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HMA Resurfacing Project_White Street, 11th to 21st StreetsTHE CITY OF Dui Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager Dubuque band AI -America City r 2007 • 2012 • 2013 SUBJECT: White Street HMA Resurfacing with Milling Project, from 11th to 21st Street Iowa DOT Project No. NHSN-52-2(132)--2R-31 Iowa DOT Agreement No. 2014-16-271 CIP 3602483, 7201081, 3001615, 3602442, 7401405 DATE: March 10, 2014 City Engineer Gus Psihoyos recommends initiation of the public bidding procedure for the White Street HMA Resurfacing with Milling Project from 11th to 21st Street, and further recommends that a public hearing be set for April 7, 2014. I concur with the recommendation and respectfully request Mayor and City Council approval. 7- Mic ael C. Van Milligen 1,,i1144 .., MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Gus Psihoyos, City Engineer THE CITY OF DJThE Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer Dubuque krerd Al4malca City 2007 • 2012 • 2013 SUBJECT: White Street HMA Resurfacing with Milling Project, from 11th to 21st Street Iowa DOT Project No. NHSN-52-2(132)--2R-31 Iowa DOT Agreement No. 2014-16-271 CIP 3602483, 7201081, 3001615, 3602442, 7401405 DATE: March 7, 2014 INTRODUCTION The enclosed resolutions authorize the initiation of the public bidding procedure for the White Street HMA Resurfacing With Milling Project, from 11th to 21st Street. BACKGROUND The White Street HMA Resurfacing Project, from 11th to 21st Street is Phase 2 of a 4 - Phase project that is a joint partnership between the City and the Iowa Department of Transportation (Iowa DOT). The joint venture includes Phase 1 - Central Avenue HMA Resurfacing Project, from 21st to 32nd Street (completed in 2011), Phase 2 - White Street HMA Resurfacing Project, from 11th to 21st Street (scheduled for construction 2014), Phase 3 - Central Avenue HMA Resurfacing Project, from 9th to 21st Street and Phase 4 — 11th Street HMA Resurfacing Project, from White to Elm Street. DISCUSSION The White Street Resurfacing Project, from 11th to 21st Street will provide for the following improvements: • Pavement milling on U.S. 52 (White Street) between 11th and 21st Street. • Transverse and longitudinal joint repair as needed. • Pavement sub -base repair and patching as needed. • Hot mix asphalt (HMA) resurfacing of both thru lanes and parking areas. • Spot curb, driveway, and sidewalk replacement. • Storm sewer intake reconstruction. • Installation of ADA pedestrian access curb ramps (37 total). • Water main improvements. • Traffic signal improvements at 14th 17th and 20th. Through the cooperative agreement, the Iowa DOT will be responsible for the eligible construction costs associated with pavement rehabilitation for the center 24 feet (12 feet in each direction from roadway centerline) and 50% of the costs associated with the pedestrian access curb ramps at all the intersection quadrants on U.S. 52 (White Street). The City will be responsible for the costs associated with pavement rehabilitation of the parking lanes and the costs for curb and sidewalk replacement, underground utility work, 50% of the costs associated with the pedestrian access curb ramps at all the intersection quadrants on U.S. 52 (White Street) and landscape restoration. All other associated costs, such as engineering design, contract administration, construction engineering and inspection will be funded solely with City funding. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Publish Public Hearing Notice on Plans &Specifications Public Hearing on Plans & Specifications Pre -Bid Construction Conference Receipt of Bid Proposals (Bid -Letting) Award Construction Contract (Subject to IDOT Approval) Project Completion Date PUBLIC OUTREACH March 17, 2014 March 21, 2014 March 21, 2014 April 7, 2014 March 27, 2014 April 10, 2014 April 21, 2014 October 31, 2014 The City will host an informational meeting for businesses on Friday, March 14th, at City Hall. City staff provided an overview of the White Street Resurfacing Project to those impacted businesses along the corridor, reviewed the proposed traffic control plan as well as vehicular / pedestrian access, reviewed the project schedule, and responded to feedback and questions. The City will also host a general public informational meeting on April 3rd at Prescott School for property owners along White Street project corridor. 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 cost for the White Street HMA Resurfacing with Milling Project, from 11th to 21st Street is as follows: Estimate Construction Contract $1,038,776.27 Pre -purchased Traffic Signal Equipment 60,101.00 Contingency 103,877.63 Administration, Design, Construction Engineering & Inspection 103,877.63 Total Project Cost $1,306,632.53 The project funding summary is as follows: CIP No. Fund Description 3602483 Iowa DOT Funding 3602483 Hwy 52 - White Street Pavement Rehabilitation 7201081 Catch Basin Replacement 7101335 Sanitary Manhole Replacement 3001615 Pre -purchased Traffic Signal Equipment - Mastarms 3602442 Pre -purchased Traffic Signal Equipment - Cabinets 3001615 Traffic Signal Intersection Reconstruction 7401405 Water Main Replacement Total Project Funding Fund Amount $ 451,692.82 475,976.89 38,787.42 11,387.20 14,384.00 45,717.00 199,464.61 69,222.59 $ 1,306,632.53 The City currently has $548,900 budgeted in FY14 to cover the City's portion of the pavement rehabilitation costs and all other associated costs, such as engineering design, contract administration, construction engineering and inspection. ** The funding sources identified to cover the associated costs for the traffic signal improvements at 14th, 17th and 20th Streets are listed below. To simplify the allocation and tracking of project costs, the CIP amounts listed below will be transferred to the Traffic Signal Intersection Reconstruction CIP (3001615) as part of the FY14 Budget Amendment Process. CIP No. Fund Description 3001615 Traffic Signal Intersection Reconstruction 3001266 Traffic Signal Innerconnect Conduit Replacement 3001017 Traffic