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Safe Routes to School_Safety Iimprovement ProjectMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager Dubuque kital All- America City II 111! 2012 SUBJECT: Safe Routes to School Program - Dubuque School Safety Improvements Project #SRTS -U- 2100(663)- -8U -31 (CIP 1011922) DATE: March 27, 2013 City Engineer Gus Psihoyos recommends initiation of the public bidding procedure for the Safe Routes to School Program — Dubuque School Safety Improvements Project, and further recommends that a public hearing be set for April 15, 2013. I concur with the recommendation and respectfully request Mayor and City Council approval. brit44 krt., italy, Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Gus Psihoyos, City Engineer Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer DATE: March 25, 2013 RE: Dubuque AI- America cnr �1 IF 2012 Safe Routes to School Program - Dubuque School Safety Improvements Project #SRTS -U- 2100(663)- -8U -31 (CIP 1011922) INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Safe Routes to School Program - Dubuque School Safety Improvements Project #SRTS-U- 2100(663) -- 8U -31. BACKGROUND On September 20, 2010, the City Council authorized (Res. 367 -10) the filing of an application with the Iowa DOT for funds through the Safe Routes to School (SRTS) Infrastructure Grant Program for improvements at school locations identified by the Safe Routes to School Master Plan. The City received a grant for $71,000 for a Safe Routes to School Program Project provides funding for the development and completion of the following: — Resurrection Elementary School: Four speed reduction flashing beacons will be installed at either end of the corridor. New crosswalk and a crossing island will be constructed approximately 540 feet west of Hacienda Drive. In addition, Strobe Pedestrian crossing devices will be added at the new crossing located 540 feet west Resurrection Elementary School Asbury Road Hacienda Drive Welter Street Eisenhower Elementary School John F. Kennedy Road Raven Oaks Drive Spring Valley Drive Marshall Elementary School Rhomberg Avenue Ann Street Decatur Street Eleanor Roosevelt Middle School Radford Road Wolff Road Saratoga Road — Resurrection Elementary School: Four speed reduction flashing beacons will be installed at either end of the corridor. New crosswalk and a crossing island will be constructed approximately 540 feet west of Hacienda Drive. In addition, Strobe Pedestrian crossing devices will be added at the new crossing located 540 feet west of Hacienda on Asbury Road for Resurrection School. In anticipation of the project, in 2012, property owners complied and installed 670 linear feet of sidewalk along the south side of Asbury Road from St. John Drive to the east property line of The Plastic Center property to accommodate students walking to and from Resurrection School. — Eisenhower Elementary School: Two speed reduction flashing beacons will be installed at either end of the corridor, and the existing crosswalk and two stop bars will be repainted. — Marshall Elementary School: Two speed reduction flashing beacons will be installed at either ends of the corridor, and the existing crosswalk and two stop bars will be repainted. — Eleanor Roosevelt Middle School: Two speed reduction flashing beacons will be installed at either end of the corridor. Four existing crosswalks and four stop bars at Radford Court and three crosswalks at Saratoga Road will be repainted. The City bid the project through the Iowa DOT in the fall of 2012. Only one bid was received for substantially more than the Engineer's Estimate. DISCUSSION Engineering staff have discussed the project with the Office of Systems Planning at the Iowa DOT. Because the project is estimated to be under $100,000, the IDOT has given permission for the project to be locally let. A locally let project should receive more interest from area contractors and result in competitive bidding. It is anticipated that the improvements will be completed by early summer 2013. The project is scheduled to take 20 working days from a late start date of May 27, 2013. Upon completion, the City will be responsible for maintaining and operating the improvements for a minimum of 10 years. