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W&RRC Catfish Station Electrical Repairs FEMA_Setting HearingMasterpiece on the Mississippi Dubuque band AI- America City 11111r 2007 • 2012 • 2013 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Water & Resource Center Catfish Station Electrical Repairs FEMA DATE: August 14, 2013 On July 15, 2013, the City Council approved proceeding with the bidding process for the Catfish Station Electrical Repairs FEMA Project, but due to a technical issue, the notice to bidders was not published as required, making it necessary to do the approval process again. Water & Resource Recovery Center Manager Jonathan Brown recommends initiation of the bidding process for the Catfish Station Electrical Repairs FEMA Project, and further recommends that a public hearing be set for September 16, 2013. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Jonathan R. Brown, Water & Resource Recovery Center Manager Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Jonathan R. Brown, W &RRC Manager SUBJECT: W &RRC Catfish Station Electrical Repairs FEMA DATE: August 14, 2013 Dubuque bitell All- America City 1 I 2007 • 2012 • 2013 INTRODUCTION The purpose of this memo is to request council approval to proceed with the bidding process for the Catfish Station Electrical Repairs FEMA project. This project was originally approved at the July 15, 2013 council meeting but due to a technical issue the notice to bidders was not published as required and it is necessary to do the approval process again. BACKGROUND Due to flooding in July of 2011 the Catfish Creek Pumping Station suffered serious damage to its electrical components. Short and medium term repairs were made to bring the station back into operation and the station has been operating successfully since that time. The purpose of this project is to complete the long term repairs to the system as agreed to by FEMA. DISCUSSION Final completion of this project was delayed from December 31, 2012 to November 30, 2013 due to questions concerning FEMA funding of major portions of the project. City staff requested and was granted an extension to the competition date and concerns regarding FEMA funding are no longer applicable. The project consists of converting much of the temporary work to a more permanent installation, moving electrical components to interior surfaces to allow for a future mitigation project and repairs to HVAC ductwork at the station. The estimated project cost of the work to be completed is $132,482.70 Proposed Project Schedule: Notice to Bidders Receipt of Bids Public Hearing Award of Contract August 21, 2013 September 12, 2013 September 16, 2013 September 16, 2013 ACTION REQUESTED The City Council is requested to establish the date of a public hearing and to authorize the City Clerk to advertize for proposals through the adoption of the enclosed resolutions. Attachments: cc: Steve Brown, Project Manager Jenny Larson, Budget Director Ken TeKippe, Finance Director 2 RESOLUTION NO. 271 -13 WATER & RESOURCE RECOVERY CENTER CATFISH STATION ELECTRICAL REPAIRS (FEMA) RESOLUTION (1) 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 (2) RESCINDING RESOLUTION NOS. 234 -13 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA, THAT: Section 1: The proposed plans, specifications, form of contract and estimated cost for the Water & Resource Recovery Center Catfish Station Electrical Repairs FEMA, in the estimated amount of $132,482.70 are hereby preliminarily approved and ordered on file in the Office of the City Clerk for public inspection. Section 2: A public hearing will be held on the 16th day of September, 2013, at 6:30 p.m. in the second -floor City Council Chambers of the Historic Federal Building, 350 W. 6th Street, Dubuque, Iowa, 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. Section 3: 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 in accordance with Iowa Code. Section 4: Resolution Nos. 234 -13 is hereby rescinded. Passed, adopted and approved this 19th day of August, 2013. Attest: Ke in S. Firnstahl /City C erk Roy D. Buol, Mayor NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE CITY OF DUBUQUE CATFISH STATION ELECTRICAL REPAIRS FEMA NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, from of contract, and estimated cost for the Water & Resource Recovery Center Catfish Station Electrical Repairs FEMA, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 16th day of September, 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: The work includes converting temporary electrical installations for the operation of the Catfish Creek Pumping Station to a more permanent installation, moving electrical components to interior surfaces to allow for a future mitigation project and repairs to HVAC ductwork at the station. 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 the order of the City Council given on the -- day of August, 2013. Attest: Kevin S. Firnstall, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT CATFISH STATION ELECTRICAL REPAIRS FEMA CONTRACT 1 -2013 Time and Place for Filing Sealed Proposals. Sealed bids for the work comprising improvement as stated below must be filed before 2:00 P.M. on September 12, 2013, in the Office of the City Clerk, City Hall - First Floor, 50 West 13th Street, Dubuque, Iowa. Time and Placed Sealed Proposals Will be Opened and Considered. Sealed proposals will be publicly opened, read aloud, and bids tabulated at 2:00 P.M. on September 12, 2013, at City Hall - Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on September 16, 2013. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time for Commencement and Completion of Work. Work shall be commenced after Notice to Proceed has been issued and shall be fully completed in accordance with the requirements listed in the Agreement. 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 five percent (5 %) 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. Bids are to be addressed to the City of Dubuque, Iowa, 50 West 13th Street, Dubuque, IA 52001, and shall be marked "Sealed Bid - Catfish Station Electrical Repairs FEMA - Contract 1- 2013." Bidding Documents may be reviewed and paper copies may be obtained from the Issuing Office which is The City of Dubuque Water & Resource Recovery Center (W &RRC), 795 Julien Dubuque Drive, Dubuque IA 52003 No Bid will be received unless accompanied by a cashier's, certified or bank check or a Bid Bond equal to at least 5 percent of the maximum Bid, payable to the OWNER as a guarantee that after a Bid is accepted, Bidder will execute and file the Agreement and 100% Performance and Payment Bonds within 15 days after the Notice of Award. A Federal Davis -Bacon wage rate determination is a requirement of this project. Bidders shall comply with the President's executive Order No. 11246, Equal Employment Opportunity as amended. The City of Dubuque reserves the right to reject any or all Bids, to waive any technicality, and to accept any Bid which it deems advantageous. All Bids shall remain subject to acceptance for 30 days after the time set for receiving Bids. Contract award shall be made based on the lowest responsive and responsible Bidder. Women and Minority -owned businesses are encouraged to submit Bids for this Project. Bidders must demonstrate positive efforts to utilize women's and minority owned businesses. This procurement will be subject to regulations contained in 40 CFR 35.3145(d), and P.L. 102 -389 and 100 -590. In addition, Bidder shall comply with Executive Orders 11625, 12138, and 12432. 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. WATER & RESOURCE RECOVERY CENTER CATFISH ELECTRICAL REPAIRS FEMA The work includes converting much of the temporary work to a more permanent installation, moving electrical components to interior surfaces to allow for a future mitigation project and repairs to HVAC ductwork at the station. Pre -Bid Construction Conference. It is highly recommended that bidders visit the site to become familiar with the work required. CONTRACTOR must sign the Consent Decree certification agreement bound in this document as a condition of the Contract and prior to commencing any work for this Contract. Published in the Telegraph Herald, August 21, 2013.