Cedar St & Dog Track Lift Pumping Stations
DUB~E
~<k~
MEMORANDUM
August 1, 2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Bids for the Reconstruction of the Cedar Street and Dog Track Pumping
Stations
Sealed bids were received for the Cedar Street and Dog Track Pumping Station
Reconstruction Projects. Water Pollution Control Plant Manager Jonathan Brown
recommends award of the contract to the low bidder, Portzen Construction, in the
amount of $1 ,400,000, with ttie possibility of a $100,000 deduction in the contract price
for an alternative pump selection.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
IV Un;1tz~ /
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Jonathan R. Brown, Water Pollution Control Plant Manager
Dii~~E
~ck~
MEMORANDUM
July 31, 2006
TO: Michael C. Van Milligen, City Manager
FROM: Jonathan R. Brown, WPCP Manager
SUBJECT: Bids for the reconstruction of the Cedar Street and Dog Track
pumping stations.
INTRODUCTION
The purpose of this memo is to transmit to you the results of the bids for the
Cedar Street and Dog Track pumping station reconstruction projects.
BACKGROUND
The City Council authorized advertising for bids for this project at their July 5th,
2006 council meeting, with a bid opening date of July 28th, 2006. There were two
bids received for the project. The bids are as follows:
FIRM
Portzen Construction Inc.
TriCon Construction Group
AMOUNT
$1,400,000
$1,598,861
Neither bid offered an approved deductive alternative listed as an option in the
specifications. Portzen did offer a voluntary deduction of $100,000 for an
alternative in pump selection. Both bids included the same supplier for the pumps
at Cedar Street and as such selection based on bid amounts would not have
changed even if TriCon would have provided a similar voluntary deduction.
WHKS Engineers and Water Pollution Control Staff have reviewed the alternative
deduction option and if deemed acceptable for our use will accept the alternative
to the specifications. This would be accomplished through a change order after
the contract was approved as recommended by our consultants WHKS.
The engineer's estimate for the project was for $1,340,000. The low bid for the
project was submitted by Portzen Construction, Inc. in the amount of $1 ,400,000.
DISCUSSION
The contract documents have been reviewed and approved by Tim O'Brien of
the City of Dubuque's legal staff and appropriate bid bonds and documents were
received as required for the bidding process.
BUDGET IMPACT
Engineer's Estimate
Low Bid
Cedar Street
Dog Track
$1,200,000
$ 140,000
$1,340,000
$1,400,000
$ -100.000
$1,300,000
Total Project Cost
Possible Alternative
Pump Selection
If the alternative pump selection is deemed acceptable after review, the project
will be $40,000 under the engineer's estimate. On the other hand, if the
alternative pump selection is not deemed acceptable after review, the project
would be over budget by $60,000. This can be covered by savings recognized in
the Water Pollution Control Plant FY06 operating budget of approximately
$135,000.
RECOMMENDATION
Based on review of the bids, it is the recommendation of the Water Pollution
Control Plant staff and WHKS Engineers that the contract for the Cedar Street
and Dog Track pumping station projects be awarded to Portzen Construction Inc.
for the amount of $1 ,400,000 with the possibility of a $100,000 deduction in the
contract price for an alternative pump selection after review of the pumps
specifications.
ACTION TO BE TAKEN
It is requested that the attached resolutions for Adopting Plans and
Specifications, Awarding Construction Contract, and Approving Construction
Contract be approved by the City Council.
cc: Dawn Lang, Budget Director
I
RESOLUTION NO. 361-06
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the 5th day of July, 2006, plans, specifications, form of
contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for
the Cedar Street and Dog Track Lift Station Improvements 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 7th day of August
,2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, City Clerk
eanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 362-06
AWARDING CONSTRUCTION CONTRACT FOR THE CEDAR STREET AND
DOG TRACK LIFT STATION IMPROVEMENTS PROJECT
Whereas, sealed proposals have been submitted by contractors for the
Cedar Street and Dog Track Lift Station Improvements Project pursuant to
Resolution No. 292-06 and notice to bidders published in a newspaper published
in the City of Dubuque, Iowa on the ih day of July, 2006.
Whereas, said sealed proposals were opened and read on the 28th day of
July, 2006, and it has been determined that the bid of Portzen Construction Inc.
of Dubuque, Iowa, in the amount of $ 1,400,000.00 was the lowest bid for the
furnishings of all labor and materials and performing the work as provided for the
plans and specifications.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
That the contract for the above improvements be awarded to Portzen
Construction Inc. and the Manager be and is hereby directed to execute a
contract on behalf of the City of Dubuque for the complete performance of the
work.
BE IT FURTHER RESOLVED:
That upon the signing of said contract and the approval of the contractor's
bond, the City Treasurer is authorized and instructed to return the bid deposits of
the unsuccessful bidders.
