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Water Treatment Plant North Softening Basins Rehabilitation Project_InitiateTHE 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: Authorize Public Bidding for the Water Treatment Plant North Softening Basins Rehabilitation Project (CIP 740-2396, Fund Balance - $91,403) DATE: March 25, 2014 Water Department Manager Bob Green recommends initiation of the bidding procedure for the Water Treatment Plant North Softening Basins Rehabilitation Project, and further recommends that a public hearing be set for May 5, 2014. I concur with the recommendation and respectfully request Mayor and City Council approval. .1„.1-t44 ,,,,, Mic ael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Bob Green, Water Department Manager THE CITY OF Dui Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Bob Green, Water Department Manager Dubuque bitetri All -America City 1 r 2007 • 2012 • 2013 SUBJECT: Authorize public bidding for the Water Treatment Plant North Softening Basins Rehabilitation Project (CIP 740-2396, Fund Balance - $91,403.00). DATE: March 17, 2014 INTRODUCTION The attached Resolutions authorize the bidding procedure for the Water Treatment Plant North Softening Basins Rehabilitation Project. DISCUSSION The Water Treatment Plant North Softening Basins Rehabilitation Project consists of the rehabilitation and construction management associated with the reconstruction of the north softening basins located at the Eagle Point Water Plant. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids Notice of Public Hearing on Plans & Specifications Public Hearing on Plans & Specifications Pre-bid Conference Receipt of Bid Proposals (Bid Letting) Award Construction Contract Notice to Start Physical Construction Substantial Completion Date April 7, 2014 April 8, 2014 April 8, 2014 May 5, 2014 May 13, 2014 May 22, 2014 June 2, 2014 September 8, 2014 November 30, 2014 RECOMMENDATION It is recommended that the City Council give preliminary approval to the specifications for the Water Treatment Plant North Softening Basins Rehabilitation Project, and to establish the date of May 5, 2014 for the public hearing on the specifications for this project and hereby authorize the City Clerk to advertise for bid proposals. BUDGET IMPACT The estimate of probable cost for Water Treatment Plant North Softening Basins Rehabilitation Project is as follows: Estimated Construction Cost $156,324.27 Contingency (10%) $ 15,632.43 Engineering Design & Inspection Fees $ 28,520.00 Total Estimated Project Cost $200,476.70 The project funding summary is as follows: CIP NO. 740-1422 FUND DESCRIPTION Water Treatment Plant North Softening Basins Rehabilitation FUND AMOUNT BUDGETED $119,923.00 BUDGET DEFICIT $ 80,553.70 It is being recommended that this budget deficit be absorbed with the surplus funds currently in the following CIP: CIP NO. 740-2398 FUND DESCRIPTION Water Treatment Plant Window Replacement CURRENT BALANCE $ 84,946.00 ACTION TO BE TAKEN The City Council is requested to establish the date of the Public Hearing on the specifications for this project and to authorize the City Clerk to advertise for proposal through the adoption of the enclosed Resolutions. BG:jr Attachments cc: Jenny Larson, Budget Director Kevin Firnstahl, City Clerk Jacqueline Rodriguez, Water Plant Manager File RESOLUTION NO. 107-14 CITY OF DUBUQUE, IOWA WATER DEPARTMENT WATER TREATMENT PLANT NORTH SOFTENING BASINS REHABILITATION PROJECT APPROVAL OF SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE WATER TREATMANT PLANT NORTH SOFTENING BASINS REHABILITATION PROJECT. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the proposed plans, specifications, and form of contract now on file with the office of City Clerk and estimated cost for the Water Treatment Plant North Softening Basins Rehabilitation Project, in the amount of $200,476.70, are hereby approved. Passed, adopted and approved this 7th day of April, 20 4. Attest: Roy DS = uol, Mayor NOTICE OF PUBLIC HEARING OF THE CITY COUNCIL OF DUBUQUE, IOWA, ON THE MATTER OF THE SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE WATER TREATMANT PLANT NORTH SOFTENING BASINS REHABILITATION PROJECT NOTICE IS HEREBY GIVEN: The City Council of the City of Dubuque, Iowa will hold a public hearing on the proposed specifications, form of contract and estimated cost for the Water Treatment Plant North Softening Basins Rehabilitation Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 5th day of May, 2014, in the Historic Federal Building Council Chambers (Second Floor) 350 West 6th Street, Dubuque, Iowa. The scope of the Project is as follows: The Water Treatment Plant North Softening Basins Rehabilitation Project consists of the rehabilitation and construction management associated with the reconstruction of the north softening basins located at the Eagle Point Water Plant Copies of supporting documents for the public hearing are on file in the City Clerk's Office and may be viewed during normal working hours. Written comments regarding the above public hearing may be submitted to the City Clerk's Office on or before said time of public hearing. 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 8th day of April, 2014. Kevin Firnstahl, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT WATER TREATMANT PLANT NORTH SOFTENING BASINS REHABILITATION PROJECT 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 May 22, 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 May 22, 2014, at City Hall - Conference Room B, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on June 2, 2014. The City of Dubuque, Iowa, reserves the right to reject any and all bids. Time and Place for Pre -Bid Meeting. A Non -Mandatory Pre -Bid Meeting will be scheduled on Tuesday, May 13, 2014 at 10:00 a.m. local time at the City of Dubuque Water Treatment Facilities, 50 West 13th Street, Dubuque, Iowa. Representatives of contractors or suppliers planning on quoting work to a prime bidder are encouraged to attend and present any questions they may have. Time for Commencement and Completion of Work. Work on the North Softening Basins Rehabilitation Project shall be commenced after award of the notice to start physical construction. It is anticipated the physical construction will not be able to start until September 8, 2014. Substantial completion of work on the North Softening Basins shall include completion of the sandblasting, coating and disinfection of both basins. The North Softening Basins Rehabilitation work shall be substantially completed by November 30, 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. Copies of the construction documents may be obtained from Veenstra & Kimm, Inc., 3000 Westown Parkway, West Des Moines, Iowa 50266, phone (515) 225-8000, upon request. 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. Payment of the cost of said project will be made from any one or a combination of the following sources at the sole discretion of the City Council: (1) cash to be derived from the proceeds of the issuance and sale of Water Revenue Bonds, which will be payable solely and only out of the future net revenues of the Municipal Water Utility, and/or from such other cash funds on hand of said Utility as may be lawfully used for said purpose; (2) cash derived from the proceeds of the issuance and sale of General Obligation Bonds of said City; (3) cash from such general funds of said City as may be legally used for such purpose; and (4) cash from public facilities set-aside fund.