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Loras Blvd. Traffic Signalization Project_Initiate D~~~E ~c/k.~ MEMORANDUM August 1, 2006 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Loras Boulevard Traffic Signalization Replacement Project (CIP 1011133 - Traffic Signal Mastarm Retrofit) City Engineer Gus Psihoyos recommends initiation of the bidding process for the Loras Boulevard Traffic Signalization Replacement Project, and further recommends that a public hearing be set for September 5, 2006. I concur with the recommendation and respectfUlly request Mayor and City Council approval. /lcl (~/11tl/ Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psi hoyos, City Engineer ,'j -,j,j THE CITY OF ~ DUB E ~~~ MEMORANDUM July 30, 2006 FROM: Michael C. Van Milligen, City Managej---J Gus Psihoyos, City Engineer .Y:f \,--_ ~ TO: SUBJECT: Loras Boulevard Traffic Signalization Replacement Project (CIP 1011133 - Traffic Signal Mastarm Retrofit) INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Loras Boulevard Traffic Signalization Replacement Project. BACKGROUND Currently Loras Boulevard contains a mix of pedestal-mounted and mastarm- mounted heads. The differing location of the traffic signals sometimes leads motorists to react to the second signal ahead as opposed to their nearer intersection. DISCUSSION This project provides for the standardization of mastarm-mounted signals alon~ the Loras corridor: Bluff and 14th Streets, Locust and 14th Streets, Main and 14t Streets, and Jackson and 14th Streets. The project will also include pre-emption capabilities and battery backup systems. The project has been expanded from its original scope to include sidewalk ramp improvements, a fiber optic conduit inner-connect between the signals and some additional roadway pavement improvements near the intersections. New traffic controller equipment and mast- arms have already been purchased for the project to eliminate the long lead time in ordering. 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 Public Hearing Award of Contract Project Completion Date August 7, 2006 August 11, 2006 August 24, 2006 August 25, 2006 September 5, 2006 September 5, 2006 November 1, 2006 RECOMMENDATION It is recommended that the City Council establish the date of the public hearing and authorize the City Clerk to advertise for proposals. BUDGET IMPACT The estimate of probable cost for the Loras Boulevard Traffic Signalization Replacement Project: Construction Contract Contingency Construction Engineering & Inspection Total Project Cost The project funding summary is as follows: CIP No. 1001133 2501615 300-1266 1021608 3001041 3501425 Fund Description Traffic Signal Mastarm Retrofit Traffic Signal Intersection Reconstruction Traffic Signallnnerconnect Conduit Replacement Downtown Streetlight Replacement Schedule Curb/Catch Basin Replacement City of Dubuque Sidewalk Program Available Total Project Funding ACTION TO BE TAKEN Estimate $285,700.00 $28,570.00 $47,140.50 $361 ,410.50 Fund Amount $240,982.50 $47,121.25 $46,425.50 $10,120.00 $10,056.75 $ 6,704.50 ~361,410.50 The City Council is requested to establish the date of the public hearing and to authorize the City Clerk to advertise for proposals through the adoption of the enclosed resolutions. Prepared by David Ness, PE cc: Bob Schiesl, PE, Assistant City Engineer Dawn Lang, Budget Director Chris Kohlmann, Information Services Laura Carstens, City Planner Dave Johnson, Assistant Planner David Ness, PE RESOLUTION NO. 357-06 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 Loras Boulevard Traffic Signalization Replacement Project in the estimated amount of $361,410.50 are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, approved and adopted this 7th day of August, 2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 358-06 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 Loras Boulevard Traffic Signalization Replacement 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 September, 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, approved and adopted this 7th day of August, 2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 359-06 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Loras Boulevard Traffic Signalization Replacement 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 24th day of August, 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 September, 2006. Passed, approved and adopted this 7th day of August, ,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 Loras Boulevard Traffic Signalization Replacement 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 Loras Boulevard Traffic Signalization Replacement Project, 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, 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 NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE LORAS BOULEVARD TRAFFIC SIGNALIZATION REPLACEMENT 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 24th day of August, 2006 for the Loras Boulevard Traffic Signalization Replacement Project. Proiect Description: This project provides for the standardization of mastarm-mounted signals along the Loras corridor: Bluff and 14th Streets, Locust and 14th Streets, Main and 14th Streets, and Iowa and 14th Streets. The project will also include pre-emption capabilities, battery backup, fiber optic conduit, curb ramp improvements, sidewalk repair and additional street lighting mounted onto the mastarms. Copies of the plans and specifications 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 the 1st day of November, 2006. All bids must be submitted on the Bid Form bound in the specifications. 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 specifications. The successful bidder 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. Said Bond shall also guarantee the material 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. 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 24th day of August, 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 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 of , 2006. Jeanne F. Schneider, CMC, City Clerk CONSTRUCTION SCHEDULE AND LIQUIDATED DAMAGES Work herein provided for shall be commenced within the (10) days after notice to proceed has been issued and shall be fully completed by November 1, 2006. For each calendar day that any work shall remain uncompleted beyond the completion schedule, $500.00 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.