University Culvert & Sewer Project Start
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MEMORANDUM
April 25, 2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: University Avenue Culvert Extension (CIP 7201811) and
University Avenue Sanitary Sewer Reconstruction (CIP 7101805)
City Engineer Gus Psihoyos recommends initiation of the bidding process for the
University Avenue Culvert Extension and Sanitary Sewer Reconstruction Project, and
further recommends that a public hearing be set for June 5, 2006.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
(l1J ~,tL-
MiChael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psi hoyos, City Engineer
THE CITY OF ~
DUB E
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MEMORANDUM
April 26, 2006
FROM:
Michael C. Van Milligen, City Manager
Gus Psihoyos, City Engineer ~
TO:
SUBJECT: University Avenue Culvert Extension (CIP 7201811) and
University Avenue Sanitary Sewer Reconstruction (CIP 7101805)
INTRODUCTION
The enclosed resolutions authorize the public bidding procedure for the University
Avenue Culvert Extension and Sanitary Sewer Reconstruction Project.
BACKGROUND
The Drainage Basin Master Plan prepared by HDR Inc. (Omaha, Nebraska) reported
that the addition of a 12-foot by 12-foot box culvert under University Avenue would
reduce the flooding limits by 3.5 acres during a 100-year rain.
As part of the current University Avenue Extension Project, the additional 12-foot by 12-
foot box culvert was constructed through the Iowa Glass property up to the University
Avenue right-of-way. In addition, the sanitary sewer was relocated as part of this
project extension because the existing sewer was not designed for the amount of fill
required for the roadway project.
On March 6, 2006, the City Council approved the hire of IIW Engineers & Surveyors,
Inc. to provide design services associated with the extension of the box culvert and the
sanitary sewer under University Avenue to the Avenarius property.
DISCUSSION
The project consists of constructing a 12-foot x 12-foot box culvert under University
Avenue, the extension of the box culvert constructed as part of the grading for the
University Avenue Extension Project.
The project will also complete the relocation of the 24-inch diameter sanitary sewer
necessary for the University Avenue (roadway) Extension Project.
Horsfield Construction is currently under contract to do the paving for the University
Avenue Extension Project, we recommend a change order to extend Horsfield's paving
limits to include the area of street that would have been reconstructed by the sanitary
and storm sewer project. The cost of this change order is estimated to be $37,375.
The City will coordinate the closure of University Avenue required for this project with
the closure required for the University Avenue (roadway) Extension Project. Weather
permitting, it is anticipated that University Avenue will be closed to through traffic from
June 12 through August 4, an eight-week period. This is two weeks longer than the
original estimate based on discussions with local contractors.
The schedule for the project will be as follows:
Advertisement for Bids
Receipt of Bids
Notice of Hearing on Plans & Specifications
Public Hearing
Award of Contract
Completion Date
May 5, 2006
May 23, 2006
May 26, 2005
June 5, 2006
June 5, 2006
August 31, 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 University Avenue Culvert Extension
and Sanitary Sewer Reconstruction Project.
BUDGET IMPACT
The construction cost estimate for the University Avenue Culvert Extension and
Sanitary Sewer Reconstruction Project is:
Construction
Paving Change Order to Horsfield
Contingency
Engineering
$318,738
37,375
35,611
16,000
$407,724
Total Project Estimate
The project will be funded with the Fiscal Year 2007 appropriation for the University
Avenue Culvert Extension Project (CIP 7201811) in the amount of $225,000 and the
University Avenue Sanitary Sewer Reconstruction Project (CIP 7101805) in the amount
of $148,500. Additional funding in the amount of $17,224 will come from the Fiscal
Year 2007 Street Program and the balance of funding will come from the Fiscal Year
2007 Storm Sewer Improvements/Extensions Project funds.
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.
Prepared by Steve Sampson Brown, Project Manager
cc: Dawn Lang, Budget Director
Deron Muehring, Civil Engineer II
Steve Sampson Brown, Project Manager
RESOLUTION NO. 176-06
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 University Avenue Culvert Extension & Sanitary Sewer Reconstruction Project in the
estimated amount of $407,724 are hereby approved and ordered filed in the office of the
City Clerk for public inspection.
Passed, adopted and approved this 1st day of May, 2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 177-06
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 University Avenue
Culvert Extension & Sanitary Sewer Reconstruction 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 5th day of June, 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 1st day of May,2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 178-06
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
That the University Avenue Culvert Extension & Sanitary Sewer Reconstruction
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 23th day
of May, 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 5th day of June, 2006.
Passed, adopted and approved this 1st day of May, 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 University Avenue Culvert Extension & Sanitary
Sewer Reconstruction Project.
Proiect Description: The project consists of constructing 94 feet of a 12-foot x
12-foot box culvert under University Avenue and the relocation of 549 feet of the 24-inch
diameter sanitary sewer necessary for the University Avenue (roadway) Extension
Project.
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 University Avenue Culvert Extension & Sanitary Sewer Reconstruction
Project in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30
p.m., on the 5th day of June, 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.
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
DUBUQUE, IOWA:
That the University Avenue Culvert Extension & Sanitary Sewer Reconstruction
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 23th day
of May, 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 5th day of June, 2006.
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 CONSTRUCTION OF
UNIVERSITY AVENUE CULVERT EXTENSION &
SANITARY SEWER RECONSTRUCTION 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
May, 2006, for the construction of University Avenue Culvert Extension & Sanitary
Sewer Reconstruction Project.
Proiect Description: The project consists of constructing 94 feet of a 12-foot x
12-foot box culvert under University Avenue and the relocation of 549 feet of the 24-inch
diameter sanitary sewer necessary for the University Avenue (roadway) Extension
Project.
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 August 31, 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 May, 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 5th day of June, 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 day of , 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 August 31, 2006.
For each calendar day that any work shall remain uncompleted beyond the
completion schedule, $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.