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process April 1, 2013 Publish Notice to Bidders, Advertise for Bids April 5, 2013 Publish Public Hearing Notice on Plans & Specs April 5, 2013 Public Hearing on Plans & Specs April 15, 2013 Receipt of Bid Proposals (Bid- Letting) April 18, 2013 Award Construction Contract May 6, 2013 Project Completion Date 20 days from Start 2 RECOMMENDATION I recommend that the City Council give preliminary approval to the construction plans and specifications and approve the Resolution of Necessity, establish April 15, 2013, as the date of the public hearing, and hereby authorize the City Clerk to advertise for bid proposals for the Safe Routes to School Program - Dubuque School Safety Improvements Project #SRTS -U- 2100(663)-- 8U -31. BUDGET IMPACT The estimate of probable cost for the Safe Routes to School Program - Dubuque School Safety Improvements Project #SRTS -U- 2100(663)- -8U -31 is as follows: Estimate Construction Contract $ 62,194.74 Contingency 6,219.47 Construction Engineering & Inspection 10,262.13 Total Project Cost $78,676.34 The project funding summary is as follows: Fund CIP No. Fund Description Amount Safe Routes to School Grant $ 71,000.00 1011922 Safe Routes to School $ 8,676.34 Total Project Funding $78,676.34 REQUESTED ACTION The City Council is requested to establish the date of the public hearing, and authorize the City Clerk to advertise for bid proposals through the adoption of the enclosed resolutions for the Safe Routes to School Program - Dubuque School Safety Improvements Project #SRTS -U- 2100(663)-- 8U -31. Prepared by Jon Dienst, PE cc: Jenny Larson, Budget Director Don Vogt, Public Works Director John Klostermann, Street & Sewer Maintenance Supervisor Bob Schiesl, Assistant City Engineer Greg Doeden, Civil Engineer David Ness, Civil Engineer Duane Richter, Engineering Technician Nathan Steffen, Engineering Technician 3 RESOLUTION NO. 103 -13 SAFE ROUTES TO SCHOOL PROGRAM - DUBUQUE SCHOOL SAFETY IMPROVEMENTS PROJECT #SRTS -U- 2100(663)- -8U -31 PRELIMINARY APPROVAL OF PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; AND ORDERING THE ADVERTISEMENT FOR BIDS NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: The proposed plans, specifications, form of contract and estimated cost for the Safe Routes to School Program - Dubuque School Safety Improvements Project #SRTS -U- 2100(663)- -8U -31 in the estimated amount $78,676.34, are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. A public hearing will be held on the 15th day of April, 2013, at 6:30 p.m. in the Historic Federal Building Council Chambers at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and estimated cost of said Project, and the City Clerk be and is hereby directed to cause the attached notice of the 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 published not less than four days nor more than twenty days prior to the date of such hearing. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, form of contract, or estimated cost of the Project. The Safe Routes to School Program - Dubuque School Safety Improvements Project #SRTS -U- 2100(663)- -8U -31 is hereby ordered to be advertised for bids for construction. 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. The City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, by publishing the attached Notice to Bidders to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not less than four but not more than forty -five days before the date for filing bids before 2:00 p.m. on the 18th day of April, 2013. Bids shall be opened and read by the City Clerk at said time and will be submitted to the City Council for final action at 6:30 p.m. on the 6th day of May, 2013, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 1st day of Arp i 1 2013. Attest: Roy D. Buol, Mayor NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE: Safe Routes to School Program - Dubuque School Safety Improvements Project #SRTS -U- 2100(663)- -8U -31 NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimated cost for the Safe Routes to School Program - Dubuque School Safety Improvements Project #SRTS -U- 2100(663)-- 8U -31, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 15th day of April, 2013, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Said proposed plans, specifications, form of contract and estimated cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto. The scope of the Project is as follows: - Resurrection Elementary School: Four speed reduction flashing beacons will be installed at either end of the corridor on Asbury Road. New crosswalk and a crossing island will be constructed approximately 540 feet west of Hacienda Drive. In addition, Strobe Pedestrian crossing devices will be added at the new crossing located 540 feet west of Hacienda on Asbury Road for Resurrection School. — Eisenhower Elementary School: Two speed reduction flashing beacons will be installed at either end of the corridor on JFK Road, and the existing crosswalk and two stop bars will be repainted. — Marshall Elementary School: Two speed reduction flashing beacons will be installed at either ends of the corridor on Rhomberg Avenue, and the existing crosswalk and two stop bars will be repainted. - Eleanor Roosevelt Middle School: Two speed reduction flashing beacons will be installed at either end of the corridor on Radford Road. Four existing crosswalks and four stop bars at Radford Court and three crosswalks at Saratoga Road will be repainted. 