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Water Treatment Plant North Softening Basins Rehabilitation Project_Re-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: Rescind Resolution No. 107-14 and give Preliminary Approval of Plans and Specifications for the Water Treatment Plant North Softening Basins Rehabilitation Project (CIP 740-2396, Fund Balance - $91,403.00) DATE: April 28, 2014 At the April 7, 2014 City Council meeting, the wrong resolution was attached to the Water Treatment Plant North Softening Basins Rehabilitation Project. Water Department Manager Bob Green recommends the City Council rescind Resolution No. 107-14, give preliminary approval to the specifications for the Water Treatment Plant North Softening Basins Rehabilitation Project, and establish May 19, 2014 as the date for the public hearing on the specifications for this project. I concur with the recommendation and respectfully request Mayor and City Council approval. 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 bitettl All -America City 1 r 2007 • 2012 • 2013 SUBJECT: Rescind Resolution No. 107-14 and give preliminary approval of plans and specifications for the Water Treatment Plant North Softening Basins Rehabilitation Project (CIP 740-2396, Fund Balance - $91,403.00). DATE: April 21, 2014 INTRODUCTION At the April 7, 2014, the wrong resolution was attached to the Water Treatment Plant North Softening Basins Rehabilitation Project. Instead of the Preliminary Approval of the Water Treatment Plant North Softening Basins Rehabilitation Project, the Approval of the Water Treatment Plant North Softening Basins Rehabilitation Project was submitted. DISCUSSION Resolution No. 107-14 should be rescinded and preliminary approval of the plans and specifications for the Water Treatment Plant North Softening Basins Rehabilitation Project should be issued and the notice to bidders and notice of public hearing that has already been published should be approved. PROJECT SCHEDULE The revised 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 Rescind Resolution No. 107-14 Preliminary Approval of 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 RECOMMENDATION April 7, 2014 April 8, 2014 April 8, 2014 May 5, 2014 May 5, 2014 May 19, 2014 May 13, 2014 May 22, 2014 June 2, 2014 September 8, 2014 November 30, 2014 It is recommended that the City Council rescind Resolution No. 107-14 and give preliminary approval to the specifications for the Water Treatment Plant North Softening Basins Rehabilitation Project, and to establish the date of May 19, 2014 for the public hearing on the specifications for this project. 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 Johnson, Water Plant Manager File RESOLUTION NO. 139-14 WATER TREATMANT PLANT NORTH SOFTENING BASINS REHABILITATION PROJECT PRELIMINARY APPROVAL OF THE SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON THE 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 the construction cost for the project to improve the Water Treatment Plant North Softening Basins Rehabilitation 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 19th day of May, 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 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 specifications, form of contract, or estimated cost of the Project. The Water Treatment Plant North Softening Basins Rehabilitation Project 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 ishereby directed to advertise for bids for 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 less than .four but not more than forty-five days before the date for filing bids before 2:00 p.m. on the 22"d day of May, 2014. Bids shall be opened and read by the City Clerk at 2:00 p.m. and will be submitted to the City Council for final action at the public hearing at 6:30 p.m. on the 2nd day of June, 2014, in the Historic Federal Building Council Chambers (Second Floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 5th day of May, 2014. Roy D. B , Mayor Attest: Kevi Firnstahl, City Ierk 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 w 4. Attest: Kevi, Firnstahl, C ty CI Roy Dd uol, Mayor RESOLUTION NO. WATER TREATMANT PLANT NORTH SOFTENING BASINS REHABILITATION PROJECT PRELIMINARY APPROVAL OF THE SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST; SETTING DATE OF PUBLIC HEARING ON THE 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 the construction cost for the project to improve the Water Treatment Plant North Softening Basins Rehabilitation 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 19th day of May, 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 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 less 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 specifications, form of contract, or estimated cost of the Project. The Water Treatment Plant North Softening Basins Rehabilitation Project 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 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 22nd day of May, 2014. Bids shall be opened and read by the City Clerk at 2:00 p.m. and will be submitted to the City Council for final action at the public hearing at 6:30 p.m. on the 2nd day of June, 2014, in the Historic Federal Building Council Chambers (Second Floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 5th day of May, 2014. Roy D. Buol, Mayor Attest: 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. STATE OF IOWA {SS: DUBUQUE COUNTY CERTIFICATION OF PUBLICATION