Hwy 20 Landscape Ph. 2 Pro.
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MEMORANDUM
June 27, 2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Highway 20 Landscaping Project, Phase II
Leisure Services Manager Gil Spence is recommending approval of the plans and
specifications and set a public hearing for September 5, 2006, for the Highway 20
Landscaping Project, Phase II
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gil D. Spence, Leisure Services Manager
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MEMORANDUM
June 27, 2006
TO: Michael C. Van Milligen, City Manager
FROM' GII D 8,e,oo, Lei,"", 0.""00, M"age,(
SUBJECT: Highway 20 Landscaping Project, Phase II
INTRODUCTION
The purpose of this memorandum is to request that the City Council initiate the bidding
process for the Highway 20 Landscaping Project, Phase II.
DISCUSSION
The City has received $144,842 in TE funds from the Iowa Department of
Transportation and $100,000 additional funds from IDOT's Living Roadway Trust Fund
for the Highway 20 Landscaping Project, Phase II. This project is the area east of the
Grandview Avenue interchange to just east of the Hill/Bryant interchange.
Design for this area includes trees and grasses and is much less extensive than the
Grandview/Fremont design. Maintenance of this area will be much less and will result
in less mowing. As a part of this project, we will remove brush and scrub trees from the
base of the bluff line to expose the bluff for view. We feel our limestone bluffs are one
of our most attractive features in the City and attention should be called to them.
Since this is a federal aid project, the project is required to be bid through the Iowa
Department of Transportation state-letting procedure. The project is currently on
schedule for the August 15, 2006 state bid-letting date, to be held in Ames, Iowa.
The schedule for the project is as follows:
City Council initiate bidding process
Notice to bidders
Receipt of bids (in Ames)
Notice of public hearing
Public hearing/award contract
Complete project
July 5, 2006
July 7, 2006
August 15, 2006
August25,2006
September 5, 2006
May 15, 2007
Total project cost estimates are as follows:
construction contract
contingency
design fees
TOTAL
ACTION STEP
$ 239,454
10,000
10,000
$ 259,454
Highway 20 landscaping, phase II
page two
The action requested is for the City Council to adopt the attached resolutions giving
preliminary approval of plans and specifications, ordering bids, and setting the date of
the public hearing.
GDS:et
attachments
(06/29/2006) Karen Chesterman - Hwy 20 Landscaping - Notice to Bidders.doc
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NOTICE TO BIDDERS OF THE RECEIPT OF BIDS
FOR THE CONSTRUCTION OF
HIGHWAY 20 LANDSCAPING PROJECT, PHASE II
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 10:00 o'clock a.m. on the 15th day of
August, 2006, at IDOT, Office of Contracts, 800 Lincoln Way, Ames, Iowa, for the
construction of Highway 20 Landscaping Project, Phase II.
Project Description: Project provides for the planting of trees, shrubs, and
grasses along Highway 20.
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 by May 15, 2007.
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
Page 1
I (06/29~2606fK.aren Chesterman-= H~ 26_Landsc~pil19-=-~~ticeto Bidders~d~c~~~___
Page 2
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 10:00 o'clock a.m.
on the 15th day of August, 2006, at IDOT in Ames, Iowa 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 5th day of September, 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 7th day of July, 2006.
Jeanne F. Schneider, CMC
City Clerk
1t 7/7
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Preparer: GiI D. Soence
Address: 2200 Bunker Hill Road
Phone: 589-4263
RESOLUTION NO. 296-06
PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS
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 Highway 20 Landscaping Project, Phase II, in the estimated amount of $239,454,
are hereby approved and ordered filed in the office of the City Clerk, for public
inspection.
Passed, approved and adopted this5th day of July
,2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, City Clerk
Preparer: Gil D. Spence
Address: 2200 Bunker Hill Road
Phone: 589-4263
RESOLUTION NO. 297-06
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 Highway 20
Landscaping Project, Phase II.
NOW, THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA, that on the 15th day of August, 2006, a public hearing will
be held 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, approved and adopted this 5th day of
July
,2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, City Clerk
Preparer: Gil D. Spence
Address: 2200 Bunker Hill Road
Phone: 589-4263
RESOLUTION NO. 298-06
ORDERING BIDS
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA:
That the Highway 20 Landscaping Project, Phase II 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 10:00 a.m. on the 15th
day of August, 2006 at lOOT, Office of Contracts, 800 Lincoln Way, Ames, Iowa. Bids
shall be opened and read at said time and will be submitted to the Council for final
action at 6:30 p.m. on the 5th day of September, 2006.
Passed, approved and adopted this 5th day of July
,2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, City Clerk
PK
Preparer: Gil Spence
Address: 2200 Bunker Hill Road
Phone: 589-4263
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 Highway 20 Landscaping Project, Phase II.
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 Highway 20 Landscaping Project, Phase II, in accordance with the
provisions of Chapter 384, City Code of Iowa, at 6:30 p.m. on the 5th day of
September, 2006, in the Public Library Auditorium 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.
Published by order of the City Council given on the
day of
,2006.
Jeanne F. Schneider
City Clerk
PK