Northwest Arterial Hike Bike Trail Phase ITHE CITY OF
DuB E MEMORANDUM
~,-~-~
o~
March 13, 2007 0' ~-' ~'
c ~'; --~
L,
r - ;`--
. ~ £,_ -
(._ __ .
TO: The Honorable Mayor and City Council Members ~'
~r; ~ .
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Northwest Arterial Hike-Bike Trail -Phase I
City Engineer Gus Psihoyos is recommending acceptance of the Northwest Arterial
Hike-Bike Trail Project, as completed by Drew Cook & Sons Excavating, in the final
contract amount of $344,368.49, which is a 58.8% increase from the original contract in
the amount of $216,832. The reasons for this overage include an underestimation in
the quantity of topsoil, seeding and graded base stone in the amount of $79,622;
correction of unstable embankment soils in the amount of $38,036.53; and increase in
the trail subgrade to a width of 12.5 feet versus the design width of 10 feet, for a cost of
$11,900. Funding is available in the project budget.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
~`~ ~ " f~l
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
THE CITY OF
DuB E MEMORANDUM
~,~~
March 13, 2007
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer _ - '
SUBJECT: Northwest Arterial Hike-Bike Trail -Phase I
(CIP 1001157)
INTRODUCTION
The enclosed resolutions provide for the acceptance of the construction contract for the
Northwest Arterial Hike-Bike Trail Project.
BACKGROUND
The Northwest Arterial Hike-Bike Trail - Phase I project is a 2.2 mile, 10-foot wide off-
road trail along Iowa Highway 32 from John F. Kennedy Road to the planned extension
of the Dubuque County Heritage Trail just east of the intersection of US 52/Iowa 386
(John Deere Road). The preliminary grading for the trail was previously completed as
part of the Iowa Highway 32 (Phase 4) with the construction of 4 lane highway between
John F. Kennedy Road to US 52.
In October, 2005, the City of Dubuque received a $200,000 REAP grant from the Iowa
Department of Natural Resources (Iowa DNR) for Phase I of the Northwest Arterial
Hike-Bike Trail. Phase II of the Iowa 32 Hike-Bike Trail runs from just north of US 20
(Dodge Street) to John F. Kennedy Road. Grant funding has not been secured yet for
Phase II of the project.
DISCUSSION
The Northwest Arterial Hike-Bike Trail Project has been completed by Drew Cook &
Sons Excavating of Dubuque, Iowa, in the final contract amount of $344,368.49, which
is a 58.8% increase from the original contract in the amount of $216,832.
Since the potential overage was identified in late 2006, Engineering staff had multiple
meetings with the general contractor, and was able to negotiate an equitable settlement
on plan quantity item overruns and approved change order extra works items.
During the meetings many issues were discussed concerning this project. These issues
could be grouped in the following categories: Revised Estimate, Existing Conditions and
Construction Methods.
Revised Estimate
During the project development phase, Engineering staff communicated with local
contractors about the anticipated construction methods to construct and pave a typical
hike-bike trail. These construction methods were taken into consideration when the
initial estimate of probable cost was prepared. However, when this estimate was
developed, some of the controlling items for construction were under estimated. These
items included topsoil, seeding and graded base stone. If these item quantities had
been incorporated, the initial estimate of probable cost would have totaled
approximately $296,454, which is approximately $79,622 higher than the contractor's
bid amount of $216,832.
Existing Conditions
During the design of the project it was anticipated that the supporting embankment soils
would be suitable for the placement of the trail. During construction, it was discovered
that the in-place subgrade soils were both insufficient in material type and in
compaction. Because the existing soils were extremely unstable and would not support
the weight of construction equipment, attempts were made to lighten the loads of the
equipment during construction. This had limited success. As a result, substantially more
stone than originally estimated was required to correct the unsuitable subgrade
conditions. The additional cost for this stabilization stone was $38,036.53.
Construction Methods
During the pre-construction meeting the general contractor requested approval to
increase the trail subgrade to a width of 12.5 feet through the entire trail corridor versus
the design width of 10 feet. The modified trail subgrade width was justified based on a
constructability review to provide sufficient width for construction equipment access and
to insure that the edge of the trail subgrade would adequately support the asphalt
pavement equipment. The additional trail subgrade width was further justified when the
unstable embankment soils were encountered during construction. The associated
costs to increase the trail subgrade width resulted in an increase to excavation and
base stone quantities, which resulted in an additional cost of approximately $11,900.00.
CONCLUSION
Engineering staff feels that even with the unstable embankment soil conditions and the
many constructability challenges associated with this trail project, the final product of the
trail is excellent. The contractor should be commended for constructing a quality trail
project despite the many construction challenges that had to be overcome. Drew Cook
& Sons Excavating and their sub-contractors frequently met with engineering staff and
were willing to work through all of the issues on the trail. They also negotiated in good
faith on bid item quantities that were in question to provide an equitable solution to the
cost overruns on the project.
RECOMMENDATION
I recommend that the City Council accept the improvements and establish the final
contract at $344,368.49.