I, Suzanne Pike, a Billing Clerk for Woodward Communications, Inc., an Iowa corporation, publisher of the Telegraph Herald,a newspaper of general circulation published in the City of Dubuque, County of Dubuque and State of Iowa; hereby certify that the attached notice was published in said newspaper on the following dates: April 18, 2014, and for which the charge is $22.88. Subscribed to before me, a Notary Public in and for Dubuque County, Iowa, this day of _� , 20 /5. . Notary Public in and for Dubuque County, Iowa. A13Y k, WESTERMEY€R Commission Number 154885 My Comm. Exp. FEB;1, 2017 The Water Treatment Plant North Softening Basins Rehabilitation CITY OF 16UB T T ons' ciitationsand cone OFFICIAL NOTICE struction management NOTICE OF PUBLIC associated with the re - HEARING OFi THE construction of the CITY COUNCIL OF OU- north softening basins SUQUE, IOWA, ON located at the Eagle THE MATTER OF TILE Point Water Plant FORM of CONTRACTFICAT ON , documents for es of the pub AND ESTIMATED tic hearing are on file in COST FOR THE' WA• the City Clerk's Office TER TREATAIANT and may be viewed PLANT NORTH SOFT. during normal working ENINGBASINS REHA- hours. BILITARION PROJECT Written commentslre- NOTICE IS HEREBY garding the above pub - GIVEN: The City Coun- , Ile hearing may be sub cii of the City of Dubu miffed to the City' que, Iowa wOl hold a Clerk's Office on or:be- pubiic hearing on the fore said time of public proposed specifics- hearing. Any visual or tions, form of contract hearing-impaired per - and estimated cost for sons needing special the Water Treatment assistance or persons Plant North Softening with special accessibil- Basins Rehabilitation ity needs hould con - Project, 'in accordance tact the City Clerk's of- with the provisions of fice at (563) 589-4120 Chapter 26, Code of Io- or TDD at; {563) 690- wa, at 6:30 p.m., on the 6678 at least 48 hours 5th day of May, 2014, in prior to the, meeting. the Historic Federal Published by order of Building Council Cham- the City Council given bWegsest (Se 6tcoStreet, Dund Floor) 350 on the 7th day of April, h bu- 2014. que, Iowa The scope Kevin Firnstahl, of the Project is as fol it 4/18 City Clerk lows: NOTICE 'O BIDDERS CITY OF DUBUQUE PUBLIC IARPROUEMEN' PROJECT WATER 7 REATOAENT PLANT NORTH SOFTENINCa BASINS REHABILITATiOPI fermance of the con tract in an amount equal to one hundred percent of the amount of the contract. The bid security shall be n the amount of ten per PROJECT cent (10%) of the' Time and Place Ifor amount of the contract filing sealed Propos- and shall be in thei als. Sealed bids for form of a_ cashiers the work comprising check or certified each improvement as check drawn on a'" stated below must; be state -chartered or fed filed before 2:00 p.m. erally chartered bank, on May 22, 2014, in the •r a certified share) Office of the City Clerk, draft drawn on a state City Hall First Floor, chartered or' federally; 50 West 13th Street; chartered credit union, Dubuque, lowa. or the governmental Time end Place entity may provide for sealed Proposals will adder's bond with be Opened and Con- oorate surety satis sidered. Sealed pro- „ory to the govern posals will be opened `al entity. The bid' and bids tabulated at shall containno 2:00 p.m. on May 22, itions excepted as 2014, at City Hall Con- ' ided in 'this sec -c ference Room B, 50 West 13th Street, Du- tract Docu- buque, Iowa, fer con ts, Copies of the sideration by the City struction docu Council (Council) at'its h#s maybe obtained meeting on June 2, m Veenstra & Kimm 2014. The City of Dubu- r 3000 Westown que, Iowa, reserves the Irkway, West Des right to reject any and ,oines, Iowa 50266, ail bids. ; hone (515) 1225-8000, Time and Place for upon request. Rre-Rid Meeting. A 1, Preference for lows Non -Mandatory Pre- Products and Labor. Bid Meeting will be r By virtue of statutory scheduled `on Tuesday, , author ty, preference May 13, 2414 at 10:00 wbe given to prod- a.m. local time at the ucts and provisions City of Dubuque Water grown and coal pro Treatment Facilities, 50 duced within the State' West 13th Street, Du- of Iowa, and' to Iowa buque, Iowa. Repre- domestic labor, to the'! sentativeslof contrac- extent lawfully re-' tors or supplies plan- gwred under Iowa stat- ning on q:tea.ting work utes. to a primbdder are Sales Tax. The bid- encourageto attend der should not include and preseny quer- sales tax in its bid. A tions they may have sales tax exemption Time for Corn- certificate will be avail mencement and able' for all material Completion of work. purchased for Incorpo- Work on the North ration in the project. Softening Basins Reha- Payment of he cost bilitation Project shall of said project will be be corrimencetl after made from any one or award of the notice to b tion f the g Y pa e p ysica con• struction will not be able #o start until Sep- tember 8, 2014. Sub- stantial completion of work on the North Soft - start ph sical con- struction. it is ant ci t d theh I ening Basins shall in- cude completion of the sandblasting, coat- ing and disinfection of both basins. The North o ening Basins ll a oalitation work shall be B'd Security. it E 'h bidder�shali accompa- Sft B Rh substantially completed by November 30, 2014. r ecuri y. ac it 't that the successful bidder will enter into a con- ny its bid with a bid se - cur y as secun y a tract for the work bid upon and will furnish after the award of con- tract a corporate sure- ty, bond, acceptable to the governmental enti- ty, for