Port of Dbq Parking Lot 1 Reconstruction
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MEMORANDUM
March 15, 2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Port of Dubuque - Parking Lot NO.1
Reconstruction and Landscaping Project
City Engineer Gus Psihoyos recommends initiation of the bidding process for the Port of
Dubuque - Parking Lot NO.1 Reconstruction and Landscaping 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.
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Mich~el C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
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MEMORANDUM
March 16, 2006
FROM:
Michael C. Van Milligen, City Manaaef)
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Gus Psihoyos, City Engineer f/tti
Port of Dubuque - Parking Lot NO.1
Reconstruction and Landscaping Project
TO:
SUBJECT:
INTRODUCTION
The enclosed resolutions authorize the public bidding procedure for the Port of
Dubuque - Parking Lot NO.1 Reconstruction and Landscaping Project.
BACKGROUND
The Parking Lot No. 1 Reconstruction and Landscaping Project is one of the final
elements to complete as part of the successful efforts to revitalize the Port of Dubuque
Riverfront and an integral public component of the $188 million dollar America's River
Project.
The City has budgeted funds for the renovation of existing parking lots in the Port of
Dubuque as part of the Vision Iowa grant for the America's River project. The
completion of the Parking Lot No. 1 Reconstruction and Landscaping Project is a
required component of the Vision Iowa grant. The Vision Iowa Board has granted the
City of Dubuque a time extension for the completion of the lot improvements while
environmental mitigation issues were resolved.
The Parking Lot No. 1 Reconstruction and Landscaping Project was delayed while
mitigation plans were finalized; the City received EPA approval; and the
injection/extraction system was installed. Now that the environmental remediation
system is in-place and operating properly, the City can proceed with the parking lot
improvements and aesthetics enhancements.
The City previously completed renovations to the existing shared-use parking lots (No.
2A, 2B, 3 and 6) between the Portside Building and the National Mississippi River
Museum and Aquarium. The landscaping and amenities component for these parking
lots will be completed as part of the Parking Lot No. 1 project.
DISCUSSION
The Parking Lot No. 1 Reconstruction and Landscaping Project will provided for the
complete reconstruction of the existing parking lot between the Portside Building and
River's Edge Plaza. The project will provide for aesthetics enhancements and parking
lot improvements that comply with Port of Dubuque Design Standards such as improved
traffic flow and circulation; improved access to parking stalls; lighting improvements;
and the installation of landscape plantings and supporting irrigation system.
The project will also provide for completing landscaping improvements to the existing
parking lots (No.2, 3 and 6) between the Portside Building and the National Mississippi
River Museum and Aquarium.
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 20, 2006
March 24, 2006
March 30, 2006
April 6, 2006
April 7, 2006
April 17, 2006
April 17, 2006
June 2, 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 Port of Dubuque - Parking Lot
NO.1 Reconstruction and Landscaping Project.
BUDGET IMPACT
The estimate of probable cost for the Port of Dubuque - Parking Lot No. 1
Reconstruction and Landscaping Project is summarized as follows:
Construction Contract
Contingency (10%)
Construction Engineering & Inspection (10%)
Estimate
$ 390,000
39,000
25,740
Total Project Cost
$ 454,740
The project funding summary is as follows:
CIP No. Fund Description
7001521 Port of Dubuque Existing Lots
39579260 Parking - Dock Facility Depreciation
Fund Amount
$ 420,000
$ 35,000
Total Project Funding
$ 455.000
ACTION TO BE TAKEN
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
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RESOLUTION NO. 102-06
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 Port of Dubuque - Parking Lot No.1 Reconstruction and Landscaping Project in the
estimated amount of $454,740 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. 103-06
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 Port of Dubuque -
Parking Lot No.1 Reconstruction and Landscaping 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 1 ih 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, City Clerk
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Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 104-06
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
That the Port of Dubuque - Parking Lot No. 1 Reconstruction and Landscaping
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 6th 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, approved and adopted this 20th 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 Port of Dubuque - Parking Lot No. 1
Reconstruction and Landscaping Project.
PROJECT DESCRIPTION: The Parking Lot No. 1 Reconstruction and
Landscaping Project will provided for the complete reconstruction of the existing parking
lot between the Portside Building and River's Edge Plaza. The project will provide for
aesthetics enhancements and parking lot improvements that comply with Port of
Dubuque Design Standards such as improved traffic flow and circulation; improved
access to parking stalls; lighting improvements; and the installation of landscape
plantings and supporting irrigation system. The project will also provide for completing
landscaping improvements to the existing parking lots (No.2, 3 and 6) between the
Portside Building and the National Mississippi River Museum and Aquarium.
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 Port of Dubuque - Parking Lot No. 1 Reconstruction and Landscaping
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 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 20th day of March, 2006, plans, specifications, form of contract
and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Port of
Dubuque - Parking Lot No.1 Reconstruction and Landscaping 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 PORT OF DUBUQUE PARKING LOT NO.1
RECONSTRUCTION AND LANDSCAPING 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
6th day of April, 2006 for the Port of Dubuque - Parking Lot No. 1 Reconstruction
and Landscaping Project.
A Pre-Bid Construction Conference will be held at 10:00 A.M. on
March 30, 2006, at the Portside 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: The Port of Dubuque - Parking Lot No. 1
Reconstruction and Landscaping Project will provide for the complete
reconstruction of the parking lot and HMA pavement, between the Portside
Building and River's Edge Plaza. The project will also include underground utility
improvements such as: install new watermain hydrant; the replacement of storm
sewer and catch basins; the upgrade of existing electrical system and installation
of parking lot lights; the reconstruction of decorative concrete Riverwalk sidewalk;
the installation of landscape plantings and supporting irrigation system.
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 five (5) days after
the Notice To Proceed has been issued, and shall be fully completed by June 2,
2006.
For each calendar day that any work shall remain uncompleted beyond
the specified completion date of June 2, 2006, $1500.00 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.
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
Perforrnance Bond in an arnount equal to one hundred percent (100%) of the
contract price. Said bond is to be issued by a responsible Surety cornpany
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 6th 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 17'h 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 five (5) days after notice
to proceed has been issued and shall be fully completed by June 2, 2006.
For each calendar day that any work shall remain uncompleted beyond the
specified completion date of June 2, 2006, $1500.00 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.
Extension of the contract period or completion date will not be granted by the City
for any reason.