BUDGET IMPACT
Below is a synopsis of the funding breakdown for this project:
Construction Contract
Estimate Bid Award
$207,558.00 $216,832.00
Final
$344,368.49
Contingency
Construction Engineering & Inspection
Total Project Cost
20,755.80 20,755.80
22,831.38 22,831.38
$251,145.18 $260,419.18
The project funding summary is as follows:
CIP No. Fund Description
1001157 Northwest Arterial Hike-Bike Trail
Iowa DNR Resource Enhancement and Protection (REAP) Grant
Total Project Funding
ACTION TO BE TAKEN
0
32,715.01
$377,083.50
Fund Amount
$ 177,083.50
200,000.00
$377,083.50
The City Council is requested to adopt the attached resolution accepting the
improvement and establishing the final construction cost for the Northwest Arterial Hike-
Bike Trail - Phase I Project.
Prepared by Jon Dienst, Civil Engineer
cc: Jenny Larson, Budget Director
Laura Carstens, Planning Services Manager
Gil Spence, Leisure Services Manager
Bob Schiesl, Assistant City Engineer
RESOLUTION NO. 159-07
ACCEPTING THE NORTHWEST ARTERIAL HIKE-BIKE TRAIL -PHASE I
AND AUTHORIZING. THE PAYMENT OF THE CONTRACT AMOUNT TO THE
CONTRACTOR
Whereas, the Public Improvement Contract for the Northwest Arterial Hike-Bike
Trail - Phase I (the Project) has been completed and the City Manager has examined
the work and filed a certificate stating that the Project has been completed according to
the terms of the Public Improvement Contract and that the City Manager recommends
that the Project be accepted; and
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. The recommendation of the City Manager is approved and the Project
is hereby accepted.
Section 2. The Finance Director is hereby directed to pay to the Contractor from
the Northwest Arterial Hike-Bike Trail (CIP 1001157) and the Iowa DNR Resource
Enhancement and Protection (REAP) grant appropriations for the contract amount of
$344,368.49 less any retained percentage provided for therein as provided in Iowa
Code chapter 573, and to pay such retainage only in accordance with the provisions of
Iowa Code chapter 573.
Passed, approved and adopted this19th day of March, 2007.
Roy D. Buol, Mayor
Attest:
Jeanne F. Schneider, CMC, City CI/erk
r r
City of Dubuque -Engineering Division
Final Payment Form
PAYMENT NO: COUNCIL FINAL DATE: March 13, 2007
PROJECT NAME: Northwest Arterial Hike-Bike Trail -Phase 7
CONTRACTOR: Drew Cook Excavating, Inc.
CONTRACT AMOUNT: $216,832.00
BID ITEM DESCRIPTION UNIT UNIT COST QUANTITY AMOUNT EARNED
TO DATE TO DATE
E>~CAVAt d- STC?ME
1 Excavation, Unclassified CY $ 7.50 $ 3,201.00 $ 24,007.50
2 Backfill, Topsoil SY $ 5.00 $ 7,537.50 $ 37,687.50
3 Graded Stone Base Ton $ 13.50 $ 6,919.71 $ 93,416.09
P+~
4 HMA 300k Binder Course, 1/2" (PG 64-22) Ton $ 49.00 $ 1,644.06 $ 80,558.94
5 HMA 300k Surface Course, 1/2" (PG 64-22) Ton $ 49.00 $ 1,069.97 $ 52,428.53
E~.1,A~ML
6 Seed SY $ 2.00 $ 12,925.00 $ 25,850.00
7 Signs Each $ 150.00 $ 20.00 $ 3,000.00
8 Pavement Markings - Text/Symbols Each $ 100.00 $ 14.00 $ 1,400.00
9 Pavement Markings -Linear LF $ 0.30 $ 3,055.00 $ 916.50
10 Erosion Control Plan -Operating Procedures LS $ 4,500.00 $ 1.00 $ 4,500.00
11 Traffic Control & Safety Control LS $ 2,500.00 $ 1.00 $ 2,500.00
12 Mobilization LS $ 2,500.00 $ 1.00 $ 2,500.00
TOTAL AMOUNT EARNED TO DATE -BASE BID: $ 328,765.06
6Mhl~3E SRS
C1 3" Breaker Run
Ton
$ 13.50 1,155.81 $ 15, 603.44
TOTAL AMOUNT EARNED TO DATE -CHANGE ORDERS: $ 15,603.4
TOTAL AMOUNT EARNED TO DATE: $ 344,368.49
TOTAL DUE CONTRACTOR: $ 344,388.49
ENGINEERING: $32,715.01
TOTAL CONSTRUCTION COST: $377,083.50
f
CERTIFICATE OF THE CITY MANAGER:
I hereby certify that the above statement shows in detail the Corr t a urxt of all work required to complete the above
improveme (/ /
APPROVED: '-~~ Cam--
Michael Van Millige anager
City of Dubu owa
APPROVED: -~
Gus Psihoyos, City Engineer
City of Dubuque, Iowa
CERTIFICATE OF THE CONTRACTOR:
The undersigned contractor for the above improvement, does hereby accept the above "Total Due Contractor", as full settlement for
all claims for said improvement.
CONTRACTOR: ~ LQ-it~ ~~(~- ~~~~r~ ~ L ~ ~ ~
TITLE: ~~[ _ P ~fiL,Si~~-'C..-
DATE: ~ ~ l ~- ~ ~ ~~