the faithful per a com ina o fee ollowin sources at the ole 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 Munic- pal Water Utility, and/or from such other cash funds on hand of said Utility as may be lawfully, used for said purpose; (2) cash de rived from the pro- ceeds of the issuance and sale of General Ob ligation Bonds of said City; (3) cash from such'; general funds of said City as may be le - gaily used for such purpose; and (4) cash' from' public facilities set-aside fund. it 4/11 STATE OF IOWA {SS: DUBUQUE COUNTY CERTIFICATION OF PUBLICATION I, Suzanne Pike, a Billing Clerk for Woodward Communications, Inc., an Iowa corporation, publisher of the Telegraph Herald,a newspaper of general circulation published in the City of Dubuque, County of Dubuque and State of Iowa; hereby certify that the attached notice was published in said newspaper on the following dates: April 11, 2014, and for which the charge is $54.05. Subscribed to before me, a Notary Public in and for Dubuque County, Iowa, this day of ° t ,r' , 20 F ` . Notary Public in and for Dubuque County, Iowa. JANET Ka PAPE Commission Number 199659 L ^ , My Comm. Exp. 12/11/2016 — NOTICE TO ;UDDERS j CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT WATER TREATMENT PLANT NORTH SOFTENING BASINS REHABILITATION fIROJECT,, Time _A d Place. for Fding,S„aled Propos- als scaled bids • for the Wbrk comprising each improvement as stated below must be flied before 2:00 p,m. on May 22, 2014, In the Office of the City Clerk, 'City Hall - First Floor, 50 West, 13th Street; .DuburgUe, Iowa Time aind Place Sealed Proposals be Opened and Con- sidered. Sealed pro- posals will be. opened and. bids tabulated at - 2:00 p.m. on May 22, 2014, at Clty Hall Con- ference Room B, 50 West 13th Street, Du- buque, Iowa, for con- sideration by the City Council (Council) at Its meeting on June 2, 2014. The Olty of Dubu- que, 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, Du- buque, Iowa. Repre- sentatives of contrac- Itors or supplies plan - 1 ning on quoting " work to •arprime bidder are encouraged to attend and present any ques- tions they may have. Time for . Qom- merlcement and Completion of Work. Work on the North Softening Basin§ Reha- bilitation Project shall i be coMmenced after award of the notice to start physical con- struction. It is antici- pated the physical con- strgctlon" will not be able to start until Sep- tember 8, 2014. Sub- stantial : completion of work gn the North Soft- ening Basins shall In- clude completion,, of the sandblasting, coat - Ing and disinfection, of both basins.. The North Softening Basins Reha- bllitation: work shall be substantiallycompleted by'Noveinbr 30, 2014, Bid Secilrity. ' Eabh blddet-shaif'eccompa- ny Its: bid with a bid se- ' cUrlty as security that ' the successful bidder will.. enter Into a con- tract for the work bid upon and will furnish' after The award of con- tract a corporate sure-' ty bond, acceptable to! the governmental enti- ty, for the faithful per-' 1 fbtm ce of the con- !'trac Tn' an - amount', 'equ to one' hundred percent of the amount i:oh'sthe Contract. The bid security shall be In I the amount of ten per- cent . (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 fed- i- erally chartered- bank, or a certified share , draft drawn on a state - chartered or federally chartered credit union or the . governmental 1 ntity may provide for bidder's bond with porate surety satls- ry to the govern - al entity. The bid shall' contain no -1 Vitlons excepted as' Ided In this sec 1 tract Deco - . I ts, Copies of the truction doCu- is may be Obtained m Veenstra & Klmm, 3000 Westown rkWay, West Des IoInes, 'Iowa 50266, one (515) 225-8000, Pon request. Preference for • Iowa redacts and Labor. By virtue of statutory authority, preference will be given to prod- ucts and :-•prtiylslons grown and coal pm - d ced within the State b Iowa, and to Iowa domestic labor, to the extent lawfully re- quired under Iowa stat- utes Saida. Tax. The' d der should not Include sales tax in its bid, A sales tax : exem tion certificate will be" avail-_ able for all material Purchased-forihcorpo: ration in the protect, Payment,of the, cost of said project will be , made from any one, or • a Combination of the 1 following sources at the . stile discretion of the City Codicil: (1) cash to ' be' derived from the proceeds 'of the issuance and sale of Water Revenue Bonds, which will be outofpayable ef tured only ' revenues of the Funic- ipal Water Utility, and/or from such other I cash funds on hand of said Utility as may be I lawfully used for said I purpose; (2) cash de- rived from the pro- ceeds of the issuance and sale of General Ob- llgatlon Bonds of said City; (3) cash from ' such general funds of said City as may be le- gally Used for such purpose; oo and lismpublicfaclte set-aside fund. It 4/11 STATE OF IOWA {SS: DUBUQUE COUNTY CERTIFICATION OF PUBLICATION I, Suzanne Pike, a Billing Clerk for Woodward Communications, Inc., an Iowa corporation, publisher of the Telegraph Herald,a newspaper of general circulation published in the City of Dubuque, County of Dubuque and State of Iowa; hereby certify that the attached notice was published in said newspaper on the following dates: April 11, 2014, and for which the charge is $54.05. Subscribed to before me, a this /' day of tary Public in and for Dubuque County, Iowa, , 20 Kee, of ry Public in and for Dubuque County, Iowa. JANET K. PAPE Commission Number 199659 My Comm. Exp. 12/11/2016