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Health Ctr Parking Lot Project 5~~%duE ~c/k-~ MEMORANDUM September 26, 2006 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Crescent Community Health Center Parking Lot Project City Engineer Gus Psihoyos is recommending initiation of the public bidding process for the Crescent Community Health Center Parking Lot project. He further recommends that a public hearing be set for October 16, 2006. I concur with the recommendation and respectfully request Mayor and City Council approval. j1l1l~~d.L Michael C. Van Milligen MCVM/ksf Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer D'G~~E ~ck~ MEMORANDUM September 26, 2006 FROM: MiChael. C. Van Milligen: City Ma~~~ Gus PSI hoyos, City Engineer ~/ / TO: SUBJECT: Crescent Community Health Center Parking Lot Project (CIP 1021848: Community Health Center) INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the Crescent Community Health Center (CCHC) Parking Lot Project. DISCUSSION The CCHC Parking Lot Project located in the southwest corner of 18th Street and Elm Streets involves reconstructing the existing parking lot that is currently adjacent to the proposed Crescent Community Health Center. Pine Box, LLC currently owns the building where CCHC will locate. In order to provide adequate parking for the CCHC, the City purchased property south of the proposed parking lot. The City is working on an agreement with Pine Box, LLC to exchange properties of equal area so that the City's parking lot will be adjacent to the entrance of the CCHC. The Engineering Department has coordinated the design with the developer to expedite the construction of the parking lot this year, weather permitting. After deconstruction or relocation of the houses, and exchange of properties, the developer will complete the remaining parking areas as required on the approved site plan. The award of this project will be subject to a final agreement between the developer and the City. The proposed parking lot would accommodate 30 parking stalls. This parking lot would be phase 1 of the overall parking available to the building. The developer of the building plans to construct two additional parking lots adjacent to the building site at a later date. The project will include the removal of the existing asphalt surface, installation of new curb and gutter, installation of sidewalks around the perimeter of the parking lot, installation of sidewalks directly adjacent to the building serving the parking lot, installation of conduit for future security gate installation, installation of storm sewer, installation of asphalt pavement, striping of the lot and the installation of light bases so lighting can be installed later. A copy of the conceptual site plan is attached showing the proposed layout of the parking lot. Engineering requests the proposed project be bid as an asphalt parking lot with an additive concrete pavement alternate. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Advertisement for Bids Pre-Bid Construction Conference Receipt of Bids Notice of Public Hearing on Plans and Specifications Public Hearing Award of Contract Project Completion Date October 2, 2006 October 4, 2006 October 6, 2006 October 10,2006 October 6, 2006 October 16, 2006 October 16, 2006 November 22, 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 Community Health Services Parking Lot is summarized as follows: Construction Contract Contingency Construction Engineering & Inspection Estimate $81,602.50 8,160.25 13,464.41 Total Project Cost ~103.227.16 The project funding summary is as follows: Fund Description CIP 1021848 - Community Health Center Fund Amount $ 103,227.16 Total Project Funding J103.227.16 ACTION TO BE TAKEN 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 Jon Dienst, PE cc: Cynthia Steinhauser, Assistant City Manager Barry Lindahl, City Attorney Dawn Lang, Budget Director Mary Rose Corrigan, Public Health Specialist David Harris, Housing/Community Development Director Bob Schiesl. PE. Assistant City Engineer D >- z " l.&.I 0 ~ 0: I- " 1.L.a:: % ... 0 0 ~::E: II II II II Ill! "''''.',oboqrl(] _~',\\i6<.l .S,MV HInO;) NOJ.ONIHSV M ~np lB )I'MOM. HIlS __......1 I " II ~ ~ o '" ~ gJ ~ 7. o ~ a i:: t: ] ;;: ~ ~ ~. ~ " ~ " II J ~~) "' "' NVld "J.IS OMJ. J.d";)NO;) I Iii] I',: lllL I ! I N 1 .~ , . j "00 I I ~ ~ ~j !;;~ B~ 5- uOO " II " I ~) - ~~t+:, - ;;'.' ~;;J -:-1 -- _1:"1 IFI --tt~ ~" o H~ ~3i' .,~ ',,' , '/ !,. i I i(il '\ iji:-:I , D >- z ~ '" 0 " '" ,.. " LI.. 0:: i .. 0 u ~::E: sl ~I " o .. ::a !ll '" ~- ~ ! ~l. r: i:i " z ~ <: - '" ~ <: '" ~ .. .. II II 1111 I II ..........""'Jna _-,-,,",'1\'<11.1 'S,ldV Hlno:) NOlDNIHSV M '!jl '" )!~OM ~llS I I J ' - . j ! NVld ~llS OMl J,d~:)NO:) ~-- .4. wr; 'm2:l ~- l~ J llJ I ill 10 IIIIII 'I i" I H I ~ j, "" '01 Ii ill I I 'I'll " " I I' I,: · II ".I~~ , i II ,. ~ ~ .2~~"1 I"~~'" ! I II ---~I ,I : I , I l ~j I .~! I - - I r I Ii I I LI I,' II I ~r 1ill I'! i,:.~ L! lill ~ I ~~5 . o ___~2;: =:5 0_ '~ =0 z:::::l ,-,;- rot 101 f:: z o:..:..J z;;.: --~~ III - <: ~ ~~ , !; l l' ~ ~~ 'I II Ii Ij ,. l!l I" h, !1! Illj ~!!; IlL !Il~ 1----. I .. I I I I L____. . c.a.. .......7 ,IITI-I , ---- I I -J-- , . ' , .. I 11_1_" n . 1&, '01 I1II ~. I I I I .\ . , 11' ,. ., '. '. . , ~::--i ~..,_..;J EFI}IJS ljlL [ ~~ - KlI J.01 lOllOl -...----- ITnl.l,Sllllll .11' '. , I' , dl!! 11m ~ ~ ~ . !! I ~ , --0 N .j:l.., . tZl 1 o~ ~.....:l tj:l.., "'~ \:IE-< 0- uOO ~ t.:J >.;..l '" .... 'f; z 2 'Z :;; <: :::: RESOLUTION NO. 473-06 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 Crescent Community Health Center Parking Lot Project in the estimated amount of $103,227.16 are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, approved and adopted this 2nd day of October, 2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 474-06 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 Crescent Community Health Center Parking Lot 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 16th day of October, 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 2nd day of October, 2006. Roy D. Buol, Mayor Attest: Jeanne F. Schneider, CMC, City Clerk RESOLUTION NO. 475-06 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Crescent Community Health Center Parking Lot 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. 10th day of October, 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 16th day of October, 2006. Passed, approved and adopted this 2nd day of October, 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 Crescent Community Health Center Parking Lot 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 Community Health Services Parking Lot Project, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m., on the 16th day of October, 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 CRESCENT COMMUNITY HEALTH CENTER PARKING LOT 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 10th day of October, 2006 for the Crescent Community Health Center Parking Lot Project. Proiect Description: The Crescent Community Health Center Parking Lot Project will involve reconstructing the existing parking lot that is currently adjacent to the proposed Crescent Community Health Center. The proposed parking lot would accommodate 30 parking stalls. The project will include the removal of the existing asphalt surface, installation of new curb and gutter, installation of sidewalks around the perimeter of the parking lot, installation of sidewalks directly adjacent to the building serving the parking lot, installation of conduit for future security gate installation, installation of storm sewer, installation of asphalt pavement, striping of the lot and the installation of light bases so lighting can be installed later. 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 22nd 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 10th day of October, 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 16th day of October, 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 substantially completed by November 22, 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.