Passed, approved and adopted this 7th day of August ,2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, City Clerk
RESOLUTION NO. 363-06
APPROVING CONSTRUCTION CONTRACT WITH PORTZEN
CONSTRUCTION INC. FOR THE CEDAR STREET AND DOG TRACK LIFT
STATION IMPROVEMENTS PROJECT
Whereas, the City Council by Resolution No. 290-06 awarded the
construction contract for the Cedar Street and Dog Track Lift Station
Improvements Project to Portzen Construction Inc.; and
Whereas, Portzen Construction Inc. has submitted the attached executed
contract and bond.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF DUBUQUE, IOWA:
1. The contract and bond attached hereto are hereby approved.
2. The City Manager is hereby authorized and directed to execute the
contract on behalf of the City of Dubuque.
Passed, approved and adopted this 7th day of August,2006.
Roy D. Buol, Mayor
Attest:
;Jeanne F. Schneider, CMC, City Clerk
.
.
Thi~~E
~ck~
r' '..} "),!-
~,
MEMORANDUM
June 28, 2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Cedar Street and Dog Track Wastewater Pump Station Improvements
Water Pollution Control Plant Manager Jonathan Brown is recommending that a public
hearing be set for August 7, 2006, to award the bids for the Cedar Street lift station and
dog track wastewater pump station improvements.
The engineers' estimate for the Cedar Street lift station improvement is $1,200,000.
The available budgeted funds are $604,173.
Savings in other line items and cancellation of some projects that are now not
necessary, brings the funding gap down to $289,482. Jonathan Brown has identified
sufficient Capital Improvement projects to delay to a future year to make up the funding
gap.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
(lJ~fJtlt
Micl'Jael C. Van Milligen
MCVM/ksf
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Jonathan Brown, Water Pollution Control Plant Manager
DU~~E
~<k~
MEMORANDUM
June 28, 2006
TO: Michael C. Van Milligen, City Manager
FROM: Jonathan R. Brown, WPCP Manager
SUBJECT: Cedar Street and Dog Track Wastewater Pump
Station Improvements
INTRODUCTION
The enclosed resolutions authorize the bidding procedure for the Cedar Street
and Dog Track pumping stations reconstruction.
BACKGROUND
The City Council authorized WHKS & Co. to proceed with development of plans
and specifications for the reconstruction of the Cedar Street and Dog Track
pumping stations. The plans and specifications have been completed by WHKS
and the design approved by IDNR for construction.
The Cedar Street Lift Station was originally constructed in 1956 and rehabilitated
in 1968 and 1974. The mechanical equipment is 1968 vintage. The repair
frequency for the vintage equipment is increasing and replacement components
are becoming harder to find.
The pump motors are 2300 volt wound rotor motors with a liquid rheostat control
system. These older high voltage motors are becoming costly to maintain due to
difficulty finding components and the lack of motor shops that will work on the
higher voltage units. The voltage also makes it difficult and expensive to provide
emergency power.
The Dog Track Pump Station consists of an open top wet well and a separate
can-type dry pit with three pumps. It has a hydraulic capacity of 1.8 MGD. The
dry pit is accessible only through a tube enclosed single person lift. The dry pit is
considered a hazard to personnel due to the nature of the access to the dry pit.
DISCUSSION
The proposed schedule for the project is as follows:
Notice to Bidders
Receipt of Bids
Public Hearing
Award of Contract
Completion
July 7,2006
July 28, 2006
August 7, 2006
August 7, 2006
June 1, 2007
RECOMMENDATION
It is the recommendation that the City Council establish the date of the public
hearing and to authorize the City Clerk to advertise for proposals.
BUDGET IMPACT
The engineers estimate for the proposed project is:
Cedar Street
Dog Track
$1,200,000
$ 140,000
$1,340,000
Total Project Cost
The Cedar Street project was originally placed in the CIP budget in FY1998,
added to in FY2001 and then again in FY2003 by combing related projects into
one larger station reconstruction project. Since the FY2003 project was
established a standby generator at this station has been required by the Iowa
Department of Natural Resources increasing the project cost by an estimated
$200,000. Pump selection has gone from two 200 horsepower and one 125
horsepower pumps to three 200 horsepower pumps. Also included in the
engineers estimate is $246,000 for contingencies. This amount was not included
in the original CIP projected costs. These items along with increased costs for
equipment and installation leads to the engineer's estimate of $1 ,200,000.
The Cedar Street CIP# 1291 is currently funded at $604,173 after associated
engineering costs leaving a shortfall of approximately $600,000 from the
engineer's estimate. In order to make up this shortfall it is recommended to use
funds from the following CIP accounts.