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 day of 2013. Kevin S. Firnstahl, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT SAFE ROUTES TO SCHOOL – DUBUQUE COMMUNITY SCHOOL SAFETY PROGRAM Iowa DOT PROJECT NO. SRTS -U- 2100(663) -8U -31 Time and Place for Filing Sealed Proposals. Sealed bids for the work comprising each improvement as stated below must be filed before 2:00 p.m. on the 18th day of April, 2013, in the Office of the City Clerk, City Hall - First Floor, 50 West 13th Street, Dubuque, Iowa. Time and Place Sealed Proposals Will be Opened and Considered. Sealed proposals will be opened and bids tabulated at 2:00 p.m. on 18th day of April, 2013, at City Hall - Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on 6th day of May, 2013. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time for Commencement and Completion of Work. Work on the improvement shall be commenced by May 27, 2013 with 20 working days to complete the work. Bid Security. Each bidder shall accompany its bid with a bid security as security that the successful bidder will enter into a contract for the work bid upon and will furnish after the award of contract a corporate surety bond, acceptable to the governmental entity, for the faithful performance of the contract, in an amount equal to one hundred percent of the amount of the contract. The bid security shall be in the amount of ten percent (10 %) of the amount of the contract and shall be in the form of a cashier's check or certified check drawn on a state - chartered or federally chartered bank, or a certified share draft drawn on a state - chartered or federally chartered credit union, or the governmental entity may provide for a bidder's bond with corporate surety satisfactory to the governmental entity. The bid bond shall contain no conditions excepted as provided in this section. Contract Documents. Copies of the construction documents may be obtained at the Engineering Department, City Hall – Second Floor, 50 West 13th Street, Dubuque, Iowa 52001. No plan deposit is required. Preference for Iowa Products and Labor. By virtue of statutory authority, preference will be given to products and provisions grown and coal produced within the State of Iowa, and to Iowa domestic labor, to the extent lawfully required under Iowa statutes. Sales Tax. The bidder should not include sales tax in its bid. A sales tax exemption certificate will be available for all material purchased for incorporation in the project. General Nature of Public Improvement. SAFE ROUTES TO SCHOOL — DUBUQUE COMMUNITY SCHOOL SAFETY PROGRAM CIP 1011922 — Resurrection Elementary School: Four speed reduction flashing beacons will be installed at either end of the corridor. New crosswalk and a crossing island will be constructed approximately 540 feet west of Hacienda Drive. In addition, Strobe Pedestrian crossing devices will be added at the new crossing located 540 feet west of Hacienda on Asbury Road for Resurrection School. — Eisenhower Elementary School: Two speed reduction flashing beacons will be installed at either end of the corridor, and existing crosswalk and two stop bars will be repainted. — Marshall Elementary School: Two speed reduction flashing beacons will be installed at either ends of the corridor, and existing crosswalk and two stop bars will be repainted. — Eleanor Roosevelt Middle School: Two speed reduction flashing beacons will be installed at either end of the corridor. Four existing crosswalks and four stop bars at Radford Court and three crosswalks at Saratoga Road will be repainted. Davis -Bacon Wage in Effect The predetermined wage rates for the State of Iowa, as specified in General Decision Number IA130001 and required by Section XI of the Proposal Notice, are in effect for this contract. The bidder may obtain a copy of this wage rate determination on -line at: http://www.ia.bidx.com/lettings/wage_rates.pdf. Disadvantaged Business Enterprise (DBE) Contract Provisions No DBE goal has been set for this contract. Funding All contract work will be funded in whole using Safe Routes to School (SRTS) funds Published in the Telegraph Herald, 5th day of April, 2013.