Asbury Rd. Eastbound Lane Widening Pro.
D~~~E
~c!k-~
MEMORANDUM
August 15, 2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Asbury Road Eastbound Lane Widening Project
City Engineer Gus Psihoyos recommends initiation of the bidding process for the
Asbury Road Eastbound Lane Widening Project, and further recommends that a public
hearing be set for September 18, 2006.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
/1221,/ Cc:~ /Illv~
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
~.. ~.'._J
D~~~E
~~~
MEMORANDUM
August 15, 2006
FROM:
Michael C. Van Milligen, City Mavnager
Gus Psi hoyos, City Engineer ,
-'
TO:
SUBJECT: Asbury Road Eastbound Lane Widening Project
INTRODUCTION
The enclosed resolutions authorize the public bidding procedure for the Asbury Road
Eastbound Lane Widening Project.
BACKGROUND
Ordinance No. 69-05, adopted by the City Council on December 19, 2005, approved the
PUD and Conceptual Development Plan for the Sam's Club development at the
Northwest Arterial and Asbury Road. The Ordinance provided, in part, that Asbury Road
will be improved with an additional eastbound thru-Iane from the Northwest
Arterial/Asbury Road intersection to the new access serving the Sam's Club property.
The City will construct the additional eastbound thru-Iane according to prevailing City
standards and specifications for such improvements, utilizing funds placed on deposit
by Wal-Mart Stores, Inc. for that purpose under the terms of an escrow agreement
entered into between Wal-Mart Stores, Inc., and the City. The amount placed in escrow
by Wal-Mart Stores, Inc. is $250,000.
Plastic Center Inc. has agreed to contribute $115,000 toward the project and to provide
the City with all necessary property and temporary construction access easement rights
at no additional cost to the City for the installation of traffic signal equipment, placing
embankment fill, performing grading, storm sewer construction and utility relocations.
Any of the $115,000 contribution not required for the project will be refunded to Plastic
Center Inc. If the project exceeds $365,000, the City of Dubuque and Plastic Center
Inc. will split any costs beyond this amount equally.
DISCUSSION
The City has hired Buesing & Associates to complete the engineering design services
for the Asbury Road Eastbound Lane Widening Project.
Phase I
Preliminary design plans for the east lane widening will require the southerly curb line to
be constructed within approximately one (1) foot from the existing right-of-way line and
the Plastic Center Inc. property line.
Phase /I
The Asbury Road Eastbound Lane Widening Project will also include the addition of a
eastbound right turn lane on Asbury Road between Holliday Drive and the Northwest
Arterial. The existing right turn lane will be utilized as a second through lane. This
project is a City project and will be paid for with City funds. The addition of the right turn
lane on Asbury Road between Holliday Drive and the Northwest Arterial will provide two
dedicated through lanes and a dedicated right turn lane in this area for eastbound traffic
on Asbury Road. This will greatly reduce the congestion in this area. Property was
acquired for the widening of this section of roadway from Dubuque Bank and Trust for a
cost of $8,880.
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
Pre-Bid Construction Conference
Public Hearing
Award of Contract
Project Completion Date
August 21, 2006
August 25, 2006
September 12,2006
September 8, 2006
March 31, 2006
September 18, 2006
September 18, 2006
November 17, 2006
RECOMMENDATION
I recommend that the City Council establish a date for the public hearing and authorize
the City Clerk to advertise for proposals.
BUDGET IMPACT
The estimate of probable costs for the Asbury Road Eastbound Lane Widening Project
is summarized as follows:
Phase I
(Between the Northwest Arterial and Proposed Sam's Club Entrance)
Construction Cost
Traffic Signal Controller Relocation
Alliant Energy Utility Relocation
Contingency
Design Engineering - Buesing & Associates
Construction Engineering & Inspection
Total Project Cost
Estimate
$ 119,500
35,000
125,000
18,000
14,650
12,000
$ 324.150
RESOLUTION NO.
RESOLUTION ADOPTING PLANS AND SPECIFICATIONS
Whereas, on the 16th day of September, 2006, plans, specifications, form
of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for
the Asbury Road Eastbound Lane Widening 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
day of
,2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 383-06
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 Asbury Road Eastbound Lane Widening Project, in the estimated
amounts of $119,500 for Phase I and $114,000 for Phase II are hereby approved
and ordered filed in the office of the City Clerk for public inspection.
Passed, adopted and approved this 21st day of August
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City Clerk
RESOLUTION NO. 384-06
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
Asbury Road Eastbound Lane Widening 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 18th 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, adopted and approved this 21st day of August ,2006.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, City Clerk
F. Schneider, CMC, City Clerk
RESOLUTION NO. 385-06
ORDERING BIDS
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
That the Asbury Road Eastbound Lane Widening 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 12th day of September, 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 18th day of September, 2006.
Passed, adopted and approved this21st 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 Asbury Road Eastbound Lane
Widening Project: Addition of an eastbound right-turn lane on Asbury Road
between Holliday Drive and the Northwest Arterial and a thru-Iane widening on
Asbury Road between the Northwest Arterial and the proposed entrance into the
Sam's Club development.
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 Asbury Road Eastbound Lane Widening Project, in
accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m.,
on the 18th day of September, 2006, in the Public Library Auditorium, 360 West
11 th 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 TDD 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 ASBURY ROAD EASTBOUND LANE WIDENING 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
1zth day of September, 2006, for the Asbury Road Eastbound Lane Widening
Project.
The Asbury Road Eastbound Lane Widening Project will include: Phase
1--East lane widening of the southerly curb line to within approximately one (1)
foot from the existing right-of-way line and the Plastic Center, Inc. property line;
Phase II-Addition of an eastbound right-turn lane on Asbury Road between
Holliday Drive and the Northwest Arterial.
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 17th
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 1ih day of September, 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 18th 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 17, 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.