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JFK Road-Wacker Drive Traffic Signal Replacement Project_InitiateTHE CITY OF Dui Masterpiece on the Mississippi Dubuque band AI -America City r 2007 • 2012 • 2013 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: JFK & Wacker Signal Replacement (CIP 3002254, 1011919, 1021608, 3001631, 3001011, 3001615 and 3001133) DATE: May 27, 2014 City Engineer Gus Psihoyos recommends initiation of the public bidding process for the JFK & Wacker Signal Replacement Project, and further recommends that a public hearing be set for June 16, 2014. I concur with the recommendation and respectfully request Mayor and City Council approval. 1,1144 .., Mic ael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Gus Psihoyos, City Engineer Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer DATE: May 20, 2014 Dubuque kard Ad -America City 11 111 2007 • 2012 • 2013 SUBJECT: JFK & Wacker Signal Replacement (CIP 3002254, 1011919, 1021608, 3001631, 3001011, 3001615, and 3001133) INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the JFK & Wacker Signal Replacement Project. BACKGROUND In preparing for this project several smaller projects have been completed in the last couple of years as well as the acquisition of easements and purchase of property. These include installation of a new traffic cabinet, installation of conduit and fiber from Hwy 20 and Wacker to JFK and Wacker, installation of two new light poles and cameras to monitor traffic flow and the construction during the JFK & Wacker Signal Replacement Project. DISCUSSION The JFK & Wacker Signal Replacement Project will provide for the reconstruction of traffic signals at the intersection of JFK & Wacker. This newly -rebuilt signal will be tied into the City-wide traffic management operations center at City Hall. Improvements to the intersection will include new mastarms, signal truss structure over JFK, new microwave detection and other ITS Components. New mastarms and detection have already been purchased for the project from other CIPs to eliminate the long lead time in equipment ordering. PROJECT SCHEDULE The schedule for the project is as follows: Initiate Public Bidding Process Publish Notice to Bidders, Advertise for Bids June 2, 2014 June 6, 2014 Publish Public Hearing Notice on Plans & Specs Public Hearing Receipt of Bid Proposals (Bid -Letting) Award Construction Contract Project Completion Date RECOMMENDATION June 3, 2014 June 16, 2014 June 26, 2014 July 7, 2014 November 28, 2014 I recommend that the City Council give preliminary approval to the construction plans and specifications and establish June 16th, 2014, as the date of the public hearing, and hereby authorize the City Clerk to advertise for bid proposals for the JFK & Wacker Signal Replacement Project. BUDGET IMPACT The estimate of probable cost for the JFK & Wacker Signal Replacement Project is as follows: Estimate Construction Contract $ 193,767.90 Contingency 19,376.79 Construction Engineering & Inspection 31 971.70 Project Cost $245,116.39 Pre -Purchased Equipment CIP No. 3002254 1011919 Fund Fund Description Amount JFK & Wacker Traffic Signal - Wavetronix $ 30,000.00 Reconst Signals at JFK/Wacker - Mastarms 8,994.00 Pre -Purchased Project Cost $38,994.00 Easement Acquisitions CIP No. 1011919 1011919 1011919 Fund Fund Description Amount US Bank $ 17,243.55 Petsmart 9,646.00 Kennedy Mall LTD, LLC 3,913.39 Easement Acquisitions Cost $30,830.14 2 Total Project Cost The project funding summary is as follows: Fund CIP No. Fund Description Amount 1011919 Reconstruct Signals at JFKNVacker $ 141,937.00 3002254 JFK & Wacker Traffic Signal 30,000.00 1021608 Street Lighting FY15 20,000.00 3001631 Traffic Signal Fiber Optic Network FY14 20,000.00 3001011 Signalization Program FY14 25,000.00 3001615 Traffic Signal Reconstruction FY15 50,000.00 3001133 Traffic Signal Mastarm Retrofit FY15 28,003.53 Total Project Funding $314,940.53 REQUESTED ACTION The City Council is requested to establish the date of the public hearing, and authorize the City Clerk to advertise for bid proposals through the adoption of the enclosed resolutions for the JFK & Wacker Signal Replacement Project. Prepared by Duane Richter, Traffic Engineer cc: Jenny Larson, Budget Director Don Vogt, Public Works Director John Klostermann, Street & Sewer Maintenance Supervisor David Ness, Civil Engineer II 3 RESOLUTION NO. 164-14 JFK & WACKER SIGNAL REPLACEMENT PROJECT 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 the JFK & Wacker Signal Replacement in the estimated amount $314,940.53, are hereby preliminarily approved and ordered filed in the office of the City Clerk for public inspection. A public hearing will be held on the 16th day of June, 2014, at 6:30 p.m. in the Historic Federal Building Council Chambers at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and estimated cost of said Project, and the City Clerk be and is hereby directed to cause the attached notice of the time and place of such hearing to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not Tess than four days nor more than twenty days prior to the date of such hearing. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, form of contract, or estimated cost of the Project. The JFK & Wacker Signal Replacement Project is hereby ordered to be advertised for bids for construction. The amount of the security to accompany each bid shall be in an amount which shall conform to the provisions of the Notice to Bidders hereby approved. The City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, by publishing the attached Notice to Bidders to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be published not Tess than four but not more than forty-five days before the date for filing bids before 2:00 p.m. on the 26th day of June, 2014. Bids shall be opened and read by the City Clerk at said time and will be submitted to the City Council for final action at 6:30 p.m. on the 7th day of July, 2014, in the Historic Federal Building Council Chambers (second floor), 350 West 6th Street, Dubuque, Iowa. Passed, adopted and approved this 2nd day of June, 2014. Attest: ��2// Kevini$. Firnstahl, MC, Clerk 4„, oy D. Buol, Mayor NOTICE OF PUBLIC HEARING ON PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED COST FOR THE: JFK & WACKER SIGNAL REPLACEMENT 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 JFK & Wacker Signal Reconstruction Project, in accordance with the provisions of Chapter 26, Code of Iowa, at 6:30 p.m., on the 16th day of July, 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: Reconstruction of the JFK & Wacker Intersection: This includes: — Removal of the existing traffic signals — Installation of a new traffic signals — Installation of new ITS components to connect to the TOC 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 day of 2014. Kevin S. Firnstahl, CMC, City Clerk NOTICE TO BIDDERS CITY OF DUBUQUE PUBLIC IMPROVEMENT PROJECT JFK & WACKER SIGNAL REPLACEMENT 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 the 26th day of June, 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 the 26th day of June, 2014, at City Hall - Conference Room A, 50 West 13th Street, Dubuque, Iowa, for consideration by the City Council (Council) at its meeting on 7th day of July, 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 28th day of November 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 at the Engineering Department, City Hall — Second Floor, 50 West 13th Street, Dubuque, Iowa 52001. 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. JFK & Wacker Signal Replacement • Removal of the existing traffic signals • Installation of new traffic signals CIP 1011919 Debarments and Suspensions Any bidder or equipment supplier whose firm or affiliate is listed in on the U.S. General Services Administration Excluded Parties List System web site at http:Ilwww.epls.govl will be prohibited from the bidding process. Anyone submitting a bid who is listed on this web site will be determined to be a non-responsive bidder in accordance with 40 CFR Part 31. Published in the Telegraph Herald, 6th day of June, 2014.