Optic Conduit - Paving Projects 3001133 Traffic Signal Mastarm Retrofit 2501916 LED Re -Lamp Schedule 3001549 Street Light Replacement / New City Owned 3001011 Signalization Program Total Project Funding ACTION TO BE TAKEN Fund Amount $ 60,648.00 10,000.00 9,227.00 81,101.00 10,000.00 10,000.00 18 488.61 $ 199,464.61 The City Council is requested to establish the date of the public hearing and to authorize the City Clerk to advertise for bids through adoption of the enclosed resolutions for the White Street HMA Resurfacing with Milling Project, from 11th to 21st Street. Prepared by Robert Schiesl, Assistant City Engineer cc: Jenny Larson, Budget Director Dave Ness, Traffic Engineer Greg Doeden, Civil Engineer Duane Richter, Civil Engineer RESOLUTION NO. 84-14 WHITE STREET HMA RESURFACING WITH MILLING PROJECT FROM 11TH TO 21ST STREET IOWA DOT PROJECT NO. NHSN-052-2(132)--2R-31 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 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: The proposed plans, specifications, form of contract and estimated cost for White Street HMA Resurfacing with Milling Project, from 11th to 21st Street, Iowa DOT Project No. NHSN-052- 2(132)--2R-31, in the estimated amount $1,306,632.53, are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. A public hearing will be held on the 7th day of April, 2014 at 6:30 p.m. in the Historic Federal Building Council Chambers 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, and the City Clerk be and is hereby directed to cause the attached notice of the 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 published not Tess than four days nor more than twenty days prior to the date of such hearing. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, form of contract, or estimated cost of the Project. The White Street HMA Resurfacing with Milling Project, from 11th to 21st Street, Iowa DOT Project No. NHSN-052-2(132)--2R-31 is hereby ordered to be advertised for bids for construction. 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. 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 to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not Tess than four but not more than forty-five days before the date for filing bids before 2:00 p.m. on the 10th day of April, 2014. Bids shall be opened and read by the City Clerk at said time and will be submitted to the City Council for final action at 6:30 p.m. on the 21st day of April, 2014, in the Historic Federal Building Council Chambers (second floor), 350 West 6 Street, Dubuque, Iowa. Passed, adopted and approved this 17th day of March, 2014. Attest: 1 Kevin irnstahl, MC, ity Clerk Roy D. Buol, Mayor NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE WHITE STREET HMA RESURFACING WITH MILLING PROJECT, FROM 11TH TO 21ST STREET, IOWA DOT PROJECT NO. NHSN-052-2(132)--2R-31 NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa will hold a public hearing on the proposed plans, specifications, form of contract and estimated cost for the White Street HMA Resurfacing with Milling Project, from 11th to 21st Street, Iowa DOT Project No. NHSN-052-2(132)--2R-31, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 7th day of April, 2014, 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: • Pavement milling on U.S. 52 (White Street) between 11th and 21st Street. • Transverse and longitudinal joint repair as needed. • Pavement sub -base repair and patching as needed. • Hot mix asphalt (HMA) resurfacing of both thru lanes and parking areas. • Spot curb, driveway, and sidewalk replacement. • Storm sewer intake reconstruction. • Installation of ADA pedestrian access curb ramps (37 total). • Water main improvements. • Traffic signal improvements at 14th, 17th and 20th. 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. 2014. Published by order of the City Council given on the day of Kevin S. Firnstahl, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT WHITE STREET HMA RESURFACING WITH MILLING PROJECT FROM 11TH TO 21ST STREET IOWA DOT PROJECT NO. NHSN-52-2(132)--2R-31 Time and Place for Filing Sealed Proposals. Sealed bids for the work comprising each improvement as stated below must be filed before 2:00 p.m. on April 10, 2014, in the Office of the City Clerk, City Hall - First Floor, 50 West 13th Street, Dubuque, Iowa. Time and Place Sealed Proposals Will be Opened and Considered. Sealed proposals will be opened and bids tabulated at 2:00 p.m. on April 10, 2014, at City Hall - Conference Room B, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on April 21, 2014. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time for Commencement and Completion of Work. Work on each improvement shall be commenced within 10 days after the Notice to Proceed has been issued and shall be fully completed by October 31, 2014. 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 ten percent (10%) 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. Paper copies of the construction documents may be obtained at the Engineering Department, City Hall — Second Floor, 50 West 13th Street, Dubuque, Iowa 52001 beginning March 21, 2014. No plan deposit is required. 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. White Street HMA Resurfacing Project, from 11th to 21st Street: • Pavement milling on U.S. 52 (White Street) between 11th and 21st Street. • Transverse and longitudinal joint repair as needed. • Pavement sub -base repair and patching as needed. • Hot mix asphalt (HMA) resurfacing of both thru lanes and parking areas. • Spot curb, driveway, and sidewalk replacement. • Storm sewer intake reconstruction. • Installation of ADA pedestrian access curb ramps (37 total). • Water main improvements. • Traffic signal improvements at 14 17tn and 20th. Pre -Bid Construction Conference. Each prospective bidder is encouraged to attend the Pre -Bid Construction Conference to be held at 10 AM on March 27, 2014, at the Conference Room A, City Hall, 50 West 13th Street, Dubuque, Iowa. Attendance by all prospective bidders is not mandatory but highly recommended. Published in the Telegraph Herald, March 21, 2014.