resurfacing of Parking Division Lot 10. This parking lot is located on the west side of Main Street between 5th and 6th Streets. This location is behind Ecumenical Towers. This alternate provides for the milling and resurfacing of City Lot 10. This will also include re-striping the lot after the paving is complete. 3. The resurfacing of the Dubuque Regional Airport Parking Lots. This alternate provides for milling and resurfacing of the parking lots at the Dubuque Regional Airport. It does not provide for resurfacing of the rental car lot or the Dubuque Air Services Parking Lot. The Dubuque Air Services Parking Lot was recently resurfaced. The rental car parking lot does need to be resurfaced but there is a lack of funds to resurface this lot at this time. Depending on the bid prices/funding, this parking lot could be added to the contract at a later time. 4. This includes the installation of traffic signal interconnect conduit on Iowa Street between 4th Street and 10th Street. The existing traffic signal conduit in this area was installed in 1968-1971 as part of Urban Renewal. These conduits are in very poor condition and should be replaced. In addition, fiber optic vaults and conduit will be installed in this area to provide additional fiber optic connectivity in this area. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Advertisement for Bids Receipt of Bids Notice of Public Hearing on Plans and Specifications Pre-Bid Construction Conference Public Hearing Award of Contract Project Completion Date March 20, 2006 March 24, 2006 April 11, 2006 April 07, 2006 March 31,2006 April 17, 2006 April 17, 2006 November 3, 2006 RECOMMENDATION I recommend that the City Council establish a date for the public hearing and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate of probable cost for the 2006 Asphalt Paving Project is as follows: Construction Contract: Base Bid Bid Alternate 1 - Traffic Signal - Prescott School Bid Alternate 2 - Lot 10 Resurfacing Bid Alternate 3 - Airport Parking Resurfacing Bid Alternate 4 - Iowa Street Traffic Signal Interconnect Contingency (10%) Construction Engineering & Inspection (10%) Total Project Cost Estimate $ 729,243.36 89,000.00 31,790.42 77,346.52 71,587.00 99,896.73 109,886.40 $ 1,208.750.43 The project funding summary is as follows: CIP No. 3001813 7401405 7201066 7101638 2501615 2501615 3001366 7301380 3901037 Fund Description FY 2007 Annual Street Program FY 2007 Water Main Replacement Program FY 2007 General Storm Sewer Repair Funds FY 2007 Street Program Related Sanitary Sewer FY 2007 Traffic Signal Intersection Reconstruction Dubuque Community School District - Reimbursement (Installation Only) FY 2007 Traffic Signal Interconnect Conduit Replacement Parking Division - Maintenance of Municipal Parking Lots Airport - Rehab Parking Lots 1, 2, 3 Total Project Funding ACTION TO BE TAKEN Fund Amount $ 767,294.76 48,233.25 6,453.34 67,592.40 61,105.00 46,585.00 86,620.27 38,466.41 86,400.00 $ 1,208,750.43 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 Jon Dienst, PE cc: Dawn Lang, Budget Director Don Vogt, Public Works Director John Klostermann, Operations & Maintenance Supervisor Bob Green, Water Plant Manager Todd Dalsing, Dubuque Regional Airport Tim Horsfield, Parking Division Manager Bob Schiesl, PE, Assistant City Engineer Deron Muehring, Civil Engineer Shawn Frazier, Engineering Assistant RESOLUTION NO. 99-06 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 Asphalt Paving Project in the estimated amount of $1,208,750.43 are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, adopted and approved this 20th day of March, ,2006. Roy D. Buol, Mayor Attest: :Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 100-06 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 Asphalt Paving 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 1yth 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 20th day of March, 2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 101-06 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the 2006 Asphalt Paving 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 11th day of April, 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 1 ih day of April, 2006. Passed, adopted and approved this20th day of March, 2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, City Clerk .--,----;; ~ eanne F. Schneider, CMC, City Clerk uJ NOTICE OF HEARING ON PLANS AND SPECIFICATIONS Notice of public hearing on the proposed plans and specifications, proposed form of contract and estimate of probable cost for the 2006 Asphalt Paving Project, which will provide for the asphalt resurfacing of 1.21 miles of City streets with the following alternates: a) Traffic Signalization - Prescott School; b) Parking Division Lot 10 Resurfacing; c) Airport Parking Resurfacing; and d) Iowa Street Traffic Signal Interconnect. 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 Asphalt Paving Project in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the 17th 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 RESOLUTION NO. RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 15th day of March, 2006, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the 2006 Asphalt Paving 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 2006 ASPHALT PAVING 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 11 th day of April, 2006 for the 2006 Asphalt Paving Project. A Pre-Bid Conference will be held from 10 AM - 12 Noon on Friday, March 31, 2006, at the Ports ide Harbor View Room, Diamond Jo Casino, Third Street Ice Harbor, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Proiect Description: Asphalt resurfacing of 1.21 miles of City streets with the following alternates: a) Traffic Signalization - Prescott School; b) Parking Division Lot 10 Resurfacing; c) Airport Parking Resurfacing; and d) Iowa Street Traffic Signal Interconnect. 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 on or before November 3, 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 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 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 11th day of April, 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 1ih 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 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 on or before November 3, 2006. For each calendar day that any work shall remain uncompleted beyond the specified completion date of November 3, 2006, $750.00 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.