FY2006 CIP
CIP# 1304 Automatic Barscreens $265.000
Discussions with staff regarding the Automatic Barscreens have led to the
conclusion that the potential for odor generation at the lift stations was high using
this type of equipment without significant modifications to the pumping stations
and that the method used now will be continued. We will continue to research
alternatives in order to reduce manpower costs.
CIP# 1340 Grease Tank Replacement $ 21,650
Grease tank replacement was the continuation of a two year project for two
grease tanks and one has been replaced. Upon further investigation it has been
determined that this tank is still in good shape and does not need to be replaced.
CIP# 1650 Final Clarifier Drive $ 20.084
The Final Clarifier Drive project for FY2006 is completed with these funds
remaining.
CIP# 1349 Telemetry $ 46,000
The telemetry for the pumping stations would not have been installed until the
Cedar Street Project was completed and can be delayed.
CIP# 1736 Landscaping $ 37.121
CIP# 1735 Odor Control $ 20.000
CIP# 1732 Replace Floor Tile $ 10.000
These items are needed but not essential at this time and can be delayed.
CIP# 1647 Barscreen Furnace $ 18.000
The barscreen furnace at the headworks of the plant still functions and its
replacement can be delayed.
CIP# 1652 Atomic Absorption $ 55.000
The current Atomic Absorption Spectrophotometer is over twenty years old but
still works and its replacement can be delayed.
FY2007 CIP
CIP# 1833 Rebuild Centrifuge Scroll $ 60.927
The rebuilding of the centrifuges is part a two year project for two centrifuges.
Both centrifuges have been recently inspected and show less wear than
anticipated. This project can be delayed and put back one year to FY2008 and
FY2009.
CIP# 1836 Painting Incinerator Room $ 9.200
CIP# 1835 Roadway Lighting $ 13.420
These items are needed but not essential and can be delayed.
Using these funds plus the Cedar Street CIP gives a total of $1,180,775 with the
remainder to be funded by savings from the FY2006 operating budget.
Account# 62638 Polymer $ 12.081
The polymer budget for FY2006 was $83,563 with $12,081 remaining in the
budget.
Account# 62625 Lift Station Maintenance $ 2.726
The lift station maintenance budget for FY2006 was $35,625 with $2,726
remaining in the budget.
Account# 62621 02 Maintenance $ 2.111
The 02 plant maintenance budget for FY2006 was $7,750 with $2,111 remaining
in the budget.
Account# 62528 Motor Vehicle Maintenance $ 2.777
The Motor Vehicle Maintenance budget was for $4,852 mainly to account for
repairs to two vehicles that were replaced in FY2006. This budget was for
anticipated repair on vehicles and not routine maintenance which is covered
under another line item. This line item has $2,777 remaining.
Combining the delayed and cancelled CIPs with operating budget savings gives
us $1,200,470 to go forward with the Cedar Street and Dog Track reconstruction
project.
It is the intent to rebudget the CIP items with the exception of the following;
FY2006 CIP
CIP# 1304 Automatic Barscreens
CIP# 1340 Grease Tank Replacement
$265,000
$ 21,650
The CIP items that will be delayed need to be completed but are not as critical as
the Cedar Street pumping station reconstruction is at this time.
ACTION REQUESTED
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 and authorize funding changes in the next budget
amendment.
cc: Dawn Lang, Budget Director
Barry Lindahl, Corporation Council
File
~
. .
(
RESOLUTION NO.
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 Cedar Street and Dog Track Lift Station Improvements Project in the
estimated amount of $1 ,340,000 are hereby approved and ordered filed in the
office of the City Clerk for public inspection.
Passed, adopted and approved this
day of
,2006.
Roy D. Buol, Mayor
Attest
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 Cedar Street and Dog Track Lift Station Improvements Project is
hereby ordered to be advertised for bids for construction.
BE IT FURTHER RESOLVED, that the amount of security to accompany
each bid shall be in the amount which shall conform to the provisions of the
Notice to Bids hereby approved as a part of the plans 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 28th day of July, 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 ih day of August, 2006.
Passed, adopted and approved this
day of
,2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
(
RESOLUTION NO.
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 or the City Clerk for public inspection of the
Cedar Street and Dog Track Lift Station Improvements 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 7th day of August, 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
day of
,2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
~
t
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 Cedar Street and Dog Track Lift
Station Improvements 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 Cedar Street and Dog Track Lift Station Improvements
Project in accordance with the provisions of Chapter 384, City Code of Iowa, at
6:30 p.m. on the 7th day of August, 2006. Said proposed plans, specifications,
form of contract and estimate 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 of
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.
2006.
Published by order of the City Council given on the
day of
Jeanne F. Schneider